Specific Policies and Grace Periods
What is Specific Policies feature in Attendance Service of Zoho People?
As the name suggests, this feature lets you customize attendance service-related configuration specifically for employees or for employees belonging to a specific shift.
Configuring Specific Policies
- Navigate to Settings > Attendance > Configuration > Specific Policies tab. Click on Add Specific Policy.
- Enter a name for the Specific Policy setting.
- Set the applicability for the specific policy. You can choose either User, Employment Type, Department, or Shift.
The settings that can be configured for each specific policy are identical to those in the General Attendance Policy, Default access permissions with the key difference being that grace periods can also be configured for specific policies as outlined below, and Location Tracking can be enabled.
The priority order for employee attendance policy applicability is as follows: User-specific policies are prioritized first, followed by policies based on employment type, then shift-related policies, and lastly, the general attendance policy.
Grace Period
As mentioned above, Grace Period is a unique feature that is available when configuring specific attendance policies.
What is Grace Period in Attendance Service?
Grace period allows you to define rules for the number of permitted deviations when an employee arrives late, leaves early, or spends less time at work. You can also track deviations specifically from core working hours. Once the allowed number of deviations is exceeded, you can specify the type of leave to be deducted as a consequence.
Configuring Grace Period
Navigate to Settings > Attendance > Configuration > Specific Policies tab. Click on Add Specific Policy scroll down and enable Grace period policy.
- Enter the allowed grace time for first check-in, last check-out, working hours, core working hours as required.
- Enter the number of deviations allowed and select the period within which it is allowed - week, month, or pay period.
- You can also consider deviations that occur on the multiples of the input number (example: 2 = 2, 4, 6, 8..nth deviation).
- Select how much leave is to be deducted (options include 0.25, 0.5, and 1) once the allowed deviation exceeds the allowed limit.
- Select the leave type from which leave is to be deducted.
- Enable Notify by email option if required, and the email can be customized as required.
Watch our help video on grace period in Zoho People:
Grace period configuration examples (use cases)
Example 1
An organization has enabled the grace period policy with the following configurations:
Based on the above configuration, more than two combined occurrences will lead to a leave deduction.
| Day | Attendance entry | Rule implication |
| Monday | Check-in late by 15 minutes | 1st deviation |
| Tuesday | Check-out early by 30 minutes | 2nd deviation |
| Wednesday | Total working hours less than 06 hours | 0.25 days of casual leave deducted |
| Friday | Check-out early by 20 minutes | Marked as Absent (casual leave balance lapsed) |
Example 2
An organization has enabled a grace period policy with the following configuration:
Based on the above configurations, Rule 1 and Rule 2 will work independently.
Rule 1:
| Day | Attendance entry | Rule implication |
| Monday | Check-in late by 15 minutes | 1st deviation |
| Tuesday | Check-in late by 30 minutes | 0.5 days of casual leave deducted. |
Rule 2:
| Day | Attendance entry | Rule implication |
| Monday | Working hours less by 15 minutes | 1st deviation |
| Tuesday | Working hours less by 30 minutes | 2nd deviation |
| Wednesday | Working hours less by 20 minutes | 0.5 days of casual leave deducted |
Example 3
An organization has enabled a grace period policy with the following configurations:
Rule 1:
| Day | Attendance entry | Rule implication |
| Monday | Check-in late by 15 minutes | 1st deviation |
| Tuesday | Check-out early by 30 minutes | 0.5 days of casual leave deducted |
| Thursday | Check-in late by 20 minutes | 0.5 days of vacation leave deducted (casual leave balance lapsed) |
Rule 2:
| Day | Attendance entry | Rule implication |
| Monday | Working hours less by 25 minutes | 1st deviation |
| Tuesday | Working hours less by 30 minutes | 2nd deviation |
| Wednesday | Working hours less by 20 minutes | 1 day of casual leave deducted |
> The grace period set will be applicable in the following cases:
While importing check-in or check-out entries of employees
Manual attendance entries were added by the administrator.
> During attendance regularization:
If an employee has applied for leave either for the first half of the day, the first quarter of the day, or an hour-based leave within the range of the configured grace period, then the check-in policy grace period will not be applied.
If an employee has applied for either the second half of the day, the last quarter of the day, or an hour-based leave within the range of the configured grace period, then the check-out policy grace period will not be applied.
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