# Data Capture ## Time & Attendance Clock In {% @arcade/embed flowId="b9rOfTImjFXVPzDG2b9S" url="" fullWidth="false" %} ### Online Portal Step by step guide on how to add a manual clock on the online portal. Please note that when creating manual clocks on the online portal they can be created for any employee on any day. Manual clocks can be added from both the dashboard and employee overview ### Android Device Step by step guide on how to clock in an employee on the android device. Please refer to this section, [Employee Roles](https://help.agrigistics.co.za/modules/configuration#employee-roles), on who have access to the time and attendance module on the device. 1. Accessing Time & Attendance Module: 1. Tap the foreman's wristband on the back of the device. 2. A window will pop up, displaying a tile named ‘**Time & Attendance**’. Tap on this icon to access the module. 2. Clocking In 3. In the Time & Attendance module, tap on the green + icon located at the bottom right. 4. You’ll then need to select an activity as all clock-ins on Agrigistics are associated with a specific activity to aid in cost allocation across various farm tasks. While a general activity is set by default, additional activities can be configured later via the online portal. For now, select the general activity and tap on ‘Clock In’. 5. Scanning Employee Tag: 1. On the following screen, you'll see the scan tag option. Remove an employee's tag from its bag and tap it on the back of the device. 2. A pop-up will appear displaying the date, time, and the name of the associated employee. The NFC icon on this screen signals whenever a tag scan is required 6. Reviewing Clock-Ins: 1. Press the back button twice to return to the ‘Clocks & Activities’ screen where a list of clocked-in employees and their times on this device are displayed. To view all clocked-in employees across devices, visit the online portal. 7. Clocking Out: 1. Tap on the red icon above the green + icon to transition to the tag scanning screen for clocking out, denoted by the letters OUT at the top. 2. Scan the same employee's tag to clock them out, then tap the back button once to return to the ‘Clocks & Activities’ screen. You’ll now see that the employee is clocked out. ## Time & Attendance Clock Out {% @arcade/embed flowId="pPFnUN4NJOPR5QV8CT6k" url="" fullWidth="true" %} ### Online Portal ### Android Device Step by step guide on how to clock out an employee on the android device. Please refer to this section, [Employee Roles](https://help.agrigistics.co.za/modules/configuration#employee-roles), on who have access to the time and attendance module on the device. 1. Accessing Time & Attendance Module: 1. Tap the foreman's wristband on the back of the device. 2. A window will pop up, displaying a tile named ‘Time & Attendance’. Tap on this icon to access the module. 2. Clocking Out: 1. Tap on the red icon above the green + icon to transition to the tag scanning screen for clocking out, denoted by the letters **OUT** at the top. 2. Scan the same employee's tag to clock them out, then tap the back button once to return to the ‘Clocks & Activities’ screen. You’ll now see that the employee is clocked out. ## Self-service Clocking on WhatsApp Employees can clock in and out using WhatsApp, providing secure GPS verification for their work hours. To use this function, employees must first be authenticated on WhatsApp. For instructions, please refer to the [#whatsapp-employee-registration](https://help.agrigistics.co.za/payroll/employee-information/whatsapp-employee-integration#whatsapp-employee-registration "mention") guide. {% hint style="info" %} This **does not replace** existing clocking options but serves as an alternative that can be used in **conjunction** with other methods. It is designed specifically for small, distributed teams in remote or varied locations where **fixed clocking hardware** is impractical or **supervisors are not present**. {% endhint %} ### Clock in and out on WhatsApp When an employee clocks via WhatsApp, they are required to share their live GPS location. This provides a verifiable record of their clock-in location and time, which helps prevent time theft and resolves potential pay disputes by creating a formal attendance record. {% embed url="" %} #### Clock-In Process on WhatsApp 1. The employee initiates a conversation by sending "Hi" to the official Agrigistics WhatsApp number. 2. The system will present the main menu. The employee should select the **"Clock In** :green\_circle:" option. 3. The employee must select an activity from the list provided. * These activities are configured in the administration portal: [#employee-activities](https://help.agrigistics.co.za/modules/configuration#employee-activities "mention") 4. The system will prompt the employee to share their location. * The employee must select "**Send your current location**." * Selecting a location from the map or pinning a location is not permitted and will result in the system prompting for the location again. This step is mandatory for a successful clock-in. 5. Upon successful submission of their current location, the employee will receive a confirmation message with the clock-in time and activity. #### Clock-Out Process on WhatsApp 1. The employee initiates a conversation by sending "Hi" to the official Agrigistics WhatsApp number. 2. The system will present the main menu. The employee should select the **"Clock Out** :red\_circle:" option. 3. The system will prompt the employee to share their location. * The employee must select "**Send your current location**." * Selecting a location from the map or pinning a location is not permitted and will result in the system prompting for the location again. This step is mandatory for a successful clock-out. 4. Upon successful submission of their current location, the employee will receive a confirmation message with the clock-out time. #### Verifying GPS Location in the Portal As an administrator, you can view the **GPS coordinates** associated with each clocking event in the **Clocks Data Review**. To see where an employee clocked in, enable the "**GPS Coordinates**" column. You can also click on a specific clock record and select "**View GPS Location**" to see the position on Google Maps. ## Activity Item / Units Capturing activity units is crucial for tracking the productivity and performance of your employees, particularly when specific activities require measurement beyond time spent. Here's how you can add these units directly from the Agrigistics portal:

Capture activity unit

1. **Navigate to Activity Units**: * Go to [**Data Review / Activity Units**](https://app.agrigistics.co.za/#/review/employee/activity-item) on the Agrigistics portal. 2. **Initiate Addition**: * Click on the green **+** icon located in the bottom right-hand corner of the page. 3. **Allocate Units to an Employee**: * Select the employee to whom you wish to allocate the units. 4. **Select the Supervisor**: * Choose the supervisor responsible for approving the entry. By default, the currently logged-in user will be selected. You can change this if necessary. 5. **Specify Location (Optional)**: * If relevant, select the block or area where the activity was performed. This helps in tracking the location-specific productivity. 6. **Choose the Activity**: * Select the activity for which units are being recorded. Only activities configured with measurement units will appear in this list. If you need to set up measurement units for an activity, follow the instructions to add these: [Employee Activities](https://help.agrigistics.co.za/modules/configuration#employee-activities). 7. **Enter Units**: * Provide the number of units completed. If a [unit factor is configured](https://help.agrigistics.co.za/modules/configuration#employee-activities) for the activity, it will automatically multiply the entered units by this factor. 8. **Set Date and Time**: * Input the date and time when the activity was performed. This ensures accurate historical data recording. 9. **Mark as Under Review (if applicable)**: * If the entry needs further verification, flag it as under review and provide a remark explaining why this is necessary. This is useful for items that may require additional scrutiny or correction. After adding activity units, you can review these entries in the activity items report to ensure all data has been accurately captured. ## Employee Leave Capture and manage leave for employees. If leave is configured in Payroll, all leave taken during a pay run period will be deducted from an employee's balances. More on that here: [#leave-configuration](https://help.agrigistics.co.za/payroll/recurring-pay-runs/pay-run-settings#leave-configuration "mention"). ### How to Capture Leave Leave can be captured from multiple places on Agrigistics depending on where you are: * [Time & Attendance Dashboard](https://help.agrigistics.co.za/modules/time-and-attendance-dashboard#quick-actions): Quick actions allow you to add leave directly from the dashboard. * [Employee Overview Report](https://help.agrigistics.co.za/modules/reports/employee-overview#overrides): Most of the time, leave will be captured from the overview report where bulk actions are also available to capture leave for more than one employee. * [Leave Data Review](https://app.agrigistics.co.za/#/review/employee/leave): Focused solely on leave, this section allows you to view all captured leave over a period, and to edit and add leave. * WhatsApp Self-service: Employees can request leave with supporting documents by interacting with our official WhatsApp bot. To register employees follow the instructions here: [#whatsapp-employee-registration](https://help.agrigistics.co.za/payroll/employee-information/whatsapp-employee-integration#whatsapp-employee-registration "mention") {% hint style="warning" %} Please note that **Leave Capturing** works differently for employee(s) who are not assigned to a Clock Template and don’t clock in. These employees’ leave will be captured by making a **leave adjustment.**\ To add leave adjustments for multiple employees refer to this page: [Add Bulk Leave Adjustments](https://help.agrigistics.co.za/payroll/leave#add-bulk-leave-adjustments)\ To add leave adjustments for individual employees refer to this page: [Employee Leave Adjustment](https://help.agrigistics.co.za/payroll/recurring-pay-runs/employee-pay-run-view#employee-leave-adjustment) {% endhint %} ### Add Leave Details To add leave, provide the following information on the panel:

Add, Edit, Delete or Approve leave Leave.

1. **Leave Type:** Select the type of leave you want to capture. 2. **Start - End Dates:** Specify the duration of the leave. You can select multiple days including weekends. Leave will only be applied if the employee is required to work on the selected days. Refer to the [#clock-templates](https://help.agrigistics.co.za/modules/configuration#clock-templates "mention") to configure employee shifts. 3. **Duration:** The first and last days of the leave duration can be customised to allow flexibility. All days between the first and last day will default to full days. * **Full Day:** All the [#budget-hours](https://help.agrigistics.co.za/modules/introduction#budget-hours "mention") for the employee on that day. * **Half Day:** Half of the [#budget-hours](https://help.agrigistics.co.za/modules/introduction#budget-hours "mention") for the employee on that day. * **Partial Day:** Select the number of hours of leave to be applied. The total hours cannot exceed the [#budget-hours](https://help.agrigistics.co.za/modules/introduction#budget-hours "mention") for the employee on that day. 4. **Employees:** Select one or more employees. 5. **Options:** * **Leave not approved:** If an employee requests leave on WhatsApp self-service it will be unapproved by default. To approve leave uncheck this option. * **Restrict Device Access:** If selected, the employee will not be able to clock any information on the Android application. * **Under Review:** If this leave needs to be reviewed at a later date. 6. **Note:** Provide a note to give more context for the leave. 7. **Attachments**: When employees request leave through WhatsApp they will be able to take pictures of sick notes. Click here to view or download the attachments. Attachments can currently only be uploaded if an employee requests leave by using WhatsApp self-service. ### Approve Leave All leave captured on WhatsApp will be in an unapproved state until a portal user approves it manually. {% hint style="success" %} **Unapproved leave** will not count towards an employee's totals or be deducted from their balances on the payroll. {% endhint %} To approve leave, navigate to the [employee-overview](https://help.agrigistics.co.za/modules/time-and-attendance/reports/employee-overview "mention") report and open the [#employee-timeline](https://help.agrigistics.co.za/modules/reports/employee-overview#employee-timeline "mention") for an employee: {% embed url="" %} 1. Navigate to the [employee-overview](https://help.agrigistics.co.za/modules/time-and-attendance/reports/employee-overview "mention") report and generate the report with the desired parameters. 2. **Unapproved leave** will be indicated with the following message:\ ![](https://4190935239-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FQs9GZ7QOfs5wHesuQLQh%2Fuploads%2FVsnVXIzA8TEaSoW91XJd%2Fimage.png?alt=media\&token=bca89eee-280c-4541-8fdf-e56f6984580d) 3. Click on the affected day to open the **employee timeline**. 4. From the table in the bottom of the timeline view, **click on the leave**. 5. Untick the "**Leave not approved**" button in the "**Add Options**" section. 6. Click on the attachments indicators to view any uploaded documentation.\ ![](https://4190935239-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FQs9GZ7QOfs5wHesuQLQh%2Fuploads%2FrU4JQ9h3tclTrVLwWP6d%2Fimage.png?alt=media\&token=18758fd8-df70-4c83-a689-c7ef4a01a516) 7. Click on "**Update**" to confirm. ### Edit or Remove Leave Edit or remove leave after it has been captured. #### Employee Overview Report Navigate to the [employee-overview](https://help.agrigistics.co.za/modules/time-and-attendance/reports/employee-overview "mention") report and open the [#employee-timeline](https://help.agrigistics.co.za/modules/reports/employee-overview#employee-timeline "mention") for an employee:

Employee leave timeline

1. Select the leave in the table below the employee timeline. 2. **To edit the leave**: Follow the instructions here: [#add-leave-details](#add-leave-details "mention") 1. Click on Update to confirm the edit 3. **To approve leave**: Uncheck the "Leave not approved" button in the "Add Options" section. 1. Click on Update to confirm the leave approval 4. **To delete the leave**: Select the delete option at the bottom of the page. #### Leave Data Review Navigate to [Data Review / Leave](https://app.agrigistics.co.za/#/review/employee/leave) to view all captured leave for a specific period:
1. Select the date range for the specific leave item 2. Click on the leave item in the table 3. Click on Delete ### Employee WhatsApp Self-service Leave Employees can request leave with supporting documents by using the WhatsApp self-service bot. Follow these instructions to register new employees: [#whatsapp-employee-registration](https://help.agrigistics.co.za/payroll/employee-information/whatsapp-employee-integration#whatsapp-employee-registration "mention") {% hint style="success" %} All leave requested by employees using the self-service option must be approved on the Employee Overview Report before it will be deducted from their Leave Balances. More information here: [#approve-edit-or-remove-leave](#approve-edit-or-remove-leave "mention") {% endhint %} {% embed url="" %} Before attempting to request leave on WhatsApp, ensure employees are authenticated: [#whatsapp-employee-registration](https://help.agrigistics.co.za/payroll/employee-information/whatsapp-employee-integration#whatsapp-employee-registration "mention") 1. Send a message to our official WhatsApp number: [#whatsapp-employee-registration](https://help.agrigistics.co.za/payroll/employee-information/whatsapp-employee-integration#whatsapp-employee-registration "mention"). 2. An employee will be presented with a menu. Select "**Leave Request**" from the menu. 3. Before providing the leave request details the employee will be presented with their **current leave balances**. * Leave balances will only be presented if employees are on a **pay run with leave configured**. 4. Click on the "**Request Leave"** button to start 5. Select the **Leave Type** from the dropdown. 6. **Leave Start Date**: This is the first day the leave will start. 7. **Start Date Duration**: Specify if the first day of the leave period will be a **Full** or **Half** day. 8. **Leave End Date**: Specify the last day the employee will be on leave. * If requesting leave for only one day, the start and end date must be the same. 9. **End Date Duration**: Specify if the last day of the leave period will be a **Full** or **Half** day. * If requesting leave for only one day this option is ignored as the Start Date Duration will be used. 10. **Supporting documents (optional)**: Employees can attach photos of supporting documents when capturing sick or family responsibility leave. 11. **Note (optional)**: Provide any additional context for this leave request. 12. Click on "**Submit Request**" to finish. All leave requests must be approved on the Employee Overview Report before they are deducted from an employees leave balances. Refer to this section: [#approve-edit-or-remove-leave](#approve-edit-or-remove-leave "mention")