Monthly reports

The Reports page turns a month of attendance into three reports you can read on screen or export for payroll and HR records. This page explains what each figure means, so you can answer questions about it.

Choosing a report and month

1. Choose Summary, Absences or Late arrivals.
2. Pick the month from the month selector. The current month is selected when you open the page; future months are not available.
3. Read the line on the right to confirm what you are looking at, for example “1 Sept – 25 Sept (through today) · Africa/Harare · 22 employees · generated 10:42”.

Report	Who is listed
Summary	Every employee relevant to the month, with worked days, hours and exceptions.
Absences	Employees with at least one required working day without a scan, most absences first.
Late arrivals	Employees whose first scan was after the start time and grace period on at least one day, most late arrivals first.

“Relevant to the month” means employees whose employment overlaps the period. When a sync finds someone has been removed from the terminal, BioTrack ends their employment on that day, so they still appear for the part of the month they were employed.

The current month is still in progress

When you look at the current month, the report runs from the 1st up to and including today, and a notice reads This month is still in progress.

Today counts as a working day, so employees who have not scanned yet today are counted as absent until they do. Absence figures for the current month will usually drop during the day as people arrive. For final figures, run the report after the month has ended.

Summary cards

The four cards at the top describe the whole period and all listed employees.

Card	How it is worked out
Working days	Days in the period that are working days on the site calendar: Monday to Friday, minus holidays, plus any working weekends you added. This is the same for everyone and ignores individual leave.
Attendance rate	Required employee-days that were not absences, divided by all required employee-days, as a percentage. A required employee-day is one employee on one working day when they were employed and not on leave. A day with at least one scan counts as attended, whether it was late, left early or a single scan. If there are no required days, the rate shows 100%.
Absences	Required employee-days without a scan.
Late arrivals	Total late days across all employees. The caption also shows how many employees are included and the total Hours worked.

Note

Days before BioTrack was set up are not counted as absences. For those days BioTrack assumes attendance (shown as Before setup on the Attendance page) and counts them as days worked in the report.

Summary columns

Column	Meaning
Days worked	Days with a first scan, including scans on weekends or holidays, plus any assumed days before setup.
Hours	Total worked time: for each day, the time from first to last scan. Days with a single scan add no hours.
Avg per day	Hours divided by Days worked.
Late	Days where the first scan was after the start time plus grace period.
Left early	Days where the last scan was before the scheduled end. This includes days that were also late.
Single scan	Days with a first scan but no later scan.
Absences	Required working days with no scan.
Last seen	The most recent day this month with a scan.

Absences columns

Column	Meaning
Absences	Required working days with no scan.
Share of working days	Absences divided by the site’s Working days in the period.
Last seen	The most recent day this month with a scan, or Not this month.

Late arrivals columns

Column	Meaning
Late arrivals	Days the first scan was late.
Days worked	Days with a first scan.
Share of worked days	Late arrivals divided by days worked.

Select a column heading with arrows to sort by it.

Export CSV

Export CSV saves the report you are looking at (Summary, Absences or Late arrivals) for the selected month as a CSV file. The file includes every row and is produced from the saved attendance at the moment you export, using the same rules as the screen.

When newer data arrives

A report on screen is a snapshot, so it does not change while you read it. If new scans, corrections or leave affect it, a bar reads Newer attendance data is available for this report. Select Update report to refresh.

Why a figure looks wrong

• Someone on leave shows as absent — the leave was not recorded, or it was revoked. Record it from the attendance record or under Settings → Calendar, leave & corrections.
• A public holiday counted as a working day — add it to the calendar. See Calendar, leave and corrections.
• Lateness looks wrong after a schedule change — schedule changes apply from the day they are made; earlier days keep their saved results.
• A missed scan — an administrator can correct the day. See Correcting a day.

Attendance statuses Precise definitions of every status and term.