The Attendance Exception Records screen gives supervisors and HR Admins one place to review attendance problems such as late arrivals, early departures, missing or incomplete punches and excess work hours. Each record shows the employee's punches, shift and total hours for the day, so you can decide what to do without opening other screens. You can then acknowledge the exception or correct the attendance record, depending on the rules your organisation has set up.

Screen Overview

Go to Attendance → Exception Records. The screen has the following areas:

• Date range and Location – at the top. Use the arrows to move between date ranges and the Location dropdown to choose a location.
• Filter, export and bulk action buttons – the filter (funnel) button, the CSV and XLSX export buttons, and the Acknowledge All button.
• Status tabs – All, Pending, Acknowledged and Resolved. An Invalid tab also appears when you choose to show invalid exceptions (see the filters below).
• Exception list – one row per exception, with these columns: Employee Id, Employee Name, Job Title, Supervisor, Attendance Records, Shift Details and Attendance Duration.

The Attendance Records column lists every punch in and punch out pair for that employee on that day. Shift Details shows the scheduled shift, and Attendance Duration shows the total hours worked.

View Exception Records

Step 01 - Navigate to the Attendance module and go to the "Exception Records" section.

The system displays the Exceptions List using a default date range set to the current week.

Supervisors see exceptions only for employees who report to them, based on the organization's standard reporting levels.

The records are grouped into these tabs:

• Pending – records that require your review or action.
• Acknowledged – records that you have reviewed and acknowledged.
• Resolved – records that have been corrected, for example using the Edit Attendance Record option.
• Invalid – records that no longer apply (see Notes below). This tab only appears when Show Invalid Exceptions is ticked in the filter.

[Screenshot: Exception Records screen showing the All, Pending, Acknowledged and Resolved tabs and the new Attendance Records, Shift Details and Attendance Duration columns]

Step 02 - Use the left and right arrows to select a date range, and click the Location dropdown to view and select your location.

Step 03 - To narrow the list, click the filter (funnel) button. The Filter Exception Records window opens.

Step 04 - Select the filters you need and click Search. The list updates to show only the matching exceptions.

[Screenshot: Filter Exception Records window with the Pay Policy filter and the Show Invalid Exceptions checkbox]

Step 05 - To check the actual punch time on a record that was rounded off, hover over the punch time in the Attendance Records column. A pop-up shows the Actual Punch In and Actual Punch Out times before rounding.

[Screenshot: Hover pop-up showing Actual Punch In and Actual Punch Out times on a rounded record]

How to Update and Resolve an Attendance Exception Record

Step 01 - To address an attendance exception, click the dropdown menu located to the left of the Actions button. A list of actions configured for the specific exception rule will appear.

According to the configured rules, if an employee is late by more than 30 minutes, a supervisor can edit the attendance record. If the employee is late by more than 1 hour, the HR Admin must acknowledge it.

Step 02 - Select the action you wish to perform.

According to the rule configured here, as shown on the screen, you can select "Edit Attendance Record" to manually correct the punch-in or punch-out time for the flagged entry.

Once clicked, the "Update Attendance Record" screen will appear. In this example, an attendance exception has been triggered for lateness over 30 minutes.

Step 03 - In the "Edit Attendance Record" section, update the Time field to the scheduled start time or an approved adjusted time. For example, change 08:39 to 08:00.

Step 04 - Click the "Update" button at the bottom of the screen to save the corrected attendance record.

If the corrected record no longer breaks the rule, the exception moves to the Resolved tab.

How to Acknowledge an Attendance Exception Record

Step 01 - Select the attendance record you want to acknowledge from the list and click "Acknowledge".

Step 02 - The record moves to the Acknowledged tab.

How to Bulk Acknowledge Attendance Records

When there are multiple valid attendance exception records that need to be acknowledged, you can process them together using the Acknowledge All button.

Step 01 - Select the records you want to acknowledge. The button shows how many records are selected, for example Acknowledge All (5).

Step 02 - Click Acknowledge All. A confirmation dialog appears summarizing the number of records that will be acknowledged.

Step 03 - Review the summary, then click "Confirm" to proceed.

All eligible records are acknowledged at once and moved to the Acknowledged tab.

Note: The Acknowledge All button stays disabled until you select at least one exception.

How to Export Exception Records

Click CSV or XLSX to download the exception records. The file follows the filters you have applied on the screen, which is useful for sharing exception summaries with payroll or compliance teams outside the system.

Notes & Important Behaviour

Note: When attendance information for a past date changes, the system rechecks the affected days automatically. Pending exceptions that no longer apply are resolved by the system, and new exceptions are raised for any day that now breaks a rule. This check runs in the background, so the list can take a few minutes to update.

Note: Some exceptions are marked Invalid instead of being deleted, so you keep a history of them. This happens when the exception no longer belongs to the employee's setup, for example when the employee's pay policy assignment changes or is removed, when an exception rule is unlinked from the pay policy, when employment is terminated with a past date, or when the joined or termination date changes. To see why an exception was marked Invalid, check the Audit Trail (Admin → Audit Trail, Attendance module).

Note: Exceptions on approved attendance sheets are not rechecked.

To learn how exceptions are recalculated when a pay policy changes, refer to Linking Attendance Exception Rules with Pay Policies.

Visual Indicators

• Rounded-off icon = the punch time was rounded by the pay policy's round-off rules. Hover to see the actual punch time.
• Edited icon = the record was edited. Hover to see who edited it and when.

Who Can Use This Screen

• Admin – can view exceptions for all employees and take the actions allowed by each exception rule.
• Supervisor – can view exceptions for their subordinates and take the actions allowed by each exception rule.

Refer to the following article to see how the attendance exception rules are configured.

Attendance Exception Rule Configuration