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Effective attendance management requires a structured and regular process that ensures data accuracy, compliance with company policies, and proper preparation of information for payroll processing. This operational routine represents the recommended workflow for HR managers who supervise personnel records in GSI2.
Frequency and Approach
While the execution frequency may vary based on the organization's size and specific operational needs, it is recommended to follow this routine on a weekly basis. The important thing is to maintain regularity in applying the process, avoiding accumulation of anomalies and unresolved situations that could complicate monthly closing and payroll processing.
The routine is structured in six logical phases, each addressing a specific aspect of attendance management, from the most preventive and planned to the most reactive and corrective.
1. Planned Absence Management
Direct entry of planned absences; Approval/rejection of absence requests
The first step of the routine concerns proactive absence management. This includes both the direct entry of already known and approved absences (such as scheduled holidays or agreed leaves), as well as the review and approval of new absence requests submitted by employees through the system.
In this phase, the HR manager verifies the availability of days, compatibility with organizational needs, and approves or rejects pending requests. Managing these elements first allows for a clear picture of who will be present and who will be absent, facilitating subsequent phases of actual attendance control.
Learn more: how to add an absence
2. Approval of Manually Entered Activities
Approval of manually entered activities
When employees manually enter their work activities into the system (for example, for off-site work, remote activities, or situations where clocking in is not possible), these records require validation by supervisors.
In this phase, verification is made that the declared activities are consistent with work assignments, that the times are plausible, and that there are no overlaps or inconsistencies. Approval transforms these records into official data that will be included in the calculation of hours worked. This is a crucial moment of quality control before proceeding with automatic checks.
Learn more: how to approve an activity
3. Automatic Anomaly Processing
Automatic anomaly resolution
GSI2 has a powerful system for detecting and automatically resolving attendance anomalies. The system compares actual clock records with the time shifts assigned to employees and automatically identifies discrepancies such as delays, early departures, missing clock records, or time exceedances.
Automatic processing applies the rules configured in the system to resolve the most common and repetitive anomalies according to predefined criteria. For example, small delays within established thresholds can be automatically justified, or brief absences can be classified according to company policies. This automation drastically reduces manual workload, leaving the HR manager only with situations that actually require human evaluation.
Learn more: how to automatically process anomalies
4. Manual Resolution of Remaining Anomalies
Manual resolution of remaining anomalies
After automatic processing, there typically remain some anomalies that require case-by-case evaluation. These may be complex situations, exceptions to standard rules, or simply cases that the system cannot classify with certainty.
In this phase, the HR manager individually examines each remaining anomaly, evaluates the specific context (possibly consulting notes, communications, or speaking directly with the employee or supervisor), and applies the most appropriate resolution. This may include creating retroactive absences, correcting erroneous clock records, or justifying particular situations. This is the phase that requires the most attention and knowledge of individual situations.
Learn more: how to manually process anomalies
5. Manual Record Management
Manual management of Clock In/Out Records / Staff Activities
This phase covers all situations where it is necessary to intervene directly on basic data: creating, modifying, or deleting clock records and staff activities.
It may be necessary to manually enter forgotten clock records, correct times erroneously recorded by the badge system, or create activities for exceptional situations. Similarly, existing activities can be modified to adjust durations, associations with projects or clients, or other related information. This direct data management requires particular attention, as it involves intervention on primary data that forms the basis for all subsequent calculations.
Learn more: how to manually manage a clock in/out record / how to manually manage a staff activity
6. Overtime Approval/Rejection
Overtime approval/rejection
The final phase of the routine concerns overtime management. After all attendance data has been validated and anomalies resolved, the system automatically calculates overtime hours based on time shifts and configured company rules.
Overtime requires explicit approval before being confirmed and sent to the payroll system. In this phase, the HR manager or authorized supervisor verifies that overtime hours are actually justified, that they were previously authorized (when required by company policies), and that they fall within contractual and regulatory limits. Final approval of overtime completes the validation cycle and closes the routine, making the data ready for export to the payroll processing system.
Learn more: how to approve overtime
Conclusion
Following this routine regularly and consistently ensures that attendance data is always accurate, up-to-date, and compliant with company policies. Each phase prepares the ground for the next, creating an efficient workflow that minimizes errors and reduces workload during monthly closing.
The key to success lies in consistency: a well-executed weekly routine prevents the accumulation of issues and allows for timely identification and correction of any recurring patterns or systemic problems in attendance management.