Employee Checkin
Employee Checkin captures clock-in and clock-out events — the raw time punches that drive auto attendance, shift compliance, and optional geolocation validation. Employees use the Smooth HR desk, mobile app, or kiosk to log IN and OUT entries linked to their shift and location.
Help URL: smoothhiring.com/help/hrms/attendance/employee-checkin
Table of Contents
- Overview
- Where to find it
- How check-ins work
- Creating a check-in
- Key fields
- Mobile and geolocation
- Processing into attendance
- Shift and roster integration
- Administration and cleanup
- Tips
- Troubleshooting
- Related guides
Overview
| Aspect | Detail |
|---|---|
| DocType | Employee Checkin |
| Desk path | /app/employee-checkin |
| Log types | IN, OUT |
| Optional | GPS coordinates, Shift Location validation |
| Downstream | Attendance auto-marking, Shift Attendance report |
Check-ins are append-only time events — corrections use Attendance Request rather than editing historical punches (preserves audit integrity).
Where to find it
| Access | Path |
|---|---|
| Shift & Attendance sidebar | /app/employee-checkin |
| Workspace shortcut (green) | Employee Checkin |
| Mobile app | Check-in action (if enabled) |
| HR list view | Filter by employee, date, log type |
Related:
| record | Path |
|---|---|
| Shift Location | /app/shift-location |
| Shift Assignment | /app/shift-assignment |
| Attendance | /app/attendance |
| Attendance Request | /app/attendance-request |
How check-ins work
Typical day flow:
Employee logs IN → works shift → logs OUT → Auto attendance marks Present (or Half Day / Late)
| Log type | Meaning |
|---|---|
| IN | Start work, arrive at site, begin shift |
| OUT | End work, leave site |
Rules (from Shift Type + HR Settings):
- First IN + last OUT of day determine working hours.
- Missing OUT may default to Absent or Half Day depending on configuration.
- Multiple IN/OUT pairs supported for break-heavy environments.
Creating a check-in
Employee self-service (desk)
- Search Employee Checkin or use workspace shortcut.
- Add Employee Checkin.
- Employee — auto-filled for logged-in employee.
- Log Type — IN or OUT.
- Time — defaults to now; adjust only if backdating allowed by policy.
- Save — submits immediately (no draft workflow on most sites).
Mobile app
- Open Smooth HR mobile (if deployed).
- Tap Check In / Check Out.
- GPS captured if geolocation enabled.
- Confirmation shown on success.
HR manual entry
HR may create check-ins for employees when kiosk unavailable — document reason in comment.
Key fields
| Field | Description | Required |
|---|---|---|
| Employee | Who is checking in | Yes |
| Log Type | IN or OUT | Yes |
| Time | Timestamp of punch | Yes |
| Device ID | Source device identifier | Auto |
| Skip Auto Attendance | Exclude from auto processing | No |
| Latitude | GPS latitude | If geo enabled |
| Longitude | GPS longitude | If geo enabled |
| Shift | Resolved shift assignment | Auto |
| Shift Start / End | From shift type | Auto |
| Offshift | Punch outside assigned shift | Auto flag |
Mobile and geolocation
Enable in HR Settings → Shift and Attendance:
| Setting | Effect |
|---|---|
| Allow Employee Checkin from Mobile App | Mobile punches allowed |
| Geolocation tracking | Capture lat/long on punch |
| Validate location | Reject if outside Shift Location radius |
Shift Location (/app/shift-location) defines:
| Field | Purpose |
|---|---|
| Location name | Site label |
| Latitude / Longitude | Center point |
| Radius (meters) | Allowed geofence |
Employees working remotely may use a dedicated "WFH" location with wide radius or disable validation per policy.
Processing into attendance
Auto attendance job (scheduled or manual):
- Groups check-ins by employee + date.
- Loads Shift Assignment for date.
- Applies Shift Type rules (start, end, grace, minimum hours).
- Creates or updates Attendance with status and late/early flags.
Process Attendance After setting delays processing until shift end + buffer.
Manual trigger: HR may run process from HR Settings or scheduled Auto Attendance job on a nightly schedule.
If Skip Auto Attendance checked on a check-in, that punch is ignored — use for exceptions.
Shift and roster integration
Check-ins validate against assigned shift:
| Scenario | System behavior |
|---|---|
| Punch on scheduled shift day | Normal processing |
| No shift assignment | May flag Offshift |
| Wrong shift time | Late Entry / Early Exit flags |
| Roster changed mid-week | Ensure Shift Assignment updated from Roster |
Assign shifts before expecting meaningful auto attendance — see Shift Type guide.
Administration and cleanup
| Task | How |
|---|---|
| View duplicate punches | List filter employee + date; sort by time |
| Delete erroneous punch | HR Manager delete (if permitted) — rare |
| Correct attendance outcome | Attendance Request not check-in edit |
| Audit field workforce | Shift Attendance report |
| Disable employee self check-in | HR Settings or role permission |
Integrations (biometric devices) may POST check-ins via API — contact your Smooth HR administrator for endpoint documentation.
Tips
- Train OUT punch habit — missing OUT is the #1 auto attendance issue.
- Set realistic grace periods on Shift Type — too tight creates false Late Entry flags.
- Test geofence on site — GPS drift near building edges.
- Use Shift Location per branch — multi-site companies need multiple locations.
- Review Offshift report weekly — may indicate roster gaps.
- Communicate time zone — cloud sites use server/site timezone; document for remote staff.
Troubleshooting
| Issue | What to do |
|---|---|
| Check-in rejected (location) | Move inside radius; verify Shift Location coordinates |
| Mobile check-in disabled | HR Settings → allow mobile; Employee role permission |
| Duplicate IN | Delete extra if policy allows; else Attendance Request |
| Attendance still Absent after IN/OUT | Run auto attendance; verify shift assignment |
| Wrong working hours | Check OUT time; multiple IN/OUT pairs order |
| Offshift flag | Assign shift for date on roster or Shift Assignment |
| Time wrong on punch | Server timezone; employee device clock sync |
Kiosk and shared device patterns
Some sites mount a tablet at the entrance running Smooth HR desk logged in as a kiosk user:
| Pattern | Setup |
|---|---|
| Shared kiosk | Dedicated User with permission to create Employee Checkin for any employee; employee selects name before IN/OUT |
| Personal mobile | Each employee uses own login — preferred for geolocation binding |
| Biometric export | Third-party device CSV → map to Upload Attendance or API check-in import |
When using kiosk mode, train employees to select the correct profile — duplicate IN for wrong employee requires HR cleanup.
Privacy and data retention
Check-in records may contain GPS coordinates. Document in your employee handbook:
- Location is validated only at punch time.
- Coordinates stored for audit dispute resolution.
- Retention follows company data policy.
HR can filter check-ins by date range for investigations without exposing live tracking.
Related guides
Last updated: May 2026