The attendance tableau allows you the query of attendant or absent colleagues. You can search either for the names of certain colleagues or for certain groups/departments. Depending on the configuration, the menu item is called e.g. Attendance Tableau or Team Attendance.

Which view do I see?

The attendance tableau exists in two views. Which one is shown is set by the administrator in the configuration of the action with the setting Use clientside version (default: No). As a user you cannot switch the view yourself; if needed, contact your administrator.

• Older, server-side view (setting = No): First a search form appears with fields such as grouping, display, filter and output format as well as the organigram. The result is shown as a list after clicking the Refresh button.
• Newer, client-side view (setting = Yes): The attendances are shown immediately. At the top there is a search field, coloured status buttons for filtering and buttons to switch between table, business cards and faces.

Common basics of both views

Permission and point in time

In both views only persons for whom you have a view permission are shown. The current status is always shown (today, at the time of the query or of the last refresh).

Selecting persons: organigram and favourites

The organigram is displayed in accordance with the level of authorisation of the user. The parameter "organigram" shows the organisational structure of the company. This selection is the same in both views; in the older view it is part of the search form, in the newer view it is opened with the groups button (see below).

• Only authorized groups: The organigram displays all groups, in accordance with the authorisation level of the user.
• All groups: the organigram displays all groups, even if the user is not authorised to select and query all of them.

• All folders marked with a "+" symbol can be further expanded, so the subunits will appear.
• A click on the respective unit sets a mark, a double-click marks also all subunits
• A click on the green arrow > Show subgroups until level 1-3 > displays all existing subunits
• A click on the blue arrow > Minimize tree > minimizes the organigram, only the superior groups appear
• Show detailed information > a click on this symbol displays the names (short names) of all selected units, even if the organigram is collapsed. Click here again, and the names (details) disappear

• Add a person to the list > click on the blue arrow > select the person > click on the "Add" button
• The sequence of persons in the list can be varied with the arrow-keys
• Remove a person from the list > click on the red "delete" symbol next to the name.
• Groups are handled the same way.

Status and symbols

For each person the current status is shown with a symbol, e.g. present, absent, absent with absence reason, not working or "person is not booking". For absences the absence reason (e.g. business visit, holidays, illness) and, if available, the period of the absence are shown. In addition, the time of the last booking and the comment the employee entered with the booking (e.g. "in conference until 10 a.m.") can be shown.

Availability according to the groupware calendar

Optionally (with an activated Groupware Integration module and the corresponding configuration) both views can also show the availability according to the groupware calendar.

Context menu

If configured by the administrator, a context menu with further actions can be opened for a person (e.g. by right-clicking the row or card).

Older, server-side view

Buttons

• Refresh: starts the query with the chosen settings and selection.
• Hide search form / Show search form: hides or shows the search form with the organigram. After a query the search form is hidden automatically.

Fields of the search form

• No grouping: display of all user in alphabetical order
• 1st. Level: display of all selected groups and user underneath the 1st. knot
• Example:
• Selection of group SA01 >> all user/groups located under G01 will be displayed, since G01 represents the highest knot in the organigram
• 2nd. Level: analogue to the 1st. level, all user/groups located under the 2nd knot will be displayed
• 3rd. Level: analogue to the 1st. and 2nd. Level

With this menu item, the user can query the presence/absence of employees either directly via name search or via departments.

Depending on the level of permission the employee has, the organization chart is displayed. The Organization chart parameter shows the organizational structure of a company.

• All folders marked with a plus (+) symbol can be expanded further and thus show the subunits.
• Clicking checks the respective unit. A double-click on a folder automatically checks all subunits as well.
• Clicking the Query button starts the search.

• Grouping
  This parameter allows the selection of: No grouping, 1st level, 2nd level, 3rd level
• No grouping: all users are displayed in alphabetical order
• 1st level: all selected groups and users below the 1st node are grouped and then displayed
• Example:
• Selection of group SA01 --> employees are displayed under G01, since G01 is the topmost node in the organization chart
• 2nd level: analogous to the 1st level, all users below the 2nd node are displayed here.
• 3rd level: analogous to the 1st and 2nd level
• View
  Here you can choose between the standard view and the compact view.
• Filter
  This field is only shown if it was activated by the administrator. This parameter allows a specific search for defined parameter can be used to search specifically by the following criteria: only
current
• present
persons > the attendance tableau displays only attendant colleagues
• only absent persons > the attendance tableau displays only absent colleagues
only persons with absence reason > the attendance tableau displays only colleagues with a booked
• , only absent, only persons with an absence reason, no restriction
• only present: only colleagues who are present are shown in the attendance board
• only absent: only colleagues who are absent are shown
• only absence reason: only colleagues are shown who have booked an absence reason (e.g. business visit, illness, holidays official errand, sick, vacation, etc.)
• no constraints >restriction: if this parameter displays is selected, all colleagues , in accordance with the authorisation level.
Output formatIf provided by the administrator, the result can also be prepared for printing or output as PDF or Excel.SearchAll groups the user is authorised to view are searched. The search term must match at least a part of the first or last name of a person, or of the short name or name of a group. If the option Consider selection in search is activated, only the current selection is searched. With the option Show result if possible the result is displayed right away without a further query.
• Selection tree and Options (organigram/favourites): see above under "Selecting persons".

Display of the result

The attendance tableau displays an overview, containing the selected group/department, names of the team-members, the status, absence reason etc. Above the list the name of the action and the date and time of the query are shown. The appearance of the attendance tableau, and its content is defined by the system administrator.

With the display Compact, only photo, name, status, absence reason, period of the absence and, optionally, the groupware availability are shown.

The appearance o the attendance tableau is represents an example, and can vary, as the layout can be adapted by the system administrator.

The summary list includes the number and names of the selected groups/departments, number of displayed persons. Optionally, the summary can be removed by the system administrator.

Newer, client-side view

First call and selection of groups

The attendances are shown immediately, without a prior query. On the first call (if nothing has been selected yet), your own organisational unit is selected automatically.

Left of the search field a button shows the current selection, e.g. 1 org unit, 3 org units, 1 group, 3 groups, Favorites (with a star) or All (!) (when searching in all org units). Clicking it opens the selection with selection tree, organigram and favourites (see "Selecting persons"); Done applies the new selection. The fields grouping, refresh interval, display, filter, output format and the search of the older view are not available here.

Search

• The search field (Name, location, etc.) filters the shown persons while you type. It searches the data of the person, e.g. name, organisational unit, e-mail, phone numbers or address.
• Next to the search field the number of persons is shown, e.g. 12 persons or, when filtered, 3 of 12 persons.
• If the search finds nobody in the current selection, pressing Enter (or Search in all org-units) searches all persons you have a view permission for. All entered words must match. The selection button then shows All (!); clicking it ends the search in all org units and opens the selection.
• The Esc key or the clear symbol in the search field clear the search. If the group selection is changed, the search is cleared as well.

Status filter

Right of the search field (below it on narrow screens) there is a button with symbol and colour for each status or absence reason that currently occurs among the shown persons (e.g. present, absent or an absence reason such as holidays).

• If all buttons are active, clicking one button shows only persons with this status. Further clicks add or remove single statuses.
• All resets the filter so that all persons are shown again.
• In the options you can choose whether the status names and the number of persons per status are shown on the buttons.

Sorting

The persons are sorted by two criteria (default: first by status, then by last name). The sorting can be changed next to the heading (by ...), in the options (First sorted by, then sorted by) or in the table by clicking the column headers Name, Organisational Unit and Status. Available are first name, last name, organisational unit and status, each ascending (↑) or descending (↓).

Display: table, business cards, faces

The three buttons at the top right select the display:

• Table (default): columns Status (photo or initials and status symbol), Info (period of the absence, time of the last booking, status or absence reason and comment), Name, Organisational Unit, Availability (only with groupware integration), Email, Office phone number and Cell phone number. The columns are fixed.
• Business cards: one card per person with photo or initials and status symbol, button Contact, name, the status information and, if available, the availability.
• Faces: only photo or initials with status symbol; the status is shown when you hover the mouse over it.

If an absence has no end date, "Until further notice" is shown. If a person is in another time zone, the time zone and the time difference are additionally shown with the booking time.

Contact data

• In the table, e-mail address and phone numbers can be clicked directly (Send email, Call office, Call mobile).
• On the cards, clicking the photo (or Contact) opens the available contact data of the person: e-mail, address, mobile, office and fax number and extension.
• Add to my device contacts downloads a contact file (vCard) with name, phone numbers, e-mail, address and photo, which can be added to the contacts of the device.

Availability

With groupware integration the column or line Availability shows a day bar with the appointments of the person (free, tentative, busy). Clicking it opens the person's daily calendar for today with the appointments (with location; private appointments are marked) and the absence reasons (e.g. full day, half day, approved/not approved, "Request rests with").

Options

The button with the three dots opens the Options:

• Colleagues: First sorted by and then sorted by
• Status filters: Show status names (default: on) and Show person count (default: off)
• Done closes the options.

Refresh

• The button with the circular arrow shows the time of the last refresh; clicking it refreshes the display immediately.
• The display is also refreshed automatically. Whether and at which interval is set by the administrator in the configuration (Automatic refresh, default: on; Refresh interval (minutes), default: 5). Depending on the configuration, the automatic refresh runs in the background or with a loading indicator.
• After an input (e.g. search, filter, sorting) the interval starts again. As long as the browser window is not visible or the daily calendar of a person is open, no automatic refresh takes place.

No results

If no persons are found, No results is shown with a matching button: Search in all org-units, Clear filters or Change groups.

Saved settings

The browser remembers the chosen display, the sorting, the status filter and the status filter options, so that they apply again at the next call (in the same browser). A name search is only remembered for 10 minutes.

Small screens

On narrow screens status filter and sorting are placed in a separate line, the table uses the short labels (e.g. Org-Unit, Office, Mobile) and the short name of the organisational unit, and contact buttons appear as symbols only. The options open from the bottom.

Comparison of the two views

Printing and exporting

• are shown for whom you have the viewing authorization
• Selection tree
  This parameter offers the following choices: Groups with viewing authorization, all groups
• Groups with viewing authorization: shows all groups that the user is authorized to see
• All groups: shows all groups of the company, even if the user is not authorized to query all of them
• Search
  If a search term is entered, all groups for which a viewing authorization exists are searched. It is possible to search by a name (last name, first name) or by an initial letter. The result then contains all possible last names as well as first names.
• Selection
  With this parameter, the user can choose between the organization chart and favorites, which can be created by the user.
• Organization chart
• All folders marked with a plus (+) symbol can be expanded further and thus show the subunits.
• Clicking checks the respective unit. A double-click on a folder automatically checks all subunits as well.
• Clicking the green arrow - Show subunits down to depth (depth 1-3) - displays all existing subgroups.
• With the blue arrow - Collapse tree - this view is collapsed again so that only the higher-level groups appear.
• Show details: clicking the icon displays.... Clicking again hides the detail information
• Clicking the Query button starts the search.
• Favorites
  With this parameter, every user can create his or her own favorites list, which can contain both persons and groups that are queried frequently. The favorites list can be adjusted at any time.
• To add a person to the favorites list --> click the blue arrow --> select the person --> click the "Add" button
• The order of the persons on the favorites list can be changed at any time using the arrow keys.
• To remove a person from the favorites list, click the red delete icon to the right of the name.
• Proceed in the same way with groups.

The attendance list shows the selected group, the photos and names of the persons assigned to the group, the status (green check mark for present, red cross for absent, absence reason), information about the last booking, the terminal number, for absences also an absence reason as well as the duration of the absence (e.g., official errand, vacation, ...).

The display differs depending on whether Standard or Compact is selected:
Standard:

• Photo
  if available, the photo of the person is displayed
• Name
  the names of the persons who belong to the selected group appear here
• Status
  red cross --> absent / green check mark --> present
• Booking
  shows when the last booking was made
• Terminal number
  indicates at which terminal the person in question booked in
• Absence reason
  Example: vacation, sick, official errand
• From - to
  Period of the absence (vacation, sick, official errand,...)
• Message
  this column shows the message the employee enters with his or her time booking (e.g., customer visit, meeting, etc.)
• GW appointments
  optional (with the "Calendaring" module installed), GW appointments from the calendar could also be displayed here

Compact:

• Photo
  if available, the photo of the person is displayed
• Name
  the names of the persons who belong to the selected group appear here
• Status
  red cross --> absent / green check mark --> present
• Absence reason
  Example: vacation, sick, official errand
• From - to
  Period of the absence (vacation, sick, official errand,...)
• GW appointments
  optional (with the "Calendaring" module installed), GW appointments from the calendar could also be displayed here

The columns listed above are examples and may differ from installation to installation, since the layout can be individually adapted by the administrator via the configuration.

The summary again contains the information about the number of displayed employees, possibly the number of selected groups, and the name of the group. The summary can optionally also be hidden.