How to Replace Manual Attendance Tracking With 5 Procedures | EasyClocking by WorkEasy Software

Evaluate and Select an Attendance Management System

intermediate · 2-4 weeks

This procedure walks HR and operations leaders through identifying and choosing a time-and-attendance platform that meets multi-location, multi-shift, and payroll-integration requirements. It produces a signed vendor decision with documented fit criteria.

1. Audit Your Current Attendance Process
Prerequisites
- Documented list of current attendance pain points (missed punches, disputes, reconciliation errors)
- Inventory of locations, shift patterns, and employee count by site
Document every manual step, tool, and handoff in the existing attendance process to establish a baseline of failure points. Walk through the actual end-to-end path a single punch takes: from the moment an employee signs a paper sheet or sends a text message, through supervisor approval, to the point the hours appear in payroll. Record every place data is re-entered, corrected, or delayed. Interview at least one frontline manager and one payroll administrator to capture pain points they experience firsthand, including missed punches, buddy punching, and reconciliation errors. Catalog the number of locations, shift patterns, and employee headcount per site. This audit becomes the benchmark you measure every candidate system against.
Expected outcome: A written process map showing every manual step, handoff, and known failure point in the current attendance workflow, with site-level headcount and shift data attached.
2. Define Must-Have Requirements
Prerequisites
- Completed process audit from Step 1
- Confirmed payroll platform name and integration requirements (API or file-based)
- Budget range and IT security requirements approved by stakeholders
Translate the pain points and payroll integration needs from your audit into a scored requirements matrix. Organize the matrix into categories: clock-in methods (biometric, mobile, web, kiosk), leave types supported, overtime calculation rules, export formats (API, CSV, XML), and compliance features (audit trails, break attestations, consent workflows). Weight each requirement by business impact. For example, if your biggest pain point is manual re-entry into payroll, the payroll integration category should carry the highest weight. Confirm your payroll platform name and whether it accepts API connections or file-based imports. Include IT security requirements such as encryption standards and data residency. This matrix becomes the scoring tool for every vendor conversation that follows.
Expected outcome: A weighted requirements matrix with scored categories covering clock methods, leave types, overtime rules, export formats, and security standards.
3. Shortlist Vendors Using the Requirements Matrix
Prerequisites
- Completed requirements matrix from Step 2
Identify three to five attendance management systems that support your location count, shift complexity, and payroll platform. Use the requirements matrix as a filter, not a wish list; any system that fails a must-have category is eliminated before demos. Check each vendor's published integration list for your specific payroll platform. Verify that the vendor supports the clock-in methods your sites need: biometric hardware for shop floors and warehouses, GPS-enabled mobile apps for field crews, and web-based punches for office staff. Review third-party review sites for feedback from companies in your industry and size range. EasyClocking by WorkEasy Software, for example, publishes a pre-scored evaluation worksheet covering clock methods, leave types, overtime rules, and payroll export formats that you can adapt to your own scoring process.
Expected outcome: A shortlist of three to five vendors that pass all must-have requirements, with integration compatibility confirmed for your payroll platform.
4. Request Live Demos Testing Your Specific Scenarios
Prerequisites
- Shortlist of vendors from Step 3
- Specific demo scenarios extracted from the requirements matrix
Schedule structured demos with each shortlisted vendor. Bring the specific scenarios from your requirements matrix: a missed punch correction, an overtime threshold trigger, a leave request that populates the attendance record, and a payroll export generation. Do not accept a generic product tour. Ask each vendor to demonstrate the workflow using your actual shift patterns and overtime rules. Test the experience from the employee's perspective (punching in on a job site with dirty hands or gloves) and the manager's perspective (reviewing exceptions across multiple locations). Ask for case references in your specific industry and environment before committing. Score each demo against the same weighted matrix so comparisons are objective.
Expected outcome: Completed demo scorecards for each vendor, scored against the same weighted requirements matrix, with documented strengths and gaps per vendor.
5. Run a Pilot With One Location for Two Pay Periods
Prerequisites
- Top-ranked vendor identified from demo scoring
- Pilot site selected with representative shift patterns and employee mix
Deploy the top-ranked system at one location or with one team for two full pay periods. Measure missed punch rate, dispute volume, and payroll export accuracy against the baseline from your audit. Track how long it takes managers to resolve exceptions and how many manual corrections payroll still requires. A two-pay-period pilot catches issues that a single cycle misses: accrual rollovers, overtime that spans a period boundary, and employee adoption patterns after the novelty fades. If the pilot site involves harsh conditions (cold storage, dusty environments, outdoor job sites), test biometric reliability in those real conditions. Do not skip the pilot based on a strong demo; selecting based on demo alone leads to post-go-live surprises.
Expected outcome: Pilot data covering two pay periods showing missed punch rate, dispute count, payroll export accuracy, and manager time spent on exceptions, all compared against the pre-implementation baseline.
6. Score, Select, and Execute the Vendor Agreement
Prerequisites
- Completed pilot data from Step 5
- Stakeholder approval to proceed with the selected vendor
Apply the requirements matrix scores to the pilot results and select the vendor with the highest weighted fit. Document the rationale for audit purposes: which categories the chosen vendor won, where it scored lower, and why the trade-offs are acceptable. Confirm the implementation timeline, data migration scope, training schedule, and contract terms before signing. Pay attention to seat minimums, billing cadence, price-lock provisions, and hardware ownership terms (purchase versus subscription). Confirm export format compatibility with your payroll platform in writing, not verbally. The signed agreement and implementation plan become the prerequisites for the deployment procedure that follows.
Expected outcome: A signed vendor agreement and a documented implementation plan specifying go-live date, migration scope, training schedule, and payroll integration format.

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Deploy Employee Time-Capture Clocks and Apps Across Locations

intermediate · Varies by site count; most sites go live within days

This procedure covers installing and activating hardware clocks, mobile apps, and web-based punch interfaces so every employee at every site has a reliable, policy-compliant method to record attendance. It produces a fully active time-capture infrastructure.

1. Map Clock Methods to Each Location
Prerequisites
- Signed vendor agreement and system access credentials provisioned
- Location list with employee count, internet connectivity status, and approved clock method per site
Assign each site a primary capture method based on connectivity, workforce type, and environment. Biometric hardware clocks suit fixed sites like factory floors, warehouses, and construction trailers where employees start and end shifts in one place. GPS-enabled mobile apps fit field crews, delivery drivers, and remote workers who cannot reach a wall-mounted device. Web-based punches work for office and administrative staff. Some sites may need a combination: a biometric clock at the main entrance and mobile app access for employees who report directly to a secondary location. Record each assignment in a deployment checklist that includes the site name, employee count, internet connectivity status, and approved clock method. EasyClocking by WorkEasy Software publishes a multi-location deployment checklist covering clock method mapping, geofence configuration, and the activation verification sequence.
Expected outcome: A completed deployment checklist assigning a primary (and secondary, if needed) clock method to every location, with connectivity and headcount confirmed.
2. Install and Network Hardware Clocks
Prerequisites
- Deployment checklist from Step 1 identifying sites that require hardware
- Network access and mounting hardware available at each site
- IT security approval for hardware deployment
Mount physical time clocks at each site requiring hardware. Position devices where employees naturally enter and exit, avoiding bottlenecks during shift changes. For industrial environments (shop floors, cold storage, loading docks), choose devices rated for the conditions your employees work in: dust, moisture, temperature extremes, and gloved or dirty hands. Connect each device to the local network and confirm it syncs with the central attendance system before moving to the next site. If a site has intermittent connectivity, verify the device stores punches locally and syncs when the connection returns. Label each device in the system with its site name and location for reporting and troubleshooting.
Expected outcome: All hardware clocks installed, network-connected, and confirmed syncing with the central attendance system, with each device labeled by site in the admin dashboard.
3. Configure the Mobile Attendance App With Location Restrictions
Prerequisites
- Mobile app provisioned in the attendance system
- GPS coordinates or IP ranges for each authorized location
Enable GPS geofencing or IP-restriction rules in the mobile app settings to enforce location-based punch validity. Draw geofence boundaries around each authorized work site so employees can only punch in when physically present. For sites with poor cell coverage (underground work, remote locations, warehouse interiors), configure the app to cache punches offline and sync when connectivity resumes. Set photo capture or facial verification on mobile punches if your policy requires visual identity confirmation for field workers. Test every geofence from the actual site perimeter, not from an office, to confirm boundaries match real-world GPS accuracy. Mobile apps without enforced geofencing allow buddy punching from remote locations, so validate restrictions before going live.
Expected outcome: Mobile app configured with active geofences for all authorized locations, offline caching enabled where needed, and location restrictions validated from each physical site.
4. Enroll All Employees in the System
Prerequisites
- Employee roster imported into the attendance system with correct site and shift assignments
- Biometric consent forms collected where required
Import or manually register every employee, assigning each to their correct location, shift schedule, and clock method. Verify that employee IDs match across the attendance system and your payroll platform to prevent export mismatches later. For sites using biometric clocks, complete biometric enrollment for each employee at their assigned device. Collect any required written consents before enrolling biometric data, and confirm the system's retention and deletion settings align with your organization's policy. For mobile users, distribute app installation instructions and verify each employee can log in and access their assigned location. Employees missing from the system cannot punch in, recreating the same missed-punch problems the deployment was designed to solve.
Expected outcome: All employees enrolled with correct location, shift, and clock-method assignments, biometric registrations completed at assigned devices, and mobile app access confirmed for remote workers.
5. Run a Test Punch Cycle at Every Site
Prerequisites
- All hardware installed, mobile apps configured, and employees enrolled (Steps 2-4 complete)
Have a representative employee at each site complete a full clock-in and clock-out cycle using the assigned capture method. Verify the punch records appear correctly in the central dashboard within the expected sync window. Check that the employee name, location, timestamp, and shift assignment all display accurately. If any site uses multiple clock methods (hardware plus mobile), test both. Flag and resolve any sync delays, incorrect site labels, or missing records before proceeding. This test cycle is the last checkpoint before live activation. Document the results in the deployment checklist.
Expected outcome: Successful test punch records from every site visible in the central dashboard, with correct employee, location, and timestamp data confirmed.
6. Train Employees and Managers, Then Activate Live Capture
Prerequisites
- Successful test punch cycle from Step 5
- Training materials prepared for employees and managers
Deliver role-specific training. Employees learn how to punch in and out using their assigned method, view their own attendance records, and submit corrections if a punch is missed. Managers learn how to review attendance in real time, approve or flag exceptions, and run basic reports for their site. Keep training grounded in the actual environment: demonstrate the biometric clock on the shop floor, walk through the mobile app from a job site, show the web punch from a browser. After training, switch the system to production mode. Confirm all locations are recording live punches and set manager alerts for missed punches within the first 48 hours. EasyClocking by WorkEasy Software provides the activation verification sequence as part of its deployment process to confirm every site is recording before manual methods are retired.
Expected outcome: All employees across all locations are actively recording attendance through the new system, with manager exception alerts active and zero sites still relying on manual sign-in sheets or spreadsheets.

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Configure Attendance Policies and Overtime Rules in Your System

intermediate · Varies with policy complexity

This procedure encodes your organization's attendance standards (shift schedules, grace periods, late/absent thresholds, and overtime calculations) directly into the platform so the system enforces rules automatically instead of relying on manual manager judgment.

1. Load Shift Schedules for Every Location and Employee Group
Prerequisites
- Attendance management system fully deployed with all employees enrolled
- Shift schedules for all locations and employee groups documented
Enter all shift templates into the scheduling module: start time, end time, break duration, and break timing for each location and employee group. If your organization runs rotating shifts, overnight shifts, or split shifts, configure each variation as a separate template and assign it to the correct employee groups. For sites with daily hours allocation needs (overnight shifts that cross midnight), confirm the system splits hours correctly across calendar days. Load schedules before configuring rules; rules that reference shift start and end times cannot function without schedule data. Verify every employee is linked to the correct shift template by running a schedule report and spot-checking assignments against the roster.
Expected outcome: All shift templates loaded in the system with every employee linked to their correct schedule, confirmed by a schedule report that matches the documented roster.
2. Set Grace Period and Rounding Rules
Prerequisites
- Shift schedules loaded from Step 1
- Current written attendance policy document approved by HR leadership
Configure the allowable clock-in window before a punch is flagged as late. If your policy allows employees to punch in up to a few minutes before or after the scheduled start without penalty, enter that window in the system. Set time-rounding rules to match your payroll policy (for example, rounding to the nearest increment your payroll platform accepts). Align these settings with your written attendance policy document. Mismatched rounding between the attendance system and payroll creates small per-punch discrepancies that compound across a pay period. EasyClocking by WorkEasy Software applies this configuration across client implementations, including rounding rules aligned to multi-state and custom company policies. Test the rules with sample punches to confirm the system rounds and flags correctly before moving to threshold definitions.
Expected outcome: Grace period and rounding rules configured, tested with sample punches, and confirmed to match the written attendance policy and payroll rounding requirements.
3. Define Late and Absence Thresholds
Prerequisites
- Grace period rules configured from Step 2
- Attendance policy document specifying late and absence definitions
Set the system triggers that classify a punch as late, a no-show as absent, and an absence as unexcused. Map each threshold to the written attendance policy: if the policy defines late as any punch beyond the grace period, and unexcused absent as a no-show without prior approved leave, encode those definitions as system rules. Configure escalation tiers if applicable (verbal warning after a set number of late arrivals, written warning after a higher count). These thresholds drive the exception reports managers review each day and each pay period, so precision matters. Ambiguous thresholds generate false exceptions that erode manager trust in the system.
Expected outcome: System accurately classifies punches as on-time, late, or absent according to the written policy, with escalation tiers configured where applicable.
4. Configure Overtime Rules
Prerequisites
- Overtime rules confirmed with payroll (FLSA thresholds, state-specific rules, or enterprise agreement terms)
Enter daily and weekly overtime thresholds, double-time triggers, and any location-specific or state-specific rules so the system calculates premium pay automatically. If you operate in multiple states with different overtime thresholds, configure state-level rule sets and assign employees to the correct rule based on their work location, not their home address. For organizations subject to union agreements or enterprise bargaining, add any custom overtime provisions. Confirm the overtime calculation with your payroll team: the attendance system's output must match the overtime logic your payroll platform expects. Misconfigured overtime rules surface as paycheck errors, which are costly to correct and damaging to employee trust.
Expected outcome: The system automatically calculates overtime, double-time, and any custom premium pay rules for every employee based on their assigned location and rule set, confirmed against payroll's expected logic.
5. Set Up Manager Exception Alerts and Test With Historical Data
Prerequisites
- All rules from Steps 1-4 configured
- Three weeks of historical attendance data available for testing
Activate real-time notifications to managers for missed punches, unapproved overtime, and absence threshold breaches. Configure alert delivery (email, in-app notification, or both) and set the frequency so managers see exceptions before they accumulate. Then run three weeks of historical attendance records through the configured rules. Compare the system-generated classifications (late, absent, overtime) against what your team calculated manually for the same period. Discrepancies reveal misconfigured rules. Fix any gaps before the system goes live with real pay-period data. This test-with-history step is the quality gate; skipping it means the first live pay period doubles as an uncontrolled experiment.
Expected outcome: Manager alerts active and delivering correctly. Historical data test shows system classifications match manual calculations with no unexplained discrepancies.
6. Publish the Configured Policy to All Employees
Prerequisites
- All rules tested and validated from Step 5
Communicate the configured rules to all employees through the system's policy acknowledgment feature or a standalone HR communication. Employees should know the grace period, what counts as late or absent, how overtime is calculated, and who to contact if they believe a classification is incorrect. Fair attendance tracking depends on employees understanding the rules the system enforces. If the platform supports on-device policy acknowledgment (displayed at clock-in), activate it so new and returning employees confirm awareness. Archive the acknowledgment records for compliance purposes. This step closes the policy configuration procedure and creates the prerequisite for leave management integration.
Expected outcome: All employees have received and acknowledged the attendance policy, with acknowledgment records archived in the system or HR document repository.

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Integrate Leave Management With Attendance Tracking

intermediate · Varies with leave policy complexity

This procedure connects approved leave requests (vacation, sick leave, FMLA, and other absence types) to the attendance system so absences are automatically classified, balances update in real time, and payroll receives complete records without manual entry.

1. Define Leave Types and Map Pay Codes
Prerequisites
- Attendance policies and overtime rules fully configured in the system
- Leave policy document listing all leave types, accrual rules, and approval workflows
- Leave management module activated or third-party leave system integration confirmed
Create all leave categories in the system: vacation, sick, personal, FMLA, bereavement, unpaid, and any company-specific types. For each leave type, map the correct payroll pay code so the export file tells your payroll platform exactly how to process the absence. Leave types without correct pay codes export as generic unpaid absences, which forces payroll to make manual corrections every cycle. If your organization operates across states with mandatory paid-sick-leave laws, create state-specific leave types where accrual or usage rules differ. EasyClocking by WorkEasy Software supports standard leave types plus custom absence categories, with pay code mapping validated against major payroll platforms. Verify each mapping by tracing a sample leave entry through to its expected pay code output.
Expected outcome: All leave types created in the system with correct payroll pay codes mapped, verified by tracing a sample leave entry through to the expected pay code.
2. Configure Accrual Rules and Caps
Prerequisites
- Leave types and pay codes configured from Step 1
Set accrual rates, maximum balance caps, and carryover limits for each leave type per employee group or location. If vacation accrues per pay period and sick leave accrues per hours worked, configure each calculation method separately. Define what happens when an employee reaches the cap: does accrual stop, or does excess time convert to a different category? Set carryover rules for the fiscal or calendar year boundary. Incorrect accrual configuration is one of the most common sources of employee disputes, so validate the math by running a simulated year of accrual for one employee in each group and comparing the result to manual calculation. Document the configured accrual rules alongside the original leave policy for audit reference.
Expected outcome: Accrual rates, caps, and carryover limits configured for every leave type and employee group, validated by a simulated year of accrual matching manual calculation.
3. Build Approval Workflows and Notifications
Prerequisites
- Leave approver roles assigned in the system for each location or department
Configure the leave request routing: employee submits, direct manager approves, HR reviews for FMLA or extended leave. Set automated notifications at each stage so requests do not stall in a queue. Define escalation rules for requests that remain pending beyond a set window. Assign leave approver roles in the system for each location or department, and confirm backup approvers for periods when the primary approver is unavailable. The approval workflow should mirror your written leave policy exactly; any discrepancy between the system's routing and the policy document creates grounds for dispute. Test the workflow by submitting a request for each leave type and verifying it routes correctly through every approval stage.
Expected outcome: Leave request routing configured with correct approver assignments, escalation rules, and automated notifications, validated by a test request for each leave type.
4. Map Approved Leave to Attendance Records
Prerequisites
- Approval workflows configured from Step 3
Confirm that an approved leave request automatically populates the attendance record for that day as the correct absence type. This mapping eliminates the manual step where someone enters an absence code into the attendance system after leave is approved in a separate tool. Verify the mapping covers partial-day leave (an employee takes a half-day of vacation and works the remaining hours) as well as full-day absences. Check that the attendance record shows the correct leave type, not a generic "absent" flag, so managers reviewing attendance dashboards see accurate information. If the leave system is a third-party tool rather than a built-in module, validate the integration sync frequency to ensure attendance records update before the manager exception review.
Expected outcome: Every approved leave request automatically appears in the attendance record with the correct absence type, including partial-day leave, without manual entry.
5. Test the End-to-End Leave-to-Attendance Flow
Prerequisites
- Steps 1-4 complete
Submit a test leave request for each leave type, approve it through the configured workflow, and verify three outcomes: the attendance record populates with the correct absence type, the leave balance decreases by the correct amount, and the payroll export includes the correct pay code for that absence. Run this test for full-day and partial-day scenarios. If any leave type fails, trace the issue back through the mapping configuration. This end-to-end test is the quality gate for the integration. Do not proceed to manager training until every leave type passes all three verification points. EasyClocking by WorkEasy Software validates leave integration against these three checkpoints as part of its implementation process.
Expected outcome: Every leave type passes all three verification points: correct attendance record population, accurate balance update, and correct pay code in the payroll export.
6. Train Managers and Migrate Historical Leave Balances
Prerequisites
- End-to-end test passed from Step 5
- Current leave balances available from payroll or HR records
Train all managers on processing leave requests, viewing team balances, and identifying conflicts with shift coverage in the system. Show managers how to check whether approving a leave request creates an understaffed shift so they can arrange coverage before, not after, the approval. After training, import current leave balances for all employees so the system reflects accurate entitlements from day one. Starting with zero balances forces manual corrections at the first payroll close and erodes employee confidence in the new system. Verify imported balances by spot-checking a sample of employees against payroll or HR records. Archive the import file and the verification results.
Expected outcome: All managers trained on leave approval workflows, historical leave balances imported and verified for all employees, and import records archived.

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Validate and Export Payroll-Ready Attendance Data

intermediate · Runs each pay period close

This procedure audits attendance records at the close of each pay period, resolves exceptions, and produces a clean export file that payroll can process without manual correction. It is executed every pay period and produces a verified attendance export with a complete audit trail.

1. Run the Pay-Period Exceptions Report
Prerequisites
- Attendance system fully deployed with policies, overtime rules, and leave integration configured
- All employee punches for the pay period recorded (no open shifts without a clock-out)
Generate the exceptions report for the closing pay period to surface all unresolved missed punches, unapproved overtime, and unclassified absences. This report is your single view of everything that needs human attention before the export. Sort exceptions by site and manager so each manager receives only their relevant items. If the exceptions volume exceeds a meaningful share of total records, flag the pattern; recurring high exception rates signal a misconfigured policy rule upstream that should be corrected in the policy configuration procedure rather than resolved manually every cycle. EasyClocking by WorkEasy Software includes a pre-export exceptions dashboard that consolidates missed punches, unapproved overtime, and leave mismatches in a single view for this exact step.
Expected outcome: A complete exceptions report for the pay period showing every unresolved item, sorted by site and manager, ready for resolution.
2. Resolve Missed Punches With Audit Notes
Prerequisites
- Exceptions report generated from Step 1
Contact the responsible manager for each missed punch. Collect the correct time and enter a manual correction in the system with a reason code and audit note. Every correction without an audit note creates compliance exposure; if a wage dispute or audit arises later, you need a documented trail showing who made the change, when, and why. Require a reason code for every correction (examples: "employee forgot to clock out," "device was offline," "supervisor-verified late arrival"). After corrections are entered, re-run the exceptions report to confirm the missed punch list is clear. Do not proceed to the overtime review until all missed punches are resolved, because an unresolved missed punch can change an employee's total hours and overtime calculation.
Expected outcome: All missed punches resolved with documented audit notes and reason codes. Re-run of the exceptions report shows zero remaining missed-punch items.
3. Approve or Reject Overtime Entries
Prerequisites
- Missed punches resolved from Step 2
Review all flagged overtime entries with the relevant manager. Approve legitimate overtime and reject unauthorized entries with a documented reason. For employees near overtime thresholds who worked at multiple locations during the period, verify total hours are aggregated correctly across sites. Confirm the system's overtime calculations match the rules configured in the policy procedure: daily thresholds, weekly thresholds, and any state-specific provisions. If you find a systematic miscalculation (for example, overnight shifts not splitting correctly), log it as a policy configuration issue and schedule a correction. Do not manually override individual overtime entries to mask a systemic rule error.
Expected outcome: All overtime entries reviewed, approved or rejected with documented rationale, and overtime totals confirmed accurate against configured rules.
4. Verify Leave Records Against Attendance Data
Prerequisites
- Overtime review completed from Step 3
Cross-check approved leave requests against attendance records to confirm every absence is classified correctly. Look for two common errors: approved leave that still shows as an unexcused absence in the attendance record (a mapping failure), and days where an employee has both a leave entry and a work punch (a conflict that needs resolution). For partial-day leave, confirm the hours split correctly between worked time and leave time. Verify that leave balances decreased by the expected amount for each approved absence. If discrepancies exist, trace them back to the leave integration configuration and correct the mapping before export.
Expected outcome: All approved leave requests match the attendance record with correct absence types, no conflicts between leave entries and work punches, and leave balances reconciled.
5. Reconcile Period Totals Against Prior Period and Headcount
Prerequisites
- Steps 1-4 complete for the current pay period
- Prior pay period totals available for comparison
Compare total regular hours, overtime hours, and leave hours for the closing period against the prior pay period. Flag any significant variance and investigate before exporting. A sudden increase in total hours without a corresponding headcount change may indicate misconfigured rules or unresolved exceptions. A decrease may indicate missing employees or enrollment gaps. Check that the employee count in the export matches the expected headcount for the period. This reconciliation step catches anomalies that item-level reviews miss. It takes only a few minutes but prevents the most expensive payroll errors: missing employees and period-level miscalculations.
Expected outcome: Period totals reconciled against the prior period with all significant variances investigated and explained. Employee count in the export matches expected headcount.
6. Generate, Validate, and Submit the Payroll Export
Prerequisites
- Period totals reconciled from Step 5
- Payroll platform export format confirmed (CSV, API push, or native integration)
Run the export in the format required by your payroll platform (API push, CSV, or XML), confirming the file includes all required fields: employee ID, hours type, hours quantity, pay code, and any location or cost-center codes. Open the export and spot-check a sample of records against the attendance system's individual employee summaries. Submitting the export without file validation passes upstream errors directly into payroll. After validation, transmit the export to payroll and archive the attendance records, the exceptions report, and the export file for the pay period. EasyClocking by WorkEasy Software provides a one-click audit trail export compatible with major payroll platforms including ADP, Gusto, and Paychex, consolidating every manual correction and reason code into a single archivable file. This archived record is your compliance documentation for wage disputes or audits.
Expected outcome: A validated payroll export file transmitted on schedule with spot-check verification complete, and all attendance records, exceptions reports, and export files archived for the pay period with a complete audit trail.

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How to Replace Manual Attendance Tracking With 5 Procedures

Not Ready for a Quote? Start Here.

Evaluate and Select an Attendance Management System

1. Audit Your Current Attendance Process

2. Define Must-Have Requirements

3. Shortlist Vendors Using the Requirements Matrix

4. Request Live Demos Testing Your Specific Scenarios

5. Run a Pilot With One Location for Two Pay Periods

6. Score, Select, and Execute the Vendor Agreement

Deploy Employee Time-Capture Clocks and Apps Across Locations

1. Map Clock Methods to Each Location

2. Install and Network Hardware Clocks

3. Configure the Mobile Attendance App With Location Restrictions

4. Enroll All Employees in the System

5. Run a Test Punch Cycle at Every Site

6. Train Employees and Managers, Then Activate Live Capture

Configure Attendance Policies and Overtime Rules in Your System

1. Load Shift Schedules for Every Location and Employee Group

2. Set Grace Period and Rounding Rules

3. Define Late and Absence Thresholds

4. Configure Overtime Rules

5. Set Up Manager Exception Alerts and Test With Historical Data

6. Publish the Configured Policy to All Employees

Integrate Leave Management With Attendance Tracking

1. Define Leave Types and Map Pay Codes

2. Configure Accrual Rules and Caps

3. Build Approval Workflows and Notifications

4. Map Approved Leave to Attendance Records

5. Test the End-to-End Leave-to-Attendance Flow

6. Train Managers and Migrate Historical Leave Balances

Validate and Export Payroll-Ready Attendance Data

1. Run the Pay-Period Exceptions Report

2. Resolve Missed Punches With Audit Notes

3. Approve or Reject Overtime Entries

4. Verify Leave Records Against Attendance Data

5. Reconcile Period Totals Against Prior Period and Headcount

6. Generate, Validate, and Submit the Payroll Export

How These Procedures Connect

Next steps