Requirement

Use Case

Steps to Follow

1. Create a from with the following details to collect the Check In and Check Out data of the employees.

   Form	Form Link Name	Field Type	Field Name	Field Link Name
   Check In/Out	Check_In_Out	Drop Down	Check In/Out Check In Check Out	Check_In_Out
   		Email	Email	Email
   		Date_Time	Check In Time	Check_In_Time
   		Date_Time	Check Out Time	Check_Out_Time
   		Drop Down	Status Checked In Checked Out	Status

2. Navigate to the form properties by clicking on the settings icon () in the top-right corner.
   
   
3. Rename the Submit button to Confirm and hide the Reset button by clicking the Click to hide () icon.
   
   
   
   
4. Enable Geo-fencing in the form properties. A pop-up will be shown to configure geo-fencing.
   
   
5. Select the desired location on the map or search for the location by typing the address in the Address field.
   
   
6. Adjust the radius according to your preference. In this example, we have set it to 1 mile.
   
   
7. Customize the default error message for geo-fencing to align with your preferences, conveying to users attempting to access the form outside the geo-fenced region.
   
   
8. Create a page named Employee Check_In/Out.
   
9. Embed the Check In/Out form into the page and customize the remaining page depending on your preference. Here, we have additionally embedded the Check In/Out Report.
   
   
10. Create a workflow to execute on validation of Check In/Out form submission to auto capture the check in and check out time of the employee and name the workflow Auto Capture Time.
    
    
11. Add the following code in the Deluge editor.
    
1. //Fetch the attendance record of the logged in user for the day.
2. var = Check_In_Out[Check_In_Time == today && Email == zoho.loginuserid];
3. If there are no matching records when the user checks in, autofill the field with the current check in time, user email, status as "Checked In," and reset the Check In/Out field.
4. if(var.count() == 0 && Check_In_Out == "Check In")
5. {
6. input.Check_In_Time = zoho.currenttime;
7. input.Email = zoho.loginuserid;
8. input.Status = "Checked In";
9. input.Check_In_Out = "";
10. }
11. //If the checked in user tries to check in again on same day, show alert message and cancel form submission.
12. else if(var.count() > 0 && var.Status == "Checked In" && Check_In_Out == "Check In")
13. {
14. alert "You've already checked in";
15. cancel submit;
16. }
17. //If the user checks out, update the existing record with the current check-out time, user email, status as "Checked Out," and reset the Check In/Out field.
18. else if(var.count() > 0 && var.Status == "Checked In" && Check_In_Out == "Check Out")
19. {
20. var.Check_Out_Time=zoho.currenttime;
21. var.Email=zoho.loginuserid;
22. var.Status="Checked Out";
23. var.Check_In_Out="";
24. }
25. //If the checked out user tries to check in again in the same day, update the status to "Checked In" and clear the Check Out Time field.
26. else if(var.count() > 0 && var.Status == "Checked Out" && Check_In_Out == "Check In")
27. {
28. var.Status="Checked In";
29. var.Check_Out_Time=null;
30. }
31. //If the checked out user tries to check out again on same day, show alert message and cancel form submission.
32. else if(var.count() > 0 && var.Status == "Checked Out" && Check_In_Out == "Check Out")
33. {
34. alert "You've already checked out";
35. cancel submit;
36. }
12. Create another workflow to execute on the successful submission of Check In/Out form and name the workflow as Preventing Empty Record Entry. This workflow safeguards against the creation of multiple records when users attempt to check in or out.
    
    
13. Add the following code in the Deluge editor.
    
1. //If the Check In/Out field has not been reset in the previous "Auto Capture Time" workflow, delete the corresponding record.
2. if(input.Check_In_Out == "Check Out" || Check_In_Out == "Check In")
3. {
4.  delete from Check_In_Out[ID == input.ID];
5. }
14. Create another workflow to hide the auto populated Check In Time, Check Out Time, Email, and Status fields of the Check In/Out form and name the workflow as Hide Fields.
    
    
15. On the subsequent page, click Add New Action, choose Hide fields, set this action to run always, and select the Check In Time, Check Out Time, Email, and Status fields.
    
    

See How It Works

Related Topics

1. Geo-fencing