Employee Attendance Posting

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For the District Administrator:

Before posting staff attendance records, the administrative steps below should be done. Call or email Edgear Support for assistance in these steps (support@edgear.com or 800.509.7070).


Permission Configuration

In User Management, the District Coordinator needs RW permissions for the category of Staff. Next, in Staff, a RW Program permission is to be assigned for Post Transactions. Finally, an Action permission of Insert/Update/Delete for Set District Defaults is given to this user. This will allow the District Coordinator to control District Default settings for the staff attendance program.

  • Set District Defaults: The District Coordinator in charge of staff attendance needs to set the District Defaults, which in turn will be pushed out to the other users. In the Employee Attendance Posting program, click Action, then District Defaults to set items such as Vendor, default attendance code, pay periods, hour/week limitations and ignoring staff hour limitations. NOTE: You must have a specific security setting to post pay periods.
  • Hrs/Week Sub Limit - Exclude any substitutes from the pick list that has worked more than the designated number of hours.
  • Ignore Staff - Ignore the hour limits set in the 'Hours/Week Sub List' for the substitute(s) chosen.

If there is a need for a security action that will allow the user to delete from a closed pay period:

In User Management, the District Coordinator needs RW permissions for the category of Staff. Next, in Staff, a RW Program permission is to be assigned for Post Transactions. Finally, an Action permission of Delete from Closed Pay Period. If the user does not have this permission in User Management and the pay period is open or current (there is no close date or the close date is in the future) then the user can delete.

On the left navigation panel, select Human Resources, Entry and Employee Attendance Posting.

Setup Options

  1. Year / District / School: Set to desired Year, District, and School.
  2. Show Active Only: Select the option to limit staff selection to only those employees who are active. This will filter out staff who have left the system.
  3. As of Date: Set for the default date absence records will be posted for.
  4. Show All Substitutes: Select this option to show all substitutes in the district (recommended).
  5. Show Current Pay Period Records: Select to show only attendance records for the current month when working with a staff member. Most users select this option.
  6. Click the OK button to begin posting attendance records for staff members.
    Staff atttend setup.png

Staff Attendance Entry

  1. Click the Find button to bring up a listing of staff. Browse, then click on the staff member’s name that was absent.
    • A Search field is provided to help browse the listing.
    • Use the buttons such as TCH (teacher), BUS (bus driver), or SCH (all school staff) to filter the pick list of staff.
  2. Click the Post Attnd button. An attendance record detail screen will appear. Basic details are described below:
    • Reason: A default reason such as “Sick Leave” may appear here. Click the drop down to select other reasons.
    • Start Date / End Date: By default, the “As of Date” from the setup box will appear here. This will be the default day absent when a new record is created. Adjust as needed.
    • Days: By default, the amount of days will be “1.00”. Use the drop down select to match the Start Date / End Date. NOTE: It is very important that the Start Date / End Date match the count of Days.
    • Hrs: By default, this is “0”. If your district allows hours posting, enter the number of hours the employee was absent here. NOTE: Be sure to consult with your district coordinator if unsure whether to use “hours” or not.
    • Sub Fund: Select the fund which will be paying for the substitute. If unsure, consult with the appropriate person in your district.
    • Code: By default, the Code of the staff member absent should show here. If blank, and if required by your district, click the drop down arrow to select the code of the person absent.
    • Class: By default, the Class of the staff member absent should show here. If blank, and if required by your district, click the drop down arrow to select the class of the person absent.
    • Sub: Click to select the Substitute who is covering for the staff member.
    • Click OK to store the staff attendance record.
      Staff attend entry.png
  3. After entering the staff attendance record, the user will see the attendance record on screen as a row of information.
  4. To edit the staff attendance record, click on the row of information to be changed. The attendance record details screen will appear. Make any needed adjustments, then click the OK button to save the change.
  5. Click the Find button to move to the next staff member and repeat the entry steps above.



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