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Attendance

Newclear includes a built-in Attendance system for tracking employee clock-ins, breaks, and clock-outs using barcode scan. It integrates with salary management to calculate hours worked and run payroll.

Location: /attendance

How Attendance Works​

Each user has a unique attendance barcode printed on their staff badge. When they arrive at work, they scan their barcode at a designated terminal (any device with Newclear open and a barcode scanner). This logs a clock-in event.

The same scan registers different events based on context:

  • First scan of the day → Clock In
  • Scan during work hours → Start Break or Return from Break (toggles)
  • Last scan → Clock Out

Setting Up Attendance​

Step 1: Generate User Barcodes​

Each team member needs a barcode badge:

  1. Go to Settings → Users → [User Profile]
  2. Scroll to Attendance Barcode
  3. Click Generate Barcode
  4. Click Print to print the badge

Step 2: Set Up a Scan Station​

Any device with Newclear open works as a scan station. For a dedicated terminal:

  1. Open Newclear on the device
  2. Navigate to /attendance/scan
  3. The page shows a full-screen scan input field
  4. Connect a barcode scanner to the device
  5. Staff can scan their badge without needing to log in themselves

Step 3: Configure Work Hours (Optional)​

Go to Settings → Attendance to configure:

  • Standard work hours per day
  • Overtime threshold
  • Break deduction rules
  • Pay period (weekly, bi-weekly, monthly)

Clock-In/Out Flow​

Clock In​

  1. Staff member scans their badge at the attendance station
  2. System records: User, Timestamp, Action = Clock In
  3. A confirmation sound/visual plays (green checkmark)

Break​

  1. Staff scans badge mid-shift
  2. System records: Action = Break Start
  3. When they return: scan again → Action = Break End

Clock Out​

  1. Staff scans badge at end of shift
  2. System records: Action = Clock Out
  3. Hours worked for the shift are calculated

Viewing Attendance Records​

All Staff Attendance​

  1. Go to Operations → Attendance
  2. The attendance board shows today's status for all staff:
    • Currently clocked in (with time since clock-in)
    • On break
    • Clocked out
    • Absent (no record today)

Individual Attendance History​

  1. Click a staff member's name
  2. View their full attendance history:
    • Date
    • Clock-in time
    • Break time (total)
    • Clock-out time
    • Hours worked

Filtering​

Filter attendance records by:

  • Date range
  • Individual user
  • Status (present, absent, partial day)

Manual Attendance Adjustments​

Admins can manually add or edit attendance records:

  1. Go to the attendance record you want to adjust
  2. Click Edit
  3. Change clock-in/out times or break duration
  4. Add a note explaining the adjustment
  5. Save

All manual changes are logged with the admin who made them.

Salary Management​

Setting Employee Salary/Hourly Rate​

  1. Go to Settings → Users → [Employee]
  2. In the Payroll section, enter:
    • Pay Type: Hourly or Salary
    • Rate: Hourly rate or monthly salary
    • Overtime Rate: Multiplier for overtime hours (e.g., 1.5x)
    • Pay Period: Weekly, Bi-weekly, Semi-monthly, Monthly

Running a Pay Period​

  1. Go to Operations → Attendance → Pay Runs
  2. Click + New Pay Run
  3. Select:
    • Pay Period Start — Beginning of the pay period
    • Pay Period End — End of the pay period
    • Employees — All or select specific employees
  4. Click Calculate

Newclear calculates for each employee:

  • Regular hours worked
  • Overtime hours
  • Break deductions
  • Gross Pay = (Regular hours × Rate) + (Overtime hours × Overtime Rate)
  1. Review the calculations
  2. Make manual adjustments if needed (e.g., add bonus, deduct advance)
  3. Click Mark as Paid to finalize the pay run

Pay Run History​

All pay runs are saved with full detail for reference and auditing.

Attendance Reports​

From Operations → Attendance → Reports:

  • Monthly Summary — Hours per employee per month
  • Overtime Report — Who worked overtime and how much
  • Absence Report — Days with no attendance record
  • Payroll Summary — Gross pay calculations ready for your payroll processor

Export any report as CSV or PDF.

tip

Print staff barcodes on durable laminated cards or key fobs — they scan faster and last longer than paper badges.