• Expected Outcome:  

The optimized Attendance Module in Zoho People will integrate with biometric devices to enable real-time attendance tracking, ensuring accurate employee work-hour monitoring and enhanced reporting capabilities.

• Use Case Implementation Steps:  

Implementation Stage 1: Configure Attendance Module Settings  

Description: Log in to Zoho People with administrator privileges and navigate to the Attendance module for initial setup.

Steps:

1. Log in to Zoho People.

2. Navigate to Setup > Attendance > Settings.

3. Enable real-time attendance tracking.

Input:

• Administrator access to Zoho People.

• Attendance module configuration options.

Output:

• Access to module customization settings.

• Confirmation of module readiness for configuration.

• Implementation Stage 2: Integrate Biometric Device  

Description: Connect and configure the biometric device with Zoho People to enable real-time attendance tracking.

Steps:

1. Navigate to Setup > Attendance > Integration.

2. Select Biometric Device Integration.

3. Register the biometric device by providing its IP address and unique device ID.

4. Sync employee biometric data with the system.

Input:

• Registered biometric device.

• Device authentication credentials.

Output:

• Configured biometric device linked to Zoho People.

• Real-time data synchronization enabled.

• Supported Biometric Integrations:  

• ZKTeco, ESSL, Realtime, and other biometric device brands

• RFID-based access control systems

• Facial recognition and fingerprint scanning devices

• Alternative Attendance Tracking Methods in Zoho People (Free Plan)

1️⃣ Web Check-in/Check-out: Employees mark attendance manually in Zoho People.

• Go to Attendance → Click Check-in/Check-out.
  2️⃣ Geo-location Based Attendance (Mobile App):

• Use the Zoho People mobile app to track attendance with GPS location.
  3️⃣ Excel/Google Sheets Based Attendance:

• Maintain a manual sheet and upload it to Zoho People for attendance tracking.

• Implementation Stage 3: Define Attendance Policies  

Description: Configure attendance rules, shifts, and leave policies based on organizational requirements.

Steps:

1. Navigate to Setup > Attendance > Policies.

2. Define work shifts, overtime rules, and grace periods.

3. Set attendance validation rules (e.g., punch-in from registered locations only).

4. Enable alerts for late arrivals and early departures.

Input:

• Company attendance policy.

• Shift timings and leave regulations.

Output:

• Defined attendance policies aligned with organizational requirements.

• Automated validation of work hours.

Implementation Stage 4: Assign Role-Based Access Permissions  

Description: Configure user roles and access permissions for attendance tracking.

Steps:

1. Navigate to Setup > Users & Permissions > Roles.

2. Assign permissions to HR, managers, and employees for attendance monitoring.

3. Restrict or grant access to modify attendance records.

Input:

• Role hierarchy and responsibilities.

• Access level definitions.

Output:

• Configured user roles and permissions.

• Enhanced data security and controlled access.

Implementation Stage 5: Automate Attendance Reports & Notifications  

Description: Generate automated reports and real-time alerts for attendance insights.

Steps:

1. Navigate to Reports > Attendance Reports.

2. Configure automatic report generation (daily, weekly, monthly).

3. Enable real-time notifications for missing punches and irregularities.

Input:

• Attendance report criteria.

• Notification preferences for employees and managers.

Output:

• Automated attendance reports sent to HR and managers.

• Improved compliance with attendance policies.

Implementation Stage 6: Test and Deploy the Attendance System  

Description: Test the attendance tracking system to ensure real-time data accuracy and successful biometric integration.

Steps:

1. Conduct test check-ins and check-outs using biometric devices.

2. Verify real-time updates in the Zoho People system.

3. Identify and resolve any data sync issues.

Input:

• Test scenarios and employee sample data.

• Configuration adjustments as needed.

Output:

• Successfully tested biometric attendance tracking.

• Resolved issues before full deployment.

Implementation Stage 7: Go Live & Monitor Performance  

Description: Deploy the final version of the biometric attendance system for live use.

Steps:

1. Finalize all configurations and review changes.

2. Train HR and employees on using the biometric attendance system.

3. Continuously monitor system performance and resolve issues.

Input:

• Finalized configuration settings.

• Deployment readiness checklist.

Output:

• Fully deployed biometric attendance tracking system.

• Enhanced real-time attendance management.

• Target Audience:  

Employees:

• Use biometric devices for attendance tracking.

• Users:

• HR Team: Manage and monitor attendance records.

• Managers/Supervisors: Review attendance insights and ensure policy compliance.

• Administrators: Configure and maintain the attendance module.

Additional Details:  

Actors:  

• Administrators: Configure biometric integration and attendance policies.

• HR Managers: Monitor and validate attendance data.

• IT Support Team: Troubleshoot and assist with device integration.

Data Required:  

1. Employee Biometric Data:

• Employee ID, Name, Department.

• Biometric ID linked with Zoho People.

• Work shift schedules.

2. Attendance Rules:

• Grace period, overtime, and leave rules.

• Automatic alerts for missing punches.

Tool Permissions Required:  

• Zoho People Administrator: Access to configure attendance policies, workflows, and integrations.

• HR & Managers: Access to review and modify attendance records.

• Flow Chart:

• Tool Permission Required:

      Zoho People

• Link Required:

      Flow Chart

• Implementation Time -

5 -10 minute