Timesheets & Leave Management Module – EstateFlow ERP

Overview

The Timesheets & Leave Management Module in EstateFlow ERP centralizes all employee attendance, time tracking, leave management, and work scheduling activities. It integrates seamlessly with:

• HR Records Module – for staff details, department assignments, and manager-linked permissions.

• HR Payroll Module – for payroll calculation based on actual hours, overtime, and leave deductions.

• Construction Orchestrator Module – to align timesheet data with task-based time tracking on project sites.

This module supports multiple timekeeping methods, automated leave cycle management, flexible permissions, and detailed reporting — enabling accurate, real-time workforce management for office, field, and remote teams.

[Insert Screenshot: Dashboard Overview]

Key Features & Benefits

Features

• Role-based and individual permissions for timekeeping and leave management.

• Multiple attendance tracking options: manual, task-based, or CSV/Excel import.

• GPS-based workplace attendance and route-based check-ins.

• Configurable leave types, annual leave cycles, and norms.

• Shift categories, shift assignments, and work shift tables.

• Public holiday and special break scheduling.

• IP-based attendance restrictions.

• Integrated reporting with drill-down filters.

• Integration with HR Payroll for automated pay calculation.

Benefits

• Reduces time fraud with GPS and IP restrictions.

• Increases operational efficiency with automated shift and leave cycle management.

• Improves accuracy of payroll processing.

• Enhances compliance by maintaining detailed attendance and leave records.

• Supports multi-site and mobile workforce attendance.

Pre-Requisites & Access Rights

• Modules Required: HR Records, HR Payroll (optional), Construction Orchestrator (optional for task-based timekeeping).

• Permissions Required: Configured under Settings → Permissions in the Timesheets & Leave module.

• User Roles:

  • Admin – Full access to all module features and settings.

  • Manager – Access to attendance and leave data for their managed employees (linked from HR Records).

  • Staff – Restricted to their own attendance and leave requests unless granted global permissions.

Step-by-Step Instructions

1. Configuring Permissions

1. Go to Timesheets & Leave → Settings → Permissions.

2. Click Add.

3. Assign permissions by Role or Staff Name.

4. Select the applicable options:

   • Timesheet – Attendance – View (Own / Global)

   • Timesheet – Leave – View (Own / Global)

   • Work Routes – View (Own / Global)

   • Additional Work Hours – View / Create

   • Work Shift Table – View / Global

   • Report – View / Global

   • Workplace Management – View / Global

5. Click Save.

[Insert Screenshot: Permissions Setup]

2. Creating Leave Types

1. Go to Settings → Type of Leave → New.

2. Enter:

   • Type of Leave (e.g., Sick Leave, Annual Leave)

   • Character Code (short code used in attendance view)

3. Click Save.

3. Setting Up Timesheet Method

1. Go to Timesheets & Leave → Settings → Timesheets Settings.

2. Select Timesheet Form:

   • Manual Timesheets – Check-in/out buttons appear.

   • Timesheet by Tasks – Hours calculated from task entries in Construction Orchestrator.

   • Import Timesheets – Upload CSV/Excel.

3. Assign applicable Roles.

4. Configure Attendance Settings, Google Map API Key, and Leave Cycle Start Month.

4. Managing Shifts

1. Create Shift Categories:

   • Go to Shift Categories → Add.

   • Enter Name, Color, Start/End times, Lunch breaks.

2. Create Shifts:

   • Go to Shifts → New.

   • Assign Departments, Roles, and Staff.

   • Link Shift Category.

   • Set repeat schedule.

3. View assignments in Work Shift Table.

5. Configuring Workplaces & Routes

• Workplaces:

  1. Go to Workplace → Add.

  2. Enter Name, Address, GPS Coordinates, and Radius.

  3. Assign to staff in Workplace Allocation.

• Routes:

  1. Go to Work Routes → Route Points → Add.

  2. Set Name, Link to Customer or Workplace, Address, GPS Coordinates, Radius.

  3. Assign routes in Route Tab.

6. Managing Holidays

1. Go to Settings → Holidays → New.

2. Enter Day Off, Leave Type, Reason, Department/Role (optional), and Recurrence.

3. Click Save.

7. Leave Norms Configuration

1. Go to Settings → Norms of Leave.

2. Select Leave Type, Cycle Start Month, and Maximum Days.

3. Click Save.

8. Attendance Operations

• By Workplace:

  • Enable “Allow Attendance by Coordinates”.

  • Assign Workplace to Staff.

  • Staff checks in/out within radius via mobile.

• By Route:

  • Enable “Allow Attendance by Route”.

  • Assign Route Points and Routes to Staff.

9. Integration with Other Modules

• HR Records – Manages employee profiles, roles, and managers for permissions.

• HR Payroll – Pulls approved attendance and leave data to calculate wages.

• Construction Orchestrator – Enables project task-based timekeeping.

Tips & Best Practices

• Always keep GPS coordinates accurate for workplaces and route points.

• Align leave cycle start with your company’s financial year for better payroll alignment.

• Use Global View permissions sparingly to protect sensitive data.

• Enable Auto Checkout to avoid incomplete attendance records.

Troubleshooting & Common Issues

• "Location Information is Unknown" – Staff not assigned a workplace or route.

• "Route Point is Unknown" – Assigned route missing for the day.

• Access Denied during Check-In – IP not in allowlist or outside GPS radius.

• Timesheets not Calculating Hours – Task-based timekeeping requires active Construction Orchestrator tasks.

Glossary & Notes

• Work Shift Table – Monthly view of all shifts per employee.

• Norms of Leave – Policy rules defining leave limits per year.

• Global View – Access to all employees’ data, regardless of role.