Attendance statuses
Use this page to check exactly what a status or figure in BioTrack means, for example when an employee or manager questions a result. The definitions below match the rules the app applies.
How a day is worked out
Section titled “How a day is worked out”BioTrack builds one record per employee per attendance day:
- It collects every scan the terminal saved for that person on that day. The terminal does not record “in” or “out”; any scan counts.
- The earliest scan is the first scan and the latest is the last scan. With only one scan there is no last scan.
- It compares these with the person’s schedule (their shift, or the default working hours) and the site calendar.
The attendance day follows the site timezone set under Settings → Work schedules. For an overnight shift, scans up to the shift’s end time the next morning belong to the day the shift started.
Statuses
Section titled “Statuses”These are the only statuses BioTrack shows. Hover over a status on the Attendance page to see a short description.
| Status | Colour | Exactly when it applies |
|---|---|---|
| Present | Green | The first scan was no later than the start time plus the grace period, and the person did not leave early. A day with a single on-time scan is also Present. |
| Late | Amber | The first scan was after the start time plus the grace period. Late takes priority: a late arrival who also left early shows as Late (reports still count the early departure under Left early). |
| Left early | Blue | The first scan was on time, there were at least two scans, and the last scan was before the scheduled end. On today’s records this reads “The latest scan so far is before the scheduled end; this updates if later scans arrive.” |
| No scan yet | Grey | Today only. The employee is expected today and nothing has been recorded so far. This is not an absence. |
| Absent | Red | The employee was expected on a working day that has ended and no scan was recorded. Also shown when an administrator corrects a day with no times. |
| On leave | Blue | Recorded leave covers this working day, and there were no scans. Shows the leave type if one was entered, for example Annual leave. |
| Holiday | Grey | Not a working day in the site calendar, and there were no scans. Shows the name of the day, for example Public holiday, or Weekend for Saturdays and Sundays. |
| Before setup | Grey | A working day before BioTrack was set up, with no scans. Attendance is assumed for these days, so they are not counted as absences. |
| Not employed | Grey | The date is outside the employee’s employment dates (set on the terminal, or ended when a sync found the person removed from the terminal). |
The status filter on the Attendance page combines Absent and No scan yet as Absent or no scan yet.
Other terms
Section titled “Other terms”| Term | Meaning |
|---|---|
| Expected / Expected to attend | A working day on the site calendar, within the employee’s employment dates, and not covered by leave. Only expected days can be absences. |
| Required employee-day | One expected day for one employee. Reports use this to calculate absences and the attendance rate. |
| Working day | Monday to Friday, minus holidays you added, plus any working weekend days you added under Settings → Calendar, leave & corrections. |
| Grace period | Minutes after the start time during which a first scan still counts as on time. With a start of 08:00 and 10 minutes’ grace, 08:10 is on time and 08:11 is late. BioTrack compares whole minutes, so a scan at 08:10:45 counts as 08:10. |
| First scan / Last scan | The earliest and latest saved scan of the day, as recorded by the terminal. |
| Worked time / Worked / Hours | Time between the first and last scan. BioTrack does not subtract breaks. A day with one scan has no worked time. |
| Awaiting a later scan | On Today: employees with exactly one scan so far today. Because the terminal does not record “in” or “out”, BioTrack cannot say who is still on site. |
| Only one scan so far | In a record panel: the day has a first scan but no last scan yet. |
| Single scan | In reports: days with a first scan but no later scan. |
| Days worked / Days present | Days with a first scan. In reports, assumed days before setup are included. |
| Effective result (corrected) | The record has been corrected by an administrator. The status and times shown are the corrected ones; the saved scans are unchanged and listed separately. |
| Correction history | Who corrected the day, when, the times before and after, and the reason. |
| Review | An employee BioTrack created from their first scan because they were not yet in its list. Check their name and schedule, then select Mark reviewed. |
| Face scan / Fingerprint scan / Card scan | How the terminal identified the person. It says nothing about arriving or leaving. |
| Duplicate scans | A second scan by the same person within 2 minutes of one already saved is treated as a duplicate and not stored, so a double tap does not create extra scans. |
When statuses change
Section titled “When statuses change”- Today’s statuses update as scans arrive. No scan yet becomes Present or Late at the first scan, and Left early can become Present when a later scan arrives after the scheduled end.
- After midnight on the site clock, BioTrack finishes the previous day: expected employees with no scan become Absent.
- Changing default hours or editing a shift applies to scans processed afterwards. Assigning a different schedule to someone recalculates their record for today. Earlier days keep their saved results.
- Adding a holiday or recording leave takes effect immediately, including for past dates.
Monthly reports How Working days, Attendance rate, Absences and Late arrivals are calculated.