“Timesheet Attendance Management module for Perfex CRM”

Table of Contents

    Upload & activate the module

    How to use Timesheet Attendance Management module

A) Upload & activate the module - top

    * Prior starting installation, please make sure that no open_basedir restriction is applied at your PHP configuration and that shell_exec is enabled. Whereas in 95% of the hosting providers around, got a proper config that includes the above guides, you may need to adjust your PHP configuration settings if your provider offers these settings disabled by default.

    - Steps of Installation:

  1. Extract your downloaded file contens. You will notice a folder called "documentation" and a new zip file, called "upload.zip". Since "documentation" folder contains this readme file and helpful instructions that are not needed in your Perfex CRM's installation, we will focus on the "upload.zip" file.
  2. "upload.zip" contains the module files (in a module format) that you upload in Perfex CRM's Modules installation section.
  3. Go to your Perfex CRM's Admin area and select the following menu item: SETUP > MODULES.
  4. Select the extracted upload.zip at Module installation selection prompt and press INSTALL.

  5. Find the newly installed module and press ACTIVATE.
  6. You will be told that module is successfully activated.
  7. If the version you have downloaded is larger than the current version, please click UPGRADE DATABASE (if available)


    8. That's it! You are now ready to start using the module.


B) How to use Timesheet Attendance Management module- top

  1. First you go to setting Manage leave, Manage holiday, Approval process, Timesheets settings:
    TimeSheet -> Setting

    2. 1.1. Tab Manage leave: Setting time off of staff

    1.2. Tab Manage holiday: Tab Holiday -> ADD

    - Edit Holiday: Click icon


    1.3. Tab Approval progress: Approval progress -> ADD
    When check "Choose when approving" the Staff field is hidden and you can choose staff upon approval

    - Edit approval: Click icon


    1.4. Tab Timesheet setting: Use to apply object configuration in the table timesheet

  2. Second, create new shift type: Click ADD


    3. - Edit Shift type: Click icon


  3. Third, create new shift management: Click ADD


    4. - Edit Shift management: Click icon


  4. Fourth, shift work: Will display the work time time in Shift management


    5. You can filter by Month, Department, Role, Staff

  5. Fifth, Leave: Include 2 tab: Registration on leave, Additional timesheets

    6. 5.1. Registration on leave


    Create new leave: Click ADD

    You can filter by All, Satus, type, department

    - Approval registration on leave: Click name registration on leave/ Click icon


    5.2. Additional timesheets


    Create new Additional timesheets : Click ADD

    You can filter by All, Satus, type, department

    - Approval registration on leave: Click name registration on leave/ Click icon


  6. Sixth, Time sheet: After approval of leave and additional time will be displayed on the roster


    7. You can filter by Month, Department, Role, Staff

    Check the time in the current day to check the time button CHECKIN/ OUT

    - Edit Shift work: Click button " Edit"

    Hover over the letters to see timekeeping:

    To perform salary calculation for our employees we do the closing. After the closing time can not be edited or supplemented. You click button Latch to close the timesheet

  7. Seventh, Report

    8. Filter by Period

    7.1. Annual leave report: Reports on OKR's progress according to Confidence level
    Filter by position, department, staff:



    7.2. General public report: Statistics of total time off and working time of all employees
    Filter by position, department, staff:



    7.3. Manage requisition report: Statistics of applications for leave of all personnel
    Filter by position, department, staff:



    7.4. Working hours statistics: Statistics of personnel working time without approval and approved in chart form


Manual attendance

  1. Setting form of attendance:

    -First, you find Settings category in left menu.

    -At this interface, you clicked "Timesheets setting".

    -Choose timesheets form is manual timesheets and applicable object (this is roles). If not select any roles, by default is apply all roles. After, please click "Submit" button to save setting.
  2. Create shift:

    -Click on Shift category in left menu and click Add button to open popup create new shift category.

    -Attention when input time this popup, SA equivalent AM and CH equivalent PM. Field with (*) is required.
    -Please input info to all field in this popup and click "Submit" button to save.

    -Continue, you click on Shift in left menu to open shift management page.

    -To assign shift to staff. In shift management page, you click Add button to redirect to create new shift page.

    -In new shift page, you can select department, role or staff to apply shift.

    -If you select specifically staff, shift will apply for staff, not apply for department or role (If has select deparment or any role, it will not effect).

    -In case not select any staff, if has select department or role, it will apply for department or role. If no select all, it will apply for all staff.
    -Assign shift to staff will has two type:
        +Repeat Weekly: Shift will repeat by week from monday to sunday.
        +Specific Time Period: Shift will repeat by specific time selected in two field From date and To date.

    -To assign shift for staff, you please double click on cell in detail shift table. It will show dropdown and select shift. After, click Submit button to create.

    -To view detail work shift table. Please click Work shift table in left menu to view all shift by staff.
  3. Attendance:


    -Now, attendance is ready. Please click on Attendance in left menu to view attendance interface.

    -This is a attendance interface. Before using it, please understand abbreviations:

        +AL: Is vacation time (Example: AL: 8 is vacation time of 8 hours).
        +W: Is the number of hours worked (Example: W: 8 is working 8 hours).
        +U: Is unexcused leave (Example: U: 8 is an 8 hour unexcused vacation).
        +HO: Is a public holiday.
        +E: Is early (Example: E: 1 is 1 hour early).
        +L: Is late (Example: L: 1 is late for work 1 hours).
        +B: Is a business trip (Example: B: 8 is an 8 hour business trip).
        +SI: Is sick leave (Example: SI: 8 is sick leave 8 hours).
        +M: Is maternity leave (Example: M: 8 is an 8-hour maternity leave).
        +ME: Is a meeting or study break (Example: ME: 8 is a meeting or study break 8 hours).
        +NS: Is no shift.
        +EB: Is event break.
        +UB: Is unexpected break.

    -Attendance has two ways: typing in table cell or using check in / check out tool.

    -Here I will guide in two ways:
    ☛ Input in table cell

    To input in table cell, please click edit button to enable edit feature. You can input for all staff and click Save to save all.


    ☛ Using check in / check out tool

    -To enable check in / check out tool, you can click on two position as picture.

    -Pop up will show. Pop up has two button is check in and check out.
        +Check in: start time work.
        +Check out: finish time work.
    -The data will show up on the timesheet when the staff has enough information about the start time and the finish time work.

    -By default, the system will take the current time as server time. If you want to check in or check out by another time, please click the edit button as shown in the picture and choose other time.

  4. View report:


    -Column "Number of working days": Displays the total number of working days by month or year, excluding holidays.

    -Column "Total": Number of working days - sum of all holidays.

Attendance by task

  1. Setting:

    -First, you find Settings category in left menu.

    -At this interface, you clicked Timesheets setting.
    -Choose timesheets form is Timesheets by task and applicable object (this is roles). If not select any roles, by default is apply all roles. After, please click Submit button to save setting.
    -Click Task in left menu and click New task to create task.
    -After create, open it and click to arrow same as picture. Staff list will show and please choose staff to assign.
  2. Attendance:

    -At task management interface, click to a task.
    -Click to button same as picture show.
    -Choose time at Start Time and End Time. After click Save button to save. Data will show in timesheets.

C) Attendance by importing csv/xlsx file

  1. Setting form of attendance:

    -First, you find Settings category in left menu.

    -At this interface, you clicked Timesheets setting.
    -Choose timesheets form is import timesheets from csv/xlsx files and applicable object (this is roles). If not select any roles, by default is apply all roles. After, please click Submit button to save setting.
  2. Attendance:

    -Click Import timesheets button
    -Download sample and type info.

    -Choose file need import and click Save to import data.
    -After import, data will show on timesheet.

D) Manual attendance via geolocation

  1. Setting:

    -First, you find Settings category in left menu.

    -At this interface, you clicked Timesheets setting.
    -Choose timesheets form is manual timesheets and applicable object (this is roles). If not select any roles, by default is apply all roles. After, please click "Submit" button to save setting.
    -In the settings tab, please tick the checkbox Allow attendance by coordinates and save.
    -Workplace management.
    -Click on Workplace tab to workplace management.
    -Click Add button, type workplace info and click Save to create workplace.
    -Click on Workplace assign tab to assign workplace to staff. Continue, click Add button.
    -Select Staff, Workplace and click Save to assign.
  2. Attendance:

    -Attendance via geolocation only using for check in / check out tool. If your current position is not within the allowed radius, the system will warn "Your current location is not allowed" and your operation will fail.



E) Attendance by routing

  1. To turn on the attendance feature by work route: Timesheet & Leave -> Settings -> Settings -> Allow attendance by route. Then you need to add Google Map Api Key to show the Google Map
  2. Create Route Point Timesheet & Leave -> Work routes -> Route point -> Add

  3. Create work routes for staffs Timesheet & Leave -> Work routes -> Route

  4. See detailed employee routes on a map Timesheet & Leave -> Work routes -> Route maps
  5. Performing attendance every day Timesheet & Leave -> Attendance -> Check in/Check out. To use this feature you need to run on https and when the staffs take the attendance, use it on the mobile device to get the exact GPS locations

F) Auto Checkout

Setting auto checkout type and hour auto checkout:

-First, you find "Settings" category in left menu.
-At this interface, you click on Settings tab to open setting.
-Tick on Auto checkout option to enable auto checkout. When ticked on it, more option will be show.

-Auto checkout has 3 option:
1. After X hour of end shift(s)
2. Login-time + X hour
3. After checkin + X hour

-For the auto checkout successfully, the user must have checkin and not yet checkout, if there are enough checkin and checkout, the system will not checkout again.

(To explain more clearly, I suppose X = 1 hour)
+After X hour of end shift(s): If an employee in today has end shift time is 18:00 PM, after 1 hour starting from end shift time system will auto checkout for this employee with checkout time is 18:00 PM. Each employee may be have a different end shift time. Therefore, the time for active the automatic check out for each employee is also different.

+Login-time + X hour: System will auto checkout for each employee after 1 hour starting from login time of each employee, checkout time is end shift time of each employee.

+After checkin + X hour: System will auto checkout for each employee after 1 hour starting from checkin time of each employee, checkout time is end shift time of each employee.

-In field Value of X you can input with range from 1 to 12 hour.

Attention: If the time of automatic checkout occurs on the next day, then the current date will not be checkout. For example, checkout time in shift table of an employee is 2021-03-17 23:00:00, after 2 hour will auto checkout. Time to system perform checkout is 2021-03-18 01:00:00 (tomorrow), checkout for the date 2021-03-17 will be not sucessfully, because perform date checkout is 2021-03-18.

I) Auto send reminder if forgot checkin

-This feature will reminder user check in if forgotten via email and notify.
-In setting interface, you tick on Send notification to user if check in forgotten to enable feature. When ticked on it, input will be show. You can change time send notify maximum 59 minute.

-For example, I set it to be 30 minutes, after 30 minutes starting from working time in shift of each employee's, if the employee forgets to checkin, the system will send email and notify the employee who have not checked in yet

J) Report

  • Annual Leave.
    -The annual leave report shows the number of days off of each month, the total number of days off and the number of days left in the year.
    -You can export data by click to export button as picture and choose type to export.
  • Attendance.
    -The attendance report shows total shift days, number of working days and number of business trip days ... of each employee in month.
  • Leave Application.
    -The leave application report shows application list approved. You can view application list by role, department, staff, type application and period easy way by filter.
  • History check in-out.
    -History check in-out report show history checkin and checkout of each employee. If check in-out by route or workplace, it also show workplace or route.
    -This report will show detail checkin, checkout time in a route.

    -If checkin and checkout by workplace, it will be show workplace name in report.

  • Check in-out progress according to the route.
    -Check in-out progress according to the route report show progress checkin and checkout successfull at a point (A route will have one or many points). If a point in route has checkin and checkout, this point is completed attendance.
    -As picture show, Perfect Software checkin and checkout on 10/03/2021 at point Toa nha Tanavico. Perfect Software completed attendance at this point. Progress is 1/3, first point complete and two point remain will continue attendance to 3/3 is completed 100% this route.

  • Leave by type.
    -Leave by type report statistical of the number of application in each month (Even unapproved applications). Default it will show of this month.
    -If you want view statistical for multiple month, you can using filter.
  • Leave by department.
    -Leave by department report statistical of the number of application in each department (Even unapproved applications).
  • Ratio of check in-out by workplace.
    -Ratio of check in- out by workplace report statistical of ratio between the number of checkin and checkout at each workplace.
    -Using history check in-out report and filter in combobox Workplace, you can count number of checkin and checkout of workplace.
  • Working Hours Statistics.
    -The working Hours Statistics report statistical total of working hour by department. Blue column is total of working hour include additional working hour has approved. Orange column is total additional working hour has approved.

    • G) Export timesheets to xlsx

    -In timesheets table you can export data by click button EXPORT TO EXCEL, you can using filter to export at your disposal (You do not most must click the Filter button).


    Once again, thank you so much for purchasing this module. We will be glad to help you if you have any questions relating to this module.

    GreenTech Solutions

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