Attendance management
Attendance management software that feeds payroll directly
Swastik Payroll pulls punches from your biometric system every minute, accepts GPS-tagged punches from phones after HR verifies them, and turns each day into a clear status. At month end those statuses decide paid days, deductions and extra-day pay.
Where attendance comes from
Every punch lands in one register
Each source below writes to the same daily attendance record, so payroll reads one register instead of three.
Biometric sync every minute
Works with biometric attendance systems that store punches in a database; compatibility is confirmed during the demo. The first punch of the day becomes in-time and the last becomes out-time.
Mobile punch with GPS
Employees you enable can punch in and out from their phone browser. Location is captured and the punch waits for approval before it touches attendance.
Punch board
A supervisor punches people in and out and records breaks from one screen.
Manual and bulk entry
Correct a missed punch with a reason, or update many employees and dates at once through bulk attendance management.
Holiday list
Add national, festival and optional holidays once. Work done on a holiday is recorded as holiday duty rather than an ordinary day.
My attendance
Employees sign in to see their own days, punch times and statuses.
Mobile punch
Field punches that HR checks before they count
For sales staff, drivers and people at client sites who never see a biometric machine.
- Enabled per employee. Only the people you switch on see the punch button.
- Location captured at the tap. Latitude, longitude and reported accuracy are saved with the punch time.
- Verification queue. Staff with attendance rights approve or reject each punch, with a reason for rejections.
- Applied only on approval. An approved punch writes the in or out time and notes who verified it. A punch-out cannot be approved before that day's punch-in.
There is no automatic geo-fence or face check. The person approving checks the captured location and decides.
Employee taps punch in
From any phone browser, after signing in to Swastik Payroll.
Punch joins the queue
It shows as pending with time and location. Attendance is not changed yet.
HR reviews and approves
The in-time is written to that day's record and the status is worked out as usual.
Attendance statuses
What each status means and what it does to salary
Status is worked out from hours worked against the shift's full-day and half-day thresholds, and from whether the date is a weekly off, a holiday or both. Approved leave always shows as Leave.
| Code | Status | When it is set | Effect in the salary run |
|---|---|---|---|
| P | Present | Working day, full-day hours met | Counted as a present day |
| P/2 | Half day | Working day, hours between half-day and full-day thresholds | Counted as half a present day |
| L | Leave | An approved leave request covers the date | Counted with absent days and deducted at the per-day rate |
| A | Absent | Working day, no punch or too few hours | Deducted at the per-day rate; also the NCP day count for PF |
| POW | Present on weekly off | Full day worked on your weekly off | Present day plus one extra day's pay |
| POH | Present on holiday | Full day worked on a listed holiday | Present day plus one extra day's pay |
| PWH | Present on weekly off that is also a holiday | Full day worked when a holiday falls on the weekly off | Present day plus one extra day's pay |
| POW/2, POH/2, PWH/2 | Half-day versions of the three above | Half-day hours on a weekly off, holiday or both | Half a present day; the extra-day pay line applies to full days only |
| WO, HLD, WOH | Weekly off, holiday, weekly off + holiday | Non-working day with no work done | No deduction |
Weekly offs follow your settings for Saturday and Sunday. Holiday statuses follow the holiday list.
Shifts, breaks and late coming
Rules set once, applied to every punch
Shifts
Each shift has a start and end time, a grace period in minutes, the hours needed for a full day and the hours needed for a half day. Overnight shifts such as 22:00 to 06:00 are supported.
Assign shifts with effective-from and optional effective-to dates, so next month's move to nights leaves this month untouched. Overtime is measured beyond the assigned shift's end.
Breaks
Schedule lunch and tea breaks in a shift and mark each paid or unpaid. Unpaid break time is taken off working hours before the status is decided.
Late marks
A punch after shift start plus grace is marked late, with late minutes counted from the shift start. The late report lists late days per employee for the month.
Late-coming rules
A rule says how many late days are allowed in a month and how much leave time, in hours, to deduct beyond that. It can multiply for each extra late day and carry a cap.
Late rule example
Shift starts 09:30 with 15 minutes' grace. The rule allows 3 late days a month, then deducts 1 hour of leave for each extra late day, capped at 4 hours. An employee late on 6 days has 3 extra days, so 3 hours are deducted. At 8 hours a day that is 0.375 day off the casual leave balance.
Fines are generated for the month as pending. Staff apply them, which deducts the time, or waive them, which restores anything already deducted.
From register to salary
How attendance becomes paid days
The per-day rate is monthly base salary ÷ 30 in every month. Absent and Leave days are deducted at that rate. Full days worked on a weekly off or holiday add one day's pay each.
The same register gives PF its NCP days and ESIC its days worked, so the PF return and ESIC sheet agree with the payslip.
Allowances, overtime and deductions follow in the monthly salary run.
| September 2026, sample employee | Days | Amount (₹) |
|---|---|---|
| Monthly base salary | – | 18,000 |
| Per-day rate (18,000 ÷ 30) | – | 600 |
| Present (P) on working days | 23 | – |
| Leave (L) + Absent (A) | 1 + 2 | −1,800 |
| Present on weekly off (POW) | 1 | +600 |
| Weekly off (WO) | 3 | 0 |
| Base pay after attendance | 30 | 16,800 |
Illustration with sample data. NCP days for PF: 2.
Reports and exports
Registers you can hand to a manager or an auditor
- Attendance dashboard with today's absences and late-coming trends
- Monthly attendance report with every employee's statuses for the month
- Attendance sheet export for the monthly register
- Time sheet export with in and out times
- Late report with late days per employee
- Manual changes flagged with the reason and the user who made them
FAQ
Attendance management questions
Will it work with our biometric machine?
Swastik Payroll reads from biometric attendance systems that store punches in a database, checking for new punches every minute. Devices vary, so we confirm compatibility with your setup during the demo before anything is promised.
Can employees mark attendance from their phone without approval?
No. Mobile punches are saved with time and GPS location and stay pending until someone with attendance rights approves them. Rejected punches never reach the register.
Does it support night shifts?
Yes. A shift can cross midnight, working hours are calculated across the date change, and overtime is measured beyond that shift's end time.
How do late marks affect salary?
Late-coming rules deduct leave time from the casual leave balance rather than cutting pay. See leave management for how the balance works.
Related
Leave Management
Online requests, approvals and monthly accrual.
Payroll Software
Monthly salary runs from attendance to payslip.
Salary Management
Structures, revisions, bonuses, loans and advances.
PF Management
EPF, EPS and EDLI figures with ECR v2.0 export.
Overtime Calculator
Hourly rate and overtime wages.
Overtime Pay Rules
Rates, limits and worked examples.
Watch your punches turn into paid days
Tell us how your staff punch in today and how you treat weekly offs and late coming. We will set up a sample month and show the attendance register and salary it produces.