Attendance
Vasco attendance supports clock in and out with GPS, tracking during shifts, location photos, an offline queue, recording by Foremen/Admins, administrative corrections, and payroll period controls.
Staff can still record attendance when GPS is denied or the internet is down; Vasco flags the evidence that's available and syncs the offline queue when the connection returns. A clock-in mistake can't be undone from the staff screen—an Admin makes the correction. Location tracking only runs from clock in to clock out, when turned on.
Before you start
Have this ready
- The staff member has an active Staff code and has signed in to the phone app.
- The date, time, time zone, and device location permission have been checked.
- The attendance policy, schedule, location, and radius have been set up.
- Admins understand who is responsible for corrections.
Done when
- Clock in and clock out are recorded once on the correct date.
- GPS/offline status is understood and followed up without duplicates.
- Corrections are finished before payroll leaves Draft.
Staff: clock in
- 1
Open the Clock in tab
Check the name, date, schedule, and location shown. Make sure this is the start of the right shift.
Result: The staff member isn't recording on the wrong account or day. - 2
Press Clock in once
Allow the app to take one GPS point if available. Wait until the success status or saved-offline status appears.
Result: The clock-in time is recorded with the location evidence that's available.To cancel / undo: Before you press the button, go back from the screen. Once attendance is sent, Staff have no undo; report mistakes to an Admin for correction.If something goes wrong: If GPS permission is denied, attendance can still be saved without GPS. Don't press the button repeatedly to chase a location point. - 3
Choose the shift tracking permission
If the background tracking prompt appears, read the explanation and choose to allow or Later. Tracking only starts after clock in and stops at clock out.
Result: If allowed, Admins can see location updates during the shift; if postponed, the clock in is still recorded.To cancel / undo: Choose Later to not turn on background tracking at that time. The permission can be changed in the device's Settings. - 4
Check the screen status
Make sure the screen shows you're clocked in or working. If it says saved offline, keep the app and wait for it to sync when the internet returns.
Result: The staff member knows the data was captured and doesn't create duplicates.
Short message for staff
“Press Clock in once, then wait. If it says saved offline, don't press again—the data will be sent automatically when the internet returns.”
Staff: send a Location photo during a shift
A Location photo is an extra checkpoint after clock in and before clock out. It doesn't replace clocking in or out.
- 1
Choose Location photo
Open the checkpoint while the status is working, then allow the camera if asked.
Result: The camera is ready to capture evidence of site conditions. - 2
Take a relevant photo
Make sure the photo shows the required working conditions and doesn't accidentally include documents or unrelated people. Add a short note if needed.
Result: The photo and note can be understood by the Admin.To cancel / undo: Close the camera or cancel before sending; no checkpoint is created. - 3
Send and wait for confirmation
When offline, the location/checkpoint can be queued while the photo file follows when the connection allows.
Result: The checkpoint is saved or queued.If something goes wrong: Don't take many photos for the same transaction. Check the sync status first.
Staff: clock out
- 1
Make sure the shift's work is done
Check that any required checkpoints or notes were made before you leave.
Result: The shift isn't closed too early. - 2
Press Clock out once
Wait for the location capture and confirmation. Background tracking is stopped before the clock out is completed.
Result: The clock-out time is recorded and shift tracking stops.To cancel / undo: Before you press, go back from the screen. Once sent, Staff have no undo; ask an Admin to fix the time or status. - 3
Check this week's history
Open that day's details and make sure the clock-in and clock-out times, location, and sync status are correct.
Result: Mistakes are found before payroll is processed.
Clocked out too early or pressed by mistake
Don't create a second clock-in to make up for it. Note the time it should have been and send it to an Admin for an administrative correction.
When the internet, GPS, or permissions have problems
| Condition | What happens | What to do |
|---|---|---|
| Internet is down | Attendance is saved to the device queue | Wait for the saved-offline status; connect to the internet and let it sync |
| GPS permission denied | Attendance can be saved without coordinates | Don't repeat it; open the device's Settings if shift tracking is required and tell the Admin |
| GPS can't get a point | The status may show no GPS/accuracy unavailable | Move to a more open area for the next transaction; the Admin checks other evidence |
| App closed while a queue exists | Sync is delayed until the app/connection is available | Reopen it when online and check the queue indicator |
| Button pressed again | Risks confusion/duplicates | Stop trying, take a screenshot of the status, and ask an Admin to check |
Don't delete the app before the queue syncs
Offline data is stored on the device. Deleting the app, clearing app data, or switching devices before it syncs can leave the local queue unsent.
Foreman: record crew attendance
- 1
Open the related crew list
A Foreman only handles teammates on the relevant assignment/project. Match the date and names.
Result: Recording is done for the right crew. - 2
Choose Present or Absent
Use the actual field conditions and record only once.
Result: The crew's attendance status is saved as recorded by the Foreman/Admin.To cancel / undo: Cancel before confirming. Once saved, ask an Admin to make a correction; don't add another status to cover the mistake.
Present by an admin is not proof of the staff member's GPS
If a Foreman marks Present, the recording source differs from self-service attendance with GPS. Staff can still clock in with GPS if the company's flow requires it.
Admin: daily attendance check
- 1
Choose the right date
Don't rely on today if you're fixing an earlier period. Choose the business date explicitly.
Result: All actions are applied to the intended day. - 2
Review the statuses
Check Present, Clocked out, Not clocked in, Leave, Absent, and Day off. Open the details to see the time, GPS, radius, photo, and recording source.
Result: Exceptions are found before bulk actions. - 3
Use bulk actions carefully
Mark everyone present or the rest as Absent only after leave, days off, different shifts, and staff without a schedule have been checked.
Result: A bulk status doesn't overwrite legitimate exceptions.To cancel / undo: Choose Cancel at the confirmation. Once saved, correct the wrong rows one by one. - 4
Export the summary if needed
Use PDF for review/archiving, then store it in a secure company location.
Result: The summary can be reviewed without changing the source data.
Correct wrong attendance
- 1
Gather the evidence
Note the staff member, date, the clock-in/out times it should have been, status, reason, and supporting photo if any.
Result: The correction isn't based on memory alone. - 2
Open the Correction action
On the right staff row and date, open the correction, then fill in the clock-in time, clock-out time, status Present/Working/Absent, and the reason.
Result: The change has administrative context.To cancel / undo: Close the form or choose Cancel before Save; the old attendance stays the same. - 3
Save and double-check
Save once, reload the details, then check the duration, status, and the impact on Draft payroll.
Result: Attendance is corrected and ready for calculations.If something goes wrong: If the correction is rejected, check whether the period's payroll is already Reviewed, Approved, Locked, or Paid.
The source is locked together with payroll
When payroll is no longer Draft, attendance changes may be blocked. If no payment has been made yet and the procedure allows it, return the payroll to Draft, make the correction, then review the whole period again.
Delete attendance entered by mistake
- 1
Make sure this is a transaction that is truly wrong
Compare the staff member, date, source, time, and impact. Use Correct if the transaction really happened but the time is wrong.
Result: Delete is only for records that should never have existed. - 2
Choose Delete clock-in (pressed by mistake)
Read the confirmation warning, then continue if the period can still be changed.
Result: The attendance row is deleted.To cancel / undo: Choose Cancel in the confirmation. Once the deletion succeeds, there is no undo button; mark or create the attendance again, or make a correction, if it turns out to be needed.If something goes wrong: Deletion is refused for payroll periods that are already locked or paid.
Delete is different from correct
Delete removes the record; Correct keeps the attendance with the fixed values. For audit purposes, choose Correct if the staff member really did work that day.
Privacy and location tracking
- Tracking does not run before clock in.
- Tracking stops when the clock-out process is done.
- Staff can choose Later when asked for background tracking permission; clock in is still recorded.
- Location and accuracy are operational evidence that needs interpreting, not an automatic verdict.
- Limit access to location data to the admins who actually need it.
Questions and answers
Attendance is locked. How do I unlock it?
Attendance is locked because payroll for that period was locked through Lock payroll. Open Attendance › Attendance and choose the locked week or month. Above the table there is a "Payroll … locked" row with an Unlock button at the far right. Press Unlock, then Unlock again in the confirmation box. The period goes back to Draft and past days can be edited again. The same button is on Overtime, Cash advances, Leave & time off (after you pick a date), and at the top right of Payroll. When you're done, lock again in Payroll before recording payment. A period that is already Paid can't be unlocked. If you don't see that row, reload the page.
Can staff cancel a clock in?
Not from the staff screen once the data has been sent. The staff member needs to report it, then an admin makes a Correct or Delete if the record is really wrong.
Does attendance fail if GPS is denied?
Not always. Attendance can be saved without GPS and will show that location evidence is unavailable. The admin needs to weigh other evidence and company policy.
Does Vasco track staff all day?
Shift tracking, when turned on and allowed, runs from clock in to clock out—not before or after the shift.
What should I do when it says saved offline?
Don't press it again. Connect to the internet, open the app, and wait for it to sync. Don't delete the app or clear its data before the queue has been sent.
Why was the correction rejected?
The payroll period may no longer be in Draft. If it hasn't been paid and policy allows, return the period to Draft, correct the source, then review again.