This article explains how to send your manager an excuse for your late arrival, early leave, long break and absence records. The employee who scans does this themselves.
Before you start
You have a record waiting for an excuse. When Excuse required is on in your company (the default), these four types wait for an excuse straight away; when it is off, your manager can ask for one with Request Excuse. You get a notification when your manager asks.
An excuse can be sent only for Late Arrival, Early Leave, Long break and Absence. No excuse is sent for location far, fake location, quarantine attempts or plan mismatches; those are left to the manager's decision.
Step by step
Open Mine > Scan QR. At the bottom, Records waiting for your excuse lists the records of the last 30 days that need an excuse. Records your manager asked about show An excuse is requested.
Tap Send Excuse next to the record. The form opens in a dialog on the same screen (full screen on a phone); under the title it names the record's type, day and length (for example "Absence · Tue, Oct 06 · 240 min"). If a late scan was accepted or you hit the QR lock, the button also appears on the result screen and opens the same dialog.
Choose the Reason (required): Traffic / transport, Health issue, Field assignment, On leave / on duty, Technical problem or Other. If you tap Submit without a reason, "Choose a reason to send your excuse" appears under the field.
If you like, briefly describe the situation in Description (at most 2000 characters; the counter is at the bottom right of the field). The form has no attachment field; if you have a document such as a doctor's note, mention it in the description and hand it to your manager separately.
Tap Submit. The dialog closes, "Your excuse was sent to your manager" is shown and the record leaves the list. To leave without sending, tap Cancel.
Result
The record leaves the list until a decision is made and shows as Awaiting Excuse on your manager's Discrepancies screen.
Your manager and (depending on the notification settings) PDKS admins are notified that an excuse was sent. The excuse text is not written into the notification; it is read on screen.
When a decision is made you are notified that your excuse was approved or rejected.
If approved, the record is closed and nothing is deducted. If rejected, it may reach your payroll according to the company rule (Late tiers and payroll).
If you could not check in because of the QR lock, you can scan again in the same shift after approval.
Common issues
Symptom: You tapped Submit, the dialog stayed open and shows a red error.
Cause: The excuse could not be saved; for example the record was decided in the meantime, it already has a pending excuse, or the connection dropped. The dialog shows the reason the server gave.
Solution: Check your connection and tap Submit again. If the error stays, close the dialog with Cancel; the list is refreshed, and if the record is no longer listed, talk to your manager.
Symptom: There is no Send Excuse next to a record.
Cause: The record type does not take excuses, it has already been decided, or it already has a pending excuse.
Solution: Talk to your manager.
Symptom: You hit the QR lock and see "QR locked due to lateness, please talk to your manager".
Cause: Excuse required is off, or your lateness was already rejected.
Solution: Your manager can enter a manual record for you.
Symptom: You scanned again after sending your excuse and see "QR locked due to lateness, your excuse is waiting for your manager's approval".
Cause: Your excuse is with your manager; the lock stays until it is decided.
Solution: Do not send the excuse again. Scan again and check in once the approval notification arrives; if it is urgent, let your manager know.