Attendance Administration
MA GROUP — HR & Payroll Control Panel
A 6-digit reset code has been emailed to the company recovery address.
Hours and short time are measured against each employee's own duty hours — office staff 08:00–17:00 (9 h), site trades 07:00–17:00 (10 h). Overtime applies to site trades only. Change any employee's Status directly from the dropdown — 🟢 ON SITE · ⬛ OUT · ❌ ABSENT · 🏖 OFF DAY. Real punch times are kept where they exist; use ✎ Fix times to set exact hours or a night shift.
| Employee | Role | Status | Location | Check-in | Last event | Hours | OT / Short (vs duty) | Flags |
|---|
| ID | Name | Role | Company | Status | Basic salary (AED) | Leave balance | Phone (device) |
|---|
Per company policy, overtime pay is NOT applicable at MA Group — all staff are time-tracked only. The "OT eligible" tick exists for exceptional cases approved by management. Day-off work is compensated with a substitute day off.
One-phone policy: each staff account locks to the first phone used. If someone changes phone, their attempt appears here as a NEW PHONE REQUEST — approve or reject it. "Unlink" frees the account so the next phone used becomes the registered one.
| Employee | Type | Dates | Days | Balance | Leave salary | Note | Certificate |
|---|
Sick leave without a valid medical certificate should be rejected — the days then count as absence, per company policy. Annual & emergency leave are deducted from the balance (UAE accrual: 0 in first 6 months · 2 days/month for months 7–12 · 2.5 days/month after the first year).
| Employee | Type | Dates | Days | Status | Requested |
|---|
Initiated by HR. Nothing has been applied to the employee's salary and the employee has not been notified until you approve.
| Raised | Ref | Employee | Type | Change | Effective | Initiated by |
|---|
Nothing is paid and no payslip is sent until you approve the month.
| Employee | Type | Dates | Days | Balance | Leave salary | Note | Certificate |
|---|
Approving an ID card replacement automatically adds the AED 50 deduction to this month's payroll.
| Date | Employee | Type | Subject | Details |
|---|
One-phone policy: the employee tried to sign in from a DIFFERENT phone. Approve only if you know they changed their phone — the new phone becomes their registered phone.
| Employee | Position | Requested at | Action |
|---|
Submitted by office staff and engineers from their phones; each also arrives by email for printing. Mark Approved → then Done when processed.
| Date | Employee | Type | Subject | Amount | Details | Status |
|---|
Published instantly on every employee's staff page (visible for 24 hours) and pushed to their phones. Tick Email to also send it to all staff email addresses on file. The WhatsApp button opens WhatsApp with the circular ready to paste into the staff group.
| Date | Ref | Type | Title | Issued by | |
|---|---|---|---|---|---|
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Live figure for the whole company — what has to be transferred through WPS and what has to be drawn in cash, computed from this month's attendance, overtime and deductions. Inactive staff and the IDs listed in Settings (MA-001, MA-002, MA-003) are excluded.
Everything about this employee in one place — service, leave balance and history, sick and absent days, overtime to date, salary paid up to, advances taken and recovered, end-of-service accrued, every request they raised with its status and a printable letter, warnings, assigned vehicle and the PPE renewal due date.
Press Load / refresh to build the record.
Official UAE-format certificates for the employee selected above, on company letterhead with signature and stamp. Every certificate states that it is issued at the employee's request and carries the standard limitation-of-liability clauses — no guarantee of continued employment, no surety for the employee's loans or obligations, no salary-transfer undertaking, and no assignment of end-of-service. Each issue is logged with its own reference and a validity period.
| Date | Reference | Type | Addressed to | Issued by |
|---|
Issuing a letter updates the system straight away — an increment or promotion changes the salary / job title on the employee record and is written to the salary history; a thank-you letter with a cash gift is added to the chosen month's payroll and appears on the payslip as its own line. Voiding a letter reverses exactly what it did.
| Date | Reference | Type | Change applied | Effective | Status |
|---|
Reset phone registration to allow fresh login or approve a new device.
Edit amounts via Employees → Edit. Freelancers: attendance & OT only — no leave, end of service or travel allowance.
Track salary increases, promotions, and market adjustments for audit trail and employee records.
| Date | Old Basic | New Basic | Change | % | Reason |
|---|
Full month for this staff member on one document: day-by-day in/out with hours, OT and short time, plus the payroll summary. Print it or push it straight to the employee's email (also appears as a notice in their staff app).
A deduction attached to a warning is added automatically to the payroll of the same month as the warning date (1 day = gross ÷ 30) and appears as its own line on the payslip. UAE Labour Law Art. 39 caps fines at 5 days' wage per violation.
| Date | Level | Reason | Deduction |
|---|
Choose immediate effect (Art. 44 — summary dismissal on listed grounds, no notice) or with notice period (Art. 43 — notice served or paid in lieu). The letter prints on letterhead with the company stamp & CEO signature, and can be pushed to the employee's email.
| Notice date | Type | Last working day | Ref |
|---|
Upload passport, national ID (EID), visa, employment contract, and medical fitness certificate. Required documents appear in the system audit.
| Type | File | Uploaded | Expiry |
|---|
Set each site's GPS coordinates and radius (metres). Check-ins outside every zone are recorded but flagged OUT_OF_ZONE. Tip: open Google Maps, long-press the site location, and copy the coordinates like 25.2048, 55.2708 into the Lat/Lng box — or press 📍 while standing at the site.
| Name | Lat, Lng | Radius (m) | Type |
|---|
Staff agreement: the monthly target is 3 × salary. A staff member who achieves her target receives 5% of her TOTAL sales for that month. Enter each person's total sales below — the target check and 5% commission are calculated automatically and flow straight into the payslip and payroll. Deductions (asset damage, losing clients, etc.) stay in the Payroll tab.
| ID | Name | Salary (AED) | Target (3×) | Total sales (AED) | Status | Commission (5%) |
|---|
Optional manual additions on top of the sales commission (special campaign, exceptional service, etc.).
| Employee | Commission | Amount (AED) |
|---|
Enter this month's manual deductions before running payroll: internet, warning fines, driving fines, cleaning, etc. Approved salary advances are added here automatically. Each deduction appears as its own line on the employee's payslip.
| Employee | Deduction | Amount (AED) |
|---|
Lines marked AUTO are posted by the system and are already included in the payroll — warning-letter fines (added the moment the warning is issued, in the warning's month), approved salary advances and ID-card fees. Nothing needs to be re-entered; remove a line only if it should not be charged.
Runs automatically on the 30th of every month at 8:00 AM (February: run manually). The payroll sheet — gross + OT − attendance & manual deductions = net, with policy-hold flags — is emailed and archived. "Print ALL payslips" opens the whole company in the official format, one page each.
Payslips are never emailed when payroll is processed. The CEO reviews the sheet and presses FINAL APPROVE — only then does each employee receive their payslip, the staff-page alert appears, and the signed & stamped payment instruction (PDF) goes to the CFO to release the salaries. Individual payslip emails from HR File are also blocked until the month is CEO-approved.
The system went live in August — salaries before that were paid outside the system. Record that fact once so no employee file ever shows false "unpaid" months (protects end-of-service / termination cases). This sends nothing to staff; it is a CEO-stamped bookkeeping declaration.
Generate the payslips for all staff or one employee, open each one on screen to review or print, and only then push it — by email or WhatsApp. The table is a LIVE projection of the selected month — attendance deductions build up automatically as the month progresses (day 1 shows none yet); past months are archived in HR File → Payroll history. NET = gross + OT + commission − deductions. Pushing stays locked until the month has the CEO's final approval; generating and printing are always allowed.
Computed by the system from attendance, leave and deduction records — not typed in. HR prepares it, the CEO approves, and that approval is what ends the employment: the employee is set inactive from their last working day, the signed & stamped settlement PDF is issued, and it is emailed to them for signature.
| Ref | Employee | Last working day | Service | Net (AED) | Status |
|---|
Every settlement is archived with the attendance figures it was computed from.
Marks all active staff as PRESENT (their full scheduled day) for a past date range — use this once so the period before go-live does not count as absence in payroll. It automatically skips rest days, public holidays, approved leave, days before an employee's joining date, and any day that already has a real check-in. Seeded days are tagged in the records for audit.
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Every office staff member and site engineer submits an hourly productivity sheet from their staff app before the end of each day. Review each sheet here: mark it ✅ OK, or ⚠ Below target — which opens the warning-letter form with the productivity reason prefilled and an optional salary deduction (Art. 39, max 5 days, gross ÷ 30 per day) that posts automatically to the same month's payroll. Missing sheets can be marked and warned too. A morning email lists yesterday's missing / unreviewed sheets.
| ID | Employee | Role | Sheet | Declared | HR review | |
|---|---|---|---|---|---|---|
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Every driver must log each journey from the staff app (▶ Start trip / ⏹ End trip — purpose, destination, GPS at both ends). A vehicle whose KM moved with NO trips logged is flagged red.
| Driver | Vehicle | Trips today | KM driven | Status |
|---|---|---|---|---|
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Registration & insurance expiry tracked with automatic email reminders 7 days before renewal, and oil service every 10,000 km. Assign each vehicle to a driver / engineer — assigned staff must enter the odometer reading at every check-out, so the register updates itself daily and a service-due email fires the moment 10,000 km is crossed. Reminders also repeat with the morning daily report.
| Plate | Vehicle | Ownership | Company | Assigned to | Reg. expiry | Insurance expiry | Current KM | Last service KM | Next service | Status |
|---|
Give HR and your secretary their own usernames and passwords. Roles: HR admin — full dashboard except Settings; gives the FIRST approval on requests and leaves (CEO gives the final one). Secretary — daily attendance corrections only. The CEO login stays the main password with no username.
| Name | Username | Role | Status | |
|---|---|---|---|---|
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Counted per calendar month, office staff & site engineers only, and only on days they actually worked. Each step fires once per person per month. The reminder is an email; the rest are recorded written warnings in the personnel file. The count appears on every payslip.
These days are paid and never counted as absence. Staff working on a holiday are compensated per the rules of the rest day.
The daily report emails every morning at 8:00 AM (Dubai), at the start of the working day: who is in / late / absent, plus yesterday's hours and overtime. Requires the email connection (SMTP) to be configured once — ask Claude if the test says it isn't.
Every day at 8:00 AM the system snapshots all master data into a dated backup (runs with the daily report). The last 90 days are kept. Attendance and payroll records are stored per-day/per-month and never overwritten, so they are always safe.
Give your secretary a separate password. Logging in with it opens ONLY the Live Today attendance view with the Fix (time in / time out), Mark present/absent and Off-day tools. Payroll, salaries, HR files, employees admin, reports and settings are completely blocked for this login — the server refuses them, not just the screen.