Initial settings
Initial settings determine how Vasco evaluates working hours, GPS, overtime, leave, locations, and payroll. Set policies with the correct effective date before staff start recording real transactions.
Vasco's rules must follow company policy, not the other way around. The client's admin sets the rules together with internal decision-makers; Vasco helps with configuration. Once a policy is in use, create a new effective version for any change so the history of earlier periods can still be explained.
Before you start
Have this ready
- Policies for working hours, lateness, breaks, overtime, leave, and locations have been approved internally.
- The operating time zone is known: WIB, WITA, or WIT.
- A list of branches, departments, projects/locations, and staff groups is available.
- The start date for each policy has been set.
Done when
- Attendance and leave policies are active for the correct scope and dates.
- Location radius has been tested in the field.
- A test payroll produces components that can be explained.
Safe configuration order
- 1
Set the time zone and business hours
Choose the work location's time zone—Asia/Jakarta (WIB), Asia/Makassar (WITA), or Asia/Jayapura (WIT)—then set the start and end times.
Result: Transaction dates and times are evaluated against the right reference.If something goes wrong: A wrong time zone can push transactions near midnight onto an unexpected date. Fix it before going live. - 2
Set the attendance policy
Set the scope (company/branch/department), tolerance, breaks, rounding, working hours per day, GPS, selfie, fallback radius, and effective period.
Result: Attendance has consistent evaluation rules.To cancel / undo: Close the panel or choose Cancel before Save. If the old policy is already in effect, don't overwrite it to change history; create a new effective version. - 3
Set up overtime
Choose hourly or daily according to your policy, set the minimum overtime, and make sure staff rates are filled in if you use individual rates.
Result: Overtime hours can be converted into payroll components consistently. - 4
Set up the leave policy
Create leave types, allowances, paid/unpaid defaults, half-day or hourly options, attachment requirements, carryover, and the effective period.
Result: Staff requests follow the agreed allowances and rules. - 5
Set the location and radius
On the project/location, choose a map point and a radius of 50–1,000 meters. Test from the actual work area.
Result: The inside/outside-radius status has a geographic reference. - 6
Create a test schedule
Create one shift for a test staff member, including a shift that crosses midnight if your business uses one.
Result: Conflicts, time zones, and the staff view can be checked. - 7
Run a Draft payroll
Record sample attendance, leave, overtime, bonuses/deductions, and cash advances; review the results without locking or paying.
Result: The configuration is proven before wide use.To cancel / undo: Leave the period as Draft and delete/correct the test data using the available features. Don't mark real payments just to test.
Attendance policy details
| Settings | Function | Questions before filling in |
|---|---|---|
| Scope | Applies the rule to the company, a branch, or a department | Do all staff really use the same rule? |
| Start/end time | Shift reference and duration | Are there night shifts or different schedules per group? |
| Tolerance | Lateness limit in minutes | Does tolerance mean not late, or just not deducted? |
| Breaks | Reduces working duration according to policy | Are breaks fixed or recorded as actual? |
| Rounding | Rounds time according to the rule | Has the rounding been approved and is it fair to staff? |
| GPS/selfie | Requires proof at clock-in | What is the procedure if device permission is denied or the camera fails? |
| Fallback radius | Reference when a location has no specific radius | Is the radius enough for device accuracy in the field? |
| Effective date | Sets the period when the rule applies | Is this date before the first relevant transaction? |
GPS is evidence, not an automatic disciplinary decision
GPS accuracy is affected by the device, buildings, weather, and permissions. Use the radius status as a signal to check, together with the time, photo, notes, and field conditions.
Leave and time-off policy details
- Create type names that staff understand, for example Annual leave, Permission, or Sick.
- Set the annual allowance and whether the balance can carry over to the next year.
- Set the paid or unpaid default; Admins still review the decision in approvals.
- Turn on half-day or hourly only if your policy supports it.
- Set after how many days an attachment is required, especially for sick leave.
- Set the effective start and end dates; deactivate for future use without deleting old history.
Changing a policy that is already running
A policy that has been used is part of the historical record. If working hours, tolerance, overtime, or leave change, use a new version with an effective date—don't change the old rule as if it had always been that way.
- 1
Record the decision and effective date
Make sure the change has been approved and set its effective date.
Result: The new version has an auditable basis. - 2
Create a new policy version
Copy the values that stay the same, change only the approved parts, then fill in the new effective period.
Result: New transactions use the new rule while old transactions can still be explained.To cancel / undo: Close the panel before Save. Once it's active, don't delete the old version; set the end of its validity or its active status as needed. - 3
Test the boundary date
Check one transaction before and one transaction after the effective date.
Result: The version switch is proven to work on the right day.
Hide modules you don't use yet
Settings can hide certain modules to keep navigation simpler. Hiding a menu is not a substitute for access rights and doesn't delete historical data.
For the launch stage
Start with the modules that have been agreed and are ready to use. Add other flows once the data, owners, and training are ready; access still follows the account's module and role.
Final checks before go-live
- The date and time zone on two test devices match the work location.
- The test staff member sees the correct schedule and can clock in and out.
- GPS permission denial has been tested and the admin correction procedure is understood.
- Offline attendance appears as a queue and is sent once the connection returns, without duplicates.
- A leave request produces a Pending status and can be approved/rejected.
- Paid and unpaid leave produce payroll impacts that are understood.
- Overtime follows the agreed minimum and rates.
- Cash advances appear in the balance and payroll deductions according to policy.
- Payroll stays Draft during testing; no test payment is marked Paid.
Questions and answers
Can I change an old policy directly?
For a policy that is already in effect and used by transactions, create a new version with an effective date. This preserves the explanation for earlier periods.
Does deactivating a policy delete its history?
It shouldn't. Deactivating stops future use; transaction history and old versions are still needed for audit.
What radius is the most appropriate?
There is no single number. Vasco supports 50–1,000 meters; choose based on the location's boundaries and device accuracy, then test directly at several points in the field. The starting value of 200 meters can be a test point, not a final decision.
What should you do if the payroll test result is wrong?
Don't move on to Reviewed/Approved/Locked. While it's still Draft, check the staff profiles, attendance, leave, overtime, bonuses, deductions, and cash advances at their source.