How Attendance Works

This guide explains how it all fits together. For one job at a time, the short articles in this topic have the exact steps.

Attendance

Record when staff arrive and leave, by site, and see who is present, late, on leave or absent.

Agoo attendance replaces the paper register and the queue at the clocking machine. Staff clock in at the front-desk kiosk or on their own phone, and HR sees the day build up in Console → Attendance, site by site.

Attendance shares one directory with visitors and bookings. The same person is a host for their guests, an employee on the attendance board, and a name on the evacuation list when they're clocked in.

voltabank.agoohq.com/attendance

Attendance · This week

Ridge HQ · 240 staff on the roster

DayWeekMonth

29 Sep – 3 Oct

Export to payroll

Present today

0

of 240 · 9 on later shifts

Late

0

after the 10-minute grace

On leave

0

2 back on Thursday

Absent

0

3 have not called in

Staff by day

People · Mon–Fri

Mon29

226 in

89% on time

Tue30

212 in

so far

Wed1

10 on leave

Planned

Thu2

12 on leave

Planned

Fri3

14 on leave

Planned

060120180240

On timeLateOn leaveAbsentPlanned

How people clocked in

212 today

Face

58%124

NFC card

25%52

Kiosk PIN

10%21

Geofence

7%15

Today

Live

StaffInMethodStatus

• KO

  Kwabena Ofori

  Facilities
  8:10 am
  NFC card
  On time
• KA

  Kwasi Appiah

  Legal
  8:09 am
  Face
  On time
• SA

  Selorm Agbeko

  Retail banking
  8:09 am
  Face
  On time
• KA

  Kojo Asare

  Operations
  8:08 am
  Geofence
  On time
• AB

  Adwoa Boateng

  Compliance
  8:08 am
  Kiosk PIN
  On time
• KM

  Kwame Mensah

  Treasury
  8:07 am
  Face
  On time
• AD

  Akosua Darko

  Retail banking
  8:07 am
  Face
  On time
• YB

  Yaw Boateng

  Security
  8:06 am
  NFC card
  Late

What's Included

What each plan includes is on Clock-in methods and Plans and limits. The number of staff you can have on attendance is 10 on Free, 25 on Starter, 100 on Growth and 300 on Pro; Enterprise is volume priced.

For HR and Managers

1. Add your people. Staff come from Console → People, by hand or by CSV import. Choose who is on attendance, and give each person their line manager and start date. See Line managers and HR.
2. Set your rules. Your working week and day, the kind of break, when overtime starts and whether it needs approval, your leave year and how timesheets are approved, starting from Ghana's defaults. Home's Set up staff time checklist shows what's left. See Attendance rules and setup.
3. Set up each site. In Console → Settings → Sites, check the address and turn on the Clock-in area that phone clock-in uses.
4. Choose the clock-in methods your organisation allows. See Clock-in methods.
5. Plan your rosters (Growth and above) so Agoo knows who is due when, who is late and who didn't come in: a planner per site with repeating patterns and rotations, or imported from a spreadsheet, published to staff in the Workspace app, where they claim open shifts and swap with colleagues. Agoo warns where a roster meets the Labour Act's rest rules. See Rosters.
6. See who's in on Attendance → Today in the Console, review flagged punches under Needs review, decide extra time under Overtime, and export Daily hours. See Attendance in the Console.
7. Approve timesheets at the end of each period under Attendance → Timesheets, or on the Workspace app's Team tab. Approved timesheets are locked for payroll. See Timesheets and payroll.
8. Export for payroll (Pro and above) under Attendance → Payroll: one CSV or Excel file of each period's approved hours and leave by your own pay codes, with the employee numbers payroll matches on. See Export for payroll.

For Employees

• Clock in at the kiosk by the door, or on Me in the Workspace app on your iPhone, iPad or Android phone or tablet: at the site, or by scanning the kiosk's code. The app tells you when you're inside the site's area, and checks your location only when you clock in.
• See your time on Me: today's clock-ins, this month with its overtime, every month before, your shifts and your leave requests. Extra time you work past your hours shows as waiting until your manager decides, and you're told when they do. See Shifts and overtime.
• Ask for leave on Me → Leave in the Workspace app: see what's left of each kind, how many days a request counts and the balance after, add a certificate from the camera, and cancel if plans change. You're told when it's approved or declined. See Leave.
• Confirm your timesheet on Me → Timesheet in the Workspace app when the period ends, if your organisation asks: check your hours and tap Confirm my timesheet, with a note if something's wrong. See Timesheets and payroll.
• Managing a team? The app's Team tab shows who is in today, the leave, timesheets, swaps and claims waiting for you (swipe to approve), the team calendar and your deputy. See Line managers and HR.
• See your shifts in Your shifts in the Workspace app, and the next one in its Next shift widget, once your manager publishes the roster, and your shift today on the kiosk when you clock in. You're told once each time it's published with a change for you. Claim an open shift or offer one of yours to a colleague there too, with your manager's approval. See Rosters.
• Reminders on your phone. With notifications on, the app reminds you shortly before a shift you're rostered on if you haven't clocked in, and after it ends if you're still clocked in, with Clock in or Clock out on the notification. See Shifts and overtime.
• No signal? Clock in anyway. The punch is saved on the device with the real time and syncs when the network is back.

• Attendance rules and setup: Your working day, breaks, leave year and timesheets, from Ghana's defaults.
• Line managers and HR: Who reports to whom, and the HR role.
• Attendance in the Console: See who is in, review flagged punches, approve timesheets and export daily hours.
• Clock-in methods: QR, PIN, NFC card, geofenced phone and face, by plan.
• Rosters: Plan, repeat, import and publish who works when, with open shifts and swaps.
• Shifts and overtime: Lateness, reminders, and overtime counted and approved.
• Timesheets and payroll: Approve hours and export them for payroll.
• Leave: Leave types, balances, requests in the app and approvals.
• Evidence and notices: Which evidence clock-ins record, on what basis, and what staff are told.
• Offline mode: How kiosks and phones keep working through dumsor.

Clock-In Methods

Choose how staff clock in and out, at the kiosk or on their phone, and what each plan includes.

Staff can clock in at the kiosk by the door or on their own phone in the Workspace app (iPhone, iPad and Android). You choose which methods your organisation allows in Console → Settings → Organisation → Clock-in methods, and each site can choose its own under Console → Settings → Sites → (site) → Clock-in.

7:57

VBVolta Bank

EA

Tue, 30 Sep

Good morning, Efua

Today’s shift

8:00 am – 5:00 pm · Ridge HQ

Finding your location…

You’re at Ridge HQInside geofence

Clock in

A quick face check confirms it’s you

The Methods

At the Kiosk

Turn on the Staff clock-in button for a kiosk in Console → Devices → (device), or set a device to Clock-in only for a staff entrance, with no visitor screens. The kiosk offers the methods the site allows:

1. Who is it? The camera waits for a staff badge, printed or on their phone, as the site allows. Beside it are Tap your card (on an iPhone or an Android device with NFC, when cards are on) and Use your PIN, where the employee finds their name and types their PIN. When the rotating QR is on, the kiosk also shows the code for the Workspace app, under Using the Agoo app?
2. Hello. The kiosk greets them by name, says whether they're clocked in now and, where they have one, their shift: "Your shift today: 08:00 to 17:00, break 12:00 to 13:00" (on Growth and above: from the published roster, or else their weekly shift). It offers Clock in or Clock out, the likely one first. Not you? goes back.
3. Evidence, if you ask for it. When your organisation asks for a selfie, the kiosk shows your selfie notice the first time, then takes the photo with a short countdown. See Evidence and notices.
4. Done. "Good morning, Nii." or "See you soon, Nii.", with the time, and their shift today again.

The kiosk checks the badge, card or PIN itself, against what it holds, so clock-in works with no network and nothing is sent to check it.

When a phone's badge can't be used, the kiosk says why: That code has just expired (hold the phone up again), That code has been used (wait for the next one), We don't recognise this phone's badge (set it up in Agoo Workspace under Me → Badge), or that badges on phones, or printed badges, aren't used at this site. The punch keeps the time it happened at the kiosk, and Agoo works out the shift and any lateness when it arrives.

If none of the kiosk methods (printed badge, badge on their phone, PIN, card or rotating QR) is on for the site, the kiosk says clock-in isn't set up there and to ask a manager.

On a Kiosk In a Browser

A front-desk computer set up as a kiosk in its browser clocks staff in by name and PIN. Turn on its Staff clock-in button, or set it to Clock-in only, in Console → Devices → (device); the button shows when PIN is on for the site.

1. The employee types the first three letters of their name and chooses it from a short list of first names and initials. Only staff with a PIN are listed, and only at the sites they work at.
2. They type their PIN. Agoo checks it, so the computer needs its connection. Five wrong tries lock that PIN on that kiosk for 15 minutes, then longer.
3. The kiosk shows their shift today, if they have one, and offers Clock in or Clock out, the likely one first.
4. When your organisation asks for a selfie, the kiosk shows your selfie notice the first time, then takes the photo with the webcam.

Printed badges, badges on phones and staff cards aren't read by a browser: for those, use the Agoo Kiosk app on a tablet or phone.

On a Phone

Staff whose time you keep get a Me tab in the Workspace app, with a clock card on Home. The app offers the phone methods that are on at their site:

• At the site (geofenced phone clock-in). When they tap Clock in or Clock out, the app takes one location fix and checks it against the site's area, and checks the phone's Wi-Fi network when the Wi-Fi check is on. A map shows the site's area and where the phone is. Outside, the app says roughly how far away they are and offers the kiosk's code or Check again.
• The kiosk's code (rotating QR). They tap Clock in or Clock out on the kiosk and scan the code under Using the Agoo app? with the app.

Before the app uses location or takes a selfie for the first time, it shows your notice for each, and a selfie follows when the site asks for one. The app uses location only while its clock-in screen is open and never tracks anyone in the background. It only ever clocks in the person signed in to it, whatever their role, and Agoo checks every phone punch again when it arrives: the method on at the site, the location or Wi-Fi, the code, and the selfie. What employees see, step by step, is in the Workspace app guide.

What Each Plan Includes

From the price book (each plan includes everything in the plan before it):

If you move to a plan that doesn't include a method, Agoo switches that method off and records the change in the audit trail. Punches already made with it are kept.

Biometric terminals are dedicated face and card readers at the door, such as the Attendance terminal in our hardware kits, configured to sync with Agoo. They're included on Pro and Enterprise and connect to Agoo when the terminal integration ships, which is planned. See NFC and terminals.

Set Up Clock-In

1. 1

   Open Console → Settings → Organisation → Clock-in methods

   Turn on the methods your organisation uses. To set a site apart, open Console → Settings → Sites → (site) → Clock-in, turn off Same as the organisation and choose its own; a warehouse may use cards while head office uses phones. Kiosks pick up the change at their next sync.

2. 2

   Turn on the methods you want

   Kiosk methods work on any kiosk paired to that site in Console → Devices. For phone clock-in, open the site in Console → Settings → Sites, turn on Clock-in area under its map pin and set the radius so the circle covers the building and car park, not the street.

3. 3

   Issue QR codes, PINs or cards

   In Console → People, open an employee and use Clock-in: Issue a badge (print it or save it as a PNG when it's shown), Link a card (type the number printed on the card, or read it with a phone's NFC reader app) or Set a PIN (tell them in person; Reset the PIN replaces it). Revoke, Unlink and Remove stop a badge, card or PIN at each kiosk's next sync.

   Staff can do two of these themselves in the Workspace app, under Me: set up their badge on their phone, and set or change their own kiosk PIN. The same Clock-in panel lists their Badges on phones, one for each phone, with Remove for a phone that's lost or changes hands.

   • PINs are 4 to 8 digits. Agoo refuses easy ones, such as 1111, 1234 or 9876. After 5 wrong tries, that kiosk pauses the person's PIN for 15 minutes, then longer. Each pause appears in the audit log.
   • NFC cards belong to one person at a time. An iPhone kiosk, or an Android kiosk with NFC, reads them; an iPad can't. Revoke a lost card, and it stops working on every kiosk at the next sync.
   • Staff QR badges are shown once when you issue them, so print or send them straight away. Issuing a new badge doesn't cancel the old one; revoke the old one if it's lost.
   • Badges on phones belong to the person and the phone: up to three phones each, and a fourth replaces the oldest. The badge's key is made on the phone and kept in its security chip, and signing out of the app removes it.

   Agoo never stores PINs, card numbers or badge codes, only one-way fingerprints of them. Kiosks hold those fingerprints for the people at their site, so they can check them without a connection. For a badge on a phone, Agoo and the kiosks hold only what's needed to check its codes, which can't be used to make one.

4. 4

   Tell your staff

   Employees install the Workspace app and sign in. The first time they clock in by phone, the app shows your notices, then asks for location permission (and the camera, to scan the kiosk's code or take a selfie).

Wi-Fi for Clock-In

With the Wi-Fi check on, a phone on one of a site's networks counts as being at that site. Each site's Clock-in panel (Settings → Sites → the site) lists the Wi-Fi that counts as being here.

If you've saved your staff Wi-Fi in Settings → Wi-Fi, mark a staff network Use for Wi-Fi clock-in (or choose it under Add from this site's networks) and its name is added to the clock-in Wi-Fi of each of its sites. Renaming the network renames it there, and unmarking or archiving it removes it, so the two never drift apart. Names kept in step this way are marked with the network they come from. A name you set yourself with an access point's ID stays as it is. Each change is recorded in the audit trail as a change to the site's clock-in settings.

Switching Methods Off

Each organisation keeps at least one method on, and so does each site, so nobody is locked out. Whatever you switch off isn't offered. A manager can always add a missed punch, with a reason: see Shifts and overtime.

Evidence On Each Punch

Selfies and location are evidence: they're off until you turn them on, and each needs a notice your employees see. See Evidence and notices for the choices and what Agoo keeps.

• Phone clock-in records the location check's result (inside, outside or unavailable) and its accuracy. You can choose to keep the coordinates too; they're cleared after 90 days by default.
• The Wi-Fi check records whether the phone was on a site network. You can choose to keep the network's name and address.
• Selfies can be off, optional or required, for badge, PIN, NFC and phone punches, for the organisation or a site. An optional selfie can be skipped.

Offline and Tamper Checks

Every clock-in is saved on the device first, with the time it happened, then synced when the network returns. Agoo uses trusted device time, so changing the phone's clock doesn't move a punch. It flags anything suspicious, such as a device clock that disagrees with the server, a phone whose reported location disagrees with its coordinates, or a location the phone itself reports as simulated, and whoever reviews clock-ins sees them in the Workspace app's Inbox.

In the Workspace app, an offline punch shows as Sending until it reaches Agoo. If Agoo can't accept it when it arrives (for example, the method was switched off in the meantime), the app shows it as Not recorded with the reason, and the employee tells their manager the right time.

A phone punch from outside the geofence, and not on a site Wi-Fi network, isn't accepted: the employee clocks in at the kiosk instead.

• Evidence and notices: Selfies and location: your basis, notices and retention.
• NFC and terminals: Cards, readers and attendance terminals.
• Shifts and overtime: Tell Agoo when people are due, so lateness is flagged.

Evidence and Notices

Choose which evidence clock-ins record (selfies, location), on what basis, what employees are told, and how long it's kept.

A clock-in always records who, where, when and how. Evidence is anything more: a selfie, or the phone's location check. Your organisation is the data controller and decides what to record, under the Data Protection Act, 2012 (Act 843). Agoo gives you the switches and keeps the records that show what you decided and what each employee was told.

The Two Evidence Types

Both are off until you turn them on, in Console → Attendance → Settings → Evidence and notices (Owners and Admins publish notices and choose how long evidence is kept). Your developer can also set them with the attendance settings API. Sites can narrow or widen what the organisation allows.

Notices and Basis

Before an evidence type can be switched on, you publish a notice: the plain explanation employees see of what is recorded, why, where it's kept and for how long. Each notice has a basis:

• Required by the organisation. You record your legal basis: the employment contract, a legal obligation, or your legitimate interests (Act 843, section 37(3)). Employees acknowledge the notice. Capture goes ahead whether or not they have acknowledged it yet, and they can't opt out. The API lists everyone who hasn't acknowledged the current version.
• Employee consent. Only employees who consent have that evidence recorded. Without consent it isn't captured, and a method that needs it isn't offered to them: they use another method. They can withdraw consent at any time, and new capture stops at once.

Required is the default when you turn an evidence type on. Publishing a change makes a new version; employees then acknowledge (or consent to) that version. Notices, acknowledgements, consents and withdrawals are all kept with their dates, how they were given and who recorded them, and are written to the audit trail.

Only Owners and Admins, who hold the Data & privacy permission, can publish notices or change retention. API keys can't.

At the Kiosk

When your organisation asks for a selfie with clock-ins, the kiosk shows your selfie notice to an employee who hasn't yet answered its current version, before they choose Clock in or Clock out:

• Required by the organisation: the notice, with I understand. The selfie is taken either way.
• Employee consent: the notice, asking whether they agree, with I agree and No, thanks. With no consent, no selfie is taken, and they still clock in.

I understand and I agree are recorded as an acknowledgement or a consent to that version of the notice, given at the kiosk, even when the kiosk is offline (the record reaches Agoo when it reconnects). Under a consent notice, the kiosk reminds them they can change their mind at any time in the Workspace app or by asking their manager. When a selfie is due, the kiosk takes it with the front camera after a 3, 2, 1 countdown, then records the punch.

Agoo's kiosks don't match faces, and Agoo holds no face templates.

In the Workspace App

When an employee clocks in on their phone (iPhone, iPad or Android), the app shows your location notice before it first uses their location, and your selfie notice before it first takes a selfie, for each version they haven't answered:

• Required by the organisation: the notice, with I've read this. Location is checked, and a selfie taken when you ask for one, either way.
• Employee consent: the notice, with I agree and Not now. Without consent, the app doesn't use their location or take a selfie, and they clock in at the kiosk, or by scanning the kiosk's code where you allow it.

Answers given in the app are recorded like those at the kiosk, as given in the app, and wait on the phone when it's offline. In Me → Clock-in privacy, employees can read each notice again and see what they answered and when. Under a consent notice they can Withdraw my agreement; new capture stops from their next clock-in. An acknowledgement of a required notice can't be withdrawn, because it only records that they were told.

The app uses location only while its clock-in screen is open, never in the background. Coordinates leave the phone only when you keep coordinates; otherwise the app sends only whether the phone was inside the site's area, with the accuracy. In the same way, the Wi-Fi network's name and address are sent only when you keep them.

How Long Evidence Is Kept

Withdrawing consent stops new capture; evidence already recorded is kept until its retention date. A data subject request can still erase it. A legal hold pauses deletion for what it covers.

In the API

• GET /attendance/settings and PATCH /attendance/settings read and change methods, evidence, notices and retention.

• GET /people/{person_id}/attendance-evidence shows a person's status; POST records an acknowledgement or consent from a paper form or your HR system.

• GET /attendance/evidence lists everyone's status, such as who hasn't acknowledged the current notice.

• Punches carry selfie_file_id, location and wifi only when they have them. In consent mode, evidence for someone who hasn't consented returns consent_required.

• Clock-in methods: Every way staff can clock in, by plan.

• Data protection: Act 843, roles and sub-processors.

Attendance Rules and Setup

Tell Agoo how your organisation works, from the working day, breaks and overtime to the leave year and timesheet approval, starting from Ghana's defaults.

Your attendance rules say how your organisation works: which days and hours make a normal day, what kind of break it has, when overtime starts, when your leave year starts, and how timesheets are approved. Agoo asks for them when you start, keeps a checklist on Home until each one is confirmed, and keeps every earlier version, so a change never rewrites months already worked. The rules are on every plan, in Console → Attendance → Settings.

Setting Up Staff Time

When you set up your organisation, the setup wizard asks Will you keep staff time in Agoo? after your first site. Only Owners and Admins see it.

• Yes opens one screen with six things, each filled in with Ghana's defaults: your working week and day, the kind of day, when overtime starts (after your standard day, at least 8 hours, and 40 hours a week) and whether it needs approval, your leave year, annual leave and what happens to annual leave nobody took, who approves leave, and the timesheet period, who approves timesheets, whether staff confirm their own and your payroll day. It also asks Do you roster shifts? and, on Growth and above, how swaps and open shifts work. Change what's different and save.
• Not now skips it. Home asks again later.
• We don't keep staff time tells Agoo you don't use attendance, and Home stops asking. You can still set the rules whenever you like.

The checklist on Home

Until every setting is confirmed, Home shows Set up staff time to people who manage attendance for the whole organisation or its settings. Each line opens the setting, and you confirm it by saving or by choosing Looks right. Agoo records who confirmed it and when.

Line managers, Start dates and Employee numbers tick themselves once nobody is missing, or when you choose Looks right. Your first roster ticks itself when you publish a roster at any site, or when you answer No to Do you roster shifts?, which the setup wizard's Staff time step asks too. See Rosters. Swaps and open shifts ticks itself when you save the roster's swaps and open shifts settings or choose Looks right; the wizard's Staff time step asks it too. Items your plan doesn't include show which plan adds them and don't count. Pay codes and the export layout ticks itself when you save the pay codes or a layout on Attendance → Payroll, or choose Looks right; like leave and timesheets, it's for HR, Owners and Admins. See Pay codes. The card goes once everything is confirmed, and comes back if an upgrade adds an item.

Each confirmation is recorded in the audit trail as Confirmed attendance settings, and your answer to the wizard's question as Answered whether to keep staff time in Agoo.

The Rules

Open Console → Attendance → Settings. Each section says what it's for, shows Ghana's default, and has Looks right if it's already right for you.

Working time

Breaks

The Labour Act has two kinds of working day, and the kind decides whether the break is paid.

How Agoo counts it, every day:

• A paid break is never taken off. It's inside the hours worked, as the Act says, and the timesheet shows it beside the day: "30 min paid".
• An unpaid break comes off automatically on a finished day once its work reaches the threshold: an 08:00 to 17:00 day counts 8 hours, shown as "1 h unpaid, automatic". A day still running, or with a missing clock-out, keeps its paired time until it's finished; Agoo never guesses.
• Clocking out for lunch is the break. If someone clocks out and back in during the day, that time was never counted, so nothing more comes off ("42 min unpaid, clocked out"), whichever kind of day you run.
• A punched break replaces the automatic one, where you've switched on break punches. On a day in two parts, what they punched comes off instead of the scheduled break ("42 min unpaid, punched"); on a continuous day, a punched break is recorded inside the hours worked and nothing comes off ("35 min paid, punched").
• A shift can have its own break, paid, unpaid or none, which it keeps whatever the standard day says: a night ward with a paid half hour on a hospital that runs split days, for example. Set it on the shift's template, with when the break usually starts, and change it on a single roster shift if that day is different.
• The nursing hour is paid (Labour Act, s.57). HR switches it on for a nursing mother for up to a year, from Nursing hour in her attendance; it's never taken off. Agoo keeps only the dates, nothing about a pregnancy or a birth.

Break punches

Off by default. In Console → Attendance → Settings → Break punches, switch them on for your organisation, and keep them on or off at any site. The setup wizard and Home's checklist ask too. With them on:

• The kiosk (the app and the browser kiosk) and Agoo Workspace offer Start break to someone who's clocked in and End break to someone on a break, first, with the same ways of clocking in and the same evidence. Offline, the apps keep them like any punch.
• Someone on a break is still on site. Today shows On break, 12 min, and a roll call and the evacuation list count them.
• A break that wasn't ended before they clocked out is closed by the clock-out and flagged Break not ended in Needs review; the scheduled break stands in until you add the End break they missed.
• A long break (more than 15 minutes over the scheduled one) and a short unpaid break are flagged for you; what was punched still counts. No break recorded flags a day of 6 hours or more with no break, from the day you switch break punches on (you can turn that flag off).
• The nursing hour is a break of its own for people HR has switched it on for: Nursing break, paid and never taken off.

Two rules in Breaks decide how punched breaks count:

"Take off at least the scheduled break" is off by default because time someone works through part of their break is still time worked: Agoo takes off what they punched and shows you the short break, so you can talk to them, rather than quietly counting less than they worked.

Which kind should you choose? Agoo suggests a day in two parts with an unpaid lunch hour when your standard day is 9 hours or longer (08:00 to 17:00 less the hour is the Act's 8 hours, s.33), and one stretch with a paid 30 minutes otherwise. Settings, the setup wizard and Home's checklist show the suggestion with Use this; nothing changes until you choose. A change applies from the day you pick, so earlier days keep the break they had.

Lateness and absence (Growth and above, with shifts)

Overtime

On every plan. How Agoo uses these is on Shifts and overtime.

Overtime starts after the hours your rules fix (Labour Act s.35(1)), and nobody may be required to work it unless you've fixed your overtime rates (s.35(2)). The law sets no rate, so Agoo counts the hours and your payroll pays them.

People with different hours, such as guards on 12-hour shifts, can follow a work-rule set of their own instead of these. Overtime approval stays the same for everyone.

Leave

The annual days here are your Annual leave type's allowance, and the carry-over is that type's. Your other leave types, such as maternity, sick and paternity leave, are set in Attendance → Leave → Types. See Leave.

Capping or ending carry-over is your choice, but forfeiting annual leave is legally uncertain in Ghana, and an agreement to give up annual leave is void (Labour Act s.31). Agoo warns you before you save.

Who approves leave

Kinds of leave recorded without approval, such as sick leave, never wait for anyone. Someone with no manager goes to HR, and nobody decides their own request. Unlike the rest of the rules, it has no versions: a change applies to requests made from then on, and requests already waiting keep their steps. Saving or choosing Looks right ticks Who approves leave on Home's card, and each change is recorded in the audit trail as Changed who approves requests. See Leave.

Public holidays

Public holidays is on by default. Agoo keeps Ghana's list current for you, including the days declared each year, such as Eid al-Fitr, Shaqq Day (the day after it) and Eid al-Adha, and any day the government moves or adds, usually the day it's announced. A public holiday on a working day is paid (Labour Act s.72), and one inside someone's leave doesn't use their annual leave (s.22).

Turn it off only if your organisation doesn't follow Ghana's public holidays, such as some embassies and international schools.

When a public holiday is added, moved or taken off the list, Agoo works out your staff time again within minutes and emails your Owners and HR to say what changed, with a link to that month's timesheet.

Timesheets

A new period, or a new first Monday for fortnights, takes effect from the next period, never in the middle of one. Saving Who approves timesheets changes the timesheets still to come; those already waiting keep their steps. See Timesheets and payroll.

Pay codes (Pro and above)

Payroll files put each kind of time under a pay code: regular hours, daily and weekly overtime, rest-day work, public-holiday work, night time, absences, leave paid out on leaving and each leave type. Agoo starts from its own codes, such as REG, OT and PHW, with time and a half for overtime and double time for public-holiday work as common practice; the Labour Act sets no rate. Rename them, change the multipliers, or leave a kind of time out, on Attendance → Payroll. Pay codes aren't versioned like the rules: each payroll file keeps the codes it was made with. See Pay codes.

Changing the Rules

Saving makes a new version of your rules. Choose when it starts:

• Today, the usual choice.
• An earlier date, up to 31 days back, to correct a recent mistake. It can't start before the version already in force.
• A later date, up to a year ahead, for a change you've agreed in advance, such as a new working week from 1 January. It shows as upcoming until then.

Days before the new version keep the rules they had. Each version lists when it started, who saved it and what changed, and each save is recorded in the audit trail as Changed the attendance rules.

Who can change them: anyone who manages attendance for the whole organisation: Owners, Admins, and HR or Site admins whose role covers every site. The leave and timesheet settings, and the pay codes and payroll layouts, also need the payroll permission, which only Owners, Admins and HR have. Everyone who can see attendance can read the rules.

• Line managers and HR: Who reports to whom, and employment details.
• Leave: Leave types, balances, approvals and the year end.
• Timesheets and payroll: Approve hours and export them.