How to Use Attendance and Leave Reports in CrmLeaf
All editions. Attendance and leave are core features - no add-on is required for their reports. Device punches only feed attendance where the Biometric add-on module is enabled, and payroll outputs derived…
Availability: All editions. Attendance and leave are core features - no add-on is required for their reports. Device punches only feed attendance where the Biometric add-on module is enabled, and payroll outputs derived from attendance and leave require the Payroll add-on module.
Overview
The attendance report summarises who was present, who was late, who was absent and which records were regularised. The leave report summarises balances, utilisation and trends by team. Together they are the HR view of availability, and - where Payroll is enabled - the input that payroll depends on.
This article is written for Administrators and HR-responsible roles, because both reports normally require a company-wide scope.
How It Works
Both reports read the operational HR records. Attendance is recorded by clocking in and out, by an Administrator marking attendance, by import, or - with the Biometric module - from device punches. Leave is recorded through the leave application and approval flow.
Clock or mark attendance → Apply and approve leave → Report per member and month → Export → Feed payroll
- Attendance records carry the shift they relate to, the IP address, the location, the work-from indication, and the late and half day flags.
- Attendance reporting is available per member and per month, with exports.
- Leave applications move through
pending,approvedandrejected. Only approved leave reduces a balance. - Leave duration can be full day, half day, hourly or multiple days. Hourly leave deducts a fraction of a day proportional to the employee's shift length, so balances can show fractional values.
- Leave types carry per-employee quotas and balances, so utilisation is measured against each employee's own quota.
- Attendance and leave feed payroll where the Payroll module is enabled - which is why HR figures should be settled before a payroll run.
- Both reports respect the ownership-scoped permission model and organisation filtering.
Who Can Use This Feature?
Administrator
- Open the attendance report and the leave report, and export them.
- Mark, bulk-mark and import attendance to correct gaps before reporting.
- Approve or reject leave so balances are accurate.
- Configure leave types, quotas and the hourly-leave option.
- Grant HR reporting access to HR roles with an appropriate scope.
This functionality is intended for Administrators and HR-responsible roles. Users see their own attendance history and leave records through self-service.
Prerequisites
- Employees created, with shifts assigned.
- Holidays and weekly offs configured, so absence is measured correctly.
- Leave types with per-employee quotas configured.
- Attendance recorded for the period, whether clocked, marked or imported.
- A permission scope covering the employees you report on.
For Administrators
Step 1: Close the attendance gaps for the period
What to do: Review the month for missing days. Mark or bulk-mark attendance where records are absent, or import attendance if you hold the data elsewhere.
What to verify: Every employee has a record for each working day in the period.
Step 2: Clear outstanding leave decisions
What to do: Approve or reject leave applications still pending for the
period, giving a reason where you reject.
What to verify: No leave for the period remains pending, so balances are settled.
Step 3: Read the attendance report
What to do: Review the summary for the month - attendance, late arrivals, absences and regularised records - per member. Export the month if HR or payroll needs a copy.
What to verify: Late and half-day counts are explained by the shift each employee is assigned to.
Step 4: Read the leave report
What to do: Review balances, utilisation and the trend by team. Check for balances that are nearly exhausted and leave types that are consistently over-used.
What to verify: Balances reflect approved leave only, including fractional deductions from hourly leave.
Step 5: Hand the figures to payroll
What to do: Where the Payroll add-on module is enabled, confirm attendance and leave are final before generating payslips, because payroll draws on them.
What to verify: The payroll run reflects the attendance and leave you just reviewed.
Expected Result
Attendance for the period is complete, leave decisions are settled, and the attendance and leave reports give an accurate per-member picture that can be exported and used as the basis for a payroll run.
Service Organisation Context
Attendance and leave are the availability side of a services capacity picture. A consultant on approved leave is not billable time lost - it is time that should never have been counted as available in the first place, which is why leave, shifts and holidays are the denominators a firm needs when it derives utilisation from exported hours. Hourly leave produces fractional day deductions, so balances may not be whole numbers. These reports sit with HR-responsible roles rather than delivery leads, and serve any organisation running shifts, sites or field teams.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- Only approved leave reduces a balance. Pending applications are not deductions yet.
- Hourly leave produces fractional day deductions based on shift length, so a balance may not be a whole number.
- Late and half-day flags depend on the shift assigned to the employee. A wrong shift produces wrong flags.
- Reporting scope applies here too, so two HR users with different scopes see different totals.
- Add-on modules are plan-gated. Biometric device attendance and payroll outputs require their modules to be enabled.
- Attendance data can include a captured location and, on mobile clocking, verification photos. Handle it according to your organisation's data-protection obligations.
Common Scenarios
Example: closing a month before payroll. The HR Administrator bulk-marks attendance for a site where the network was down, approves the outstanding leave, exports the attendance report for the month, then runs payroll knowing the inputs are final.
Example: a disputed leave balance. An employee believes their balance is wrong. The leave report shows an hourly leave earlier in the year, which deducted a fraction of a day proportional to their shift length - explaining the non-whole-number balance.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| Days are missing from the attendance report | No attendance was recorded for those days | Mark, bulk-mark or import attendance for the missing days. |
| An employee is flagged late incorrectly | The wrong shift is assigned, or the shift schedule was changed after the fact | Correct the shift assignment and the attendance record. |
| A leave balance looks wrong | Leave is still pending, or an hourly leave deducted a fraction of a day | Settle pending applications and review the hourly leave entries. |
| Biometric punches are not in the report | The Biometric add-on module is not enabled, or the device is not sending punches | Enable the module subject to your plan and check the device. |
| Payroll figures disagree with the HR reports | Attendance or leave changed after the payroll run was generated | Settle HR data before generating payslips. |
| An HR user sees only some employees | Their permission scope or organisation limits visibility | Widen the scope if company-wide reporting is required. |
Frequently Asked Questions
Can I export the attendance report?
Yes. Attendance reporting is available per member and per month with exports.
Why is a leave balance not a whole number?
Hourly leave deducts a fraction of a day proportional to the employee's shift length, so balances can be fractional.
Does rejected leave affect the balance?
No. Only approved leave reduces a balance.
Do these reports include device attendance?
Device punches feed attendance where the Biometric add-on module is enabled.
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