What this module does
PDKS lets employees record check-in, check-out and breaks by scanning the QR code at the workplace with the mobile app or a computer. On every scan the system checks the location, the device, the QR code's validity and the time; it writes the record and compares it with the planned shift. Deviations such as late arrival, early leave, long breaks and absence land in the Discrepancies list automatically, and the manager's decision reaches payroll according to the company's deduction setting.
Roles and permissions
PDKS works with four responsibilities. They are assigned from Configuration > Attendance > Responsibilities in the left menu; see Responsibility management for details.
Role | Responsibility | What they can do | Whom they see |
Admin | PDKS Admin | Creates, edits and deletes locations and QR codes. Manages the Settings page, notifications, API keys and webhooks. Manages records, discrepancies and devices. Scans their own check-ins. | The whole company |
Manager | PDKS Manager | Sees the Overview; decides on discrepancies and excuses, enters manual records; grants location access, approves or quarantines devices; exports records. Scans their own check-ins. | Employees of the branches they are responsible for, and themselves |
Employee | PDKS Base User | Checks in, out and takes breaks by scanning, sends excuses for their own discrepancies. | Only themselves |
Responsibility manager | PDKS Module Responsibility Management | Opens Responsibility Management and assigns PDKS responsibilities to users. | - |
Important: The absence check and the weekly plan on the Employees tab cover only active employees with PDKS Base User. Admins and managers can scan too but are not obliged to. Give this permission to everyone who will scan on site.
You cannot decide on your own discrepancy, excuse, device or location access, and you cannot enter a manual record for yourself; someone with PDKS Admin does that.
Before you start
Your company has the PDKS package.
Employees have a shift plan or a work calendar. Late arrival, early leave and absence are calculated against it; nothing is calculated for a day without a plan.
Employees who will scan have PDKS Base User.
First setup
On Configuration > Attendance > Settings, check that the module is on and set the late thresholds and the payroll deduction mode.
On Time and attendance > Attendance management > Locations, create your workplace and its first QR code with Add New Location.
Print and hang the QR code, or keep it open on a screen at the entrance.
Grant employees access to the location.
Tell employees to use the Mine > Scan QR screen.
For the detailed steps see First setup.
Daily flows
Employee: Scans the code from the Scan QR screen at check-in, breaks and check-out (Scanning a QR code); where the location allows it, checks in by location without the code or automatically in the mobile app (Checking in by location and automatic check-in); sends an excuse for late arrival or early leave (Sending an excuse).
Manager: Follows who came and who did not on the Overview (Overview dashboard); decides on discrepancies and excuses (Discrepancies); enters a manual record for an employee who could not scan (Records); approves devices (Employees and devices).
Admin: Manages locations and QR codes (Locations and QR codes) and sets the rules (Settings, Late tiers and payroll).
Statuses and what they mean
Scan records
Status | Meaning |
Success | The scan was accepted and reached the timesheet. |
Late | The check-in was accepted but made after the tolerance period. |
Rejected | The scan was not accepted and does not reach the timesheet; the reason is shown on the record. |
Discrepancies
Status | Meaning |
Open | Awaiting a decision. |
Awaiting Excuse | An explanation was requested from the employee, or the excuse they sent awaits a decision. |
Approved | Accepted; no deduction is written to payroll. |
Rejected | Not accepted; the effect depends on the company's payroll deduction mode. The decision cannot be undone. |
Notifications
Which event notifies whom over which channel (Push, SMS, E-mail) is set in the Notification Matrix on Settings > Notifications. An event that was never configured goes to admins and managers as an in-app notification. The employee who sent an excuse is always told when it is approved or rejected. Every day at 19:00 (company time) a daily summary and a reminder about pending excuses are sent. Details: Settings.
Differences on mobile
In the mobile app and in a phone's browser the PDKS menu shows the same entries as the web, depending on your permissions: Responsibility Management, Scan QR, PDKS Management, Settings.
The mobile app opens the Scan QR screen as a web view; the scan rules are the same on a phone and a computer. The Scan QR screen (the mobile app included) does not send fake location or root/jailbreak information, so these checks have no effect on scans made there today (see the note in Settings). With automatic check-in the phone does report a fake location, and the fake location check applies to those records.
Automatic check-in works only in the mobile app: it is turned on with explicit consent and, even with the app closed, records a check-in on entering the location's area and a check-out on leaving it (Checking in by location and automatic check-in).
The mobile app in general is covered in Mobile app.
Common mistakes and FAQ
An employee sees "You cannot scan": Their account has no PDKS responsibility. Give PDKS Base User from Responsibility Management.
An employee is missing from the Employees list and the absence check: Only active employees with PDKS Base User are listed.
Can I undo a rejected discrepancy? No. If you are unsure, use Add Note or Request Excuse first.
For every error message see Error messages and FAQ.