Attendance & Leave
Let your team check in and out, choose how they do it, see the monthly sheet, fix and restore days, and handle leave requests
Open Attendance in the sidebar (under Today). Doctors who work in the doctor view find it as My attendance. Attendance is off until you turn it on, and you decide everything about it: whether the team records attendance, how they check in, and, on the Payroll page, whether it changes their salaries.
Attendance is on the Team plan and above. On Solo, the page shows Available on the Team plan and above with View plans. A clinic still on its free trial has it. See Plans & Pricing.
The Sheet, Leave, Team hours and Settings tabs are for anyone with Manage attendance and leave (see Roles & Permissions). You can also set the main choices in Clinic decisions.
Settings
On the Settings tab:
- The team records attendance: turn attendance on or off for the whole clinic.
- How they check in (one or more):
- A button in the app: the simplest, but it can be pressed from anywhere.
- A code at reception: a reception screen shows a code that changes every 30 seconds, so they have to be there. See Attendance code (QR).
- Location: check-in works only when the phone is within the distance you set (150 metres by default) of the branch. The branch needs its map location; Docistra lists the branches that don't have one. Only the distance is kept, never the person's position.
- Late after: minutes of grace past each person's start time (10 by default). Past the grace, every minute from the start time counts as late.
- Leave requests: let the team ask for leave in the app, with the yearly Annual leave and Sick leave days.
Whether attendance changes salaries is set on Payroll → Deduction rules (the Attendance and salaries line here links to it). See Payroll.
Team hours
On Team hours, open a person to set:
- Records attendance: everyone is on the list except the owner, doctors included. Turn it off for anyone who shouldn't check in.
- Hours for each weekday. Lateness and absence are counted against these hours. A doctor with no hours here is counted against their working hours from the doctors' schedule.
Someone with no hours at all can still check in, but gets no lateness or absence.
Working days
Absence and leave count only a person's working days:
- Their own shift days from Team hours.
- With no shifts, their branch's working days. For a clinic branch that has none set, the days its doctors work there in the booking schedule.
- When neither exists, Saturday to Thursday.
Checking in and out
Everyone on the list sees My attendance: today's hours, the ways your clinic allows, and This month: days present, late, absent, leave, and each day.
- A button in the app: Check in, then Check out when leaving, with a branch picker when there are two or more branches.
- Location: Check in with location and Check out with location. The phone asks to share its location; check-in works only within the distance set in Settings.
- A code at reception: scan the attendance code on the reception screen with the phone camera. See Attendance code (QR).
Attendance code (QR)
With A code at reception on, open Open the code screen (on the reception computer or tablet) from the Settings tab. The screen shows Check in here and a code that changes every 30 seconds; with several branches it first asks you to Pick the branch.
The team opens their phone camera and scans the code. The first scan of the day checks in, a later one checks out. A second scan within 5 minutes of checking in is ignored (You already checked in today), so a double scan never turns into a one-minute shift.
The attendance sheet
Sheet shows the month for everyone: days present, late, absent, leave and hours worked. Open a person to see each day, then Edit a day to set it as Present (with check-in and check-out times), Paid day off, or Absent. A reason is required and kept with the change. Nobody can edit their own days except the owner.
A day is counted as:
| Status | When |
|---|---|
| Present | They checked in. Late if they came past the grace. |
| Absent | A working day that has ended with no check-in. |
| Leave | An approved leave covers it. |
| Paid day off | A manager marked it so. |
- Forgot to check out: a past day with a check-in and no check-out counts 0 hours until a manager fixes the day. The sheet flags it, and the month's payroll lists everyone who still has one.
- People who left during the month still show, marked Left the clinic, for the days they were members. Days before someone joined or after they left read Not on the team.
Changes log
Under the sheet, Changes lists every edit to a day and every leave decision: who made it, when, and the before and after. Restore puts one back the way it was.
The sheet and leave stay editable after the month's payroll is approved or paid. A change made after that is marked:
- After payroll was approved: reopen and rebuild the payroll so it follows the new attendance (Payroll).
- After payroll was paid: the difference goes into next month's payroll by itself.
Leave
With leave requests on, anyone on the list can press Ask for leave under My leave, pick the kind (annual, sick, unpaid or other), the dates and a reason. Annual and sick leave can't go past what's left of the yearly days.
Leave counts working days, not calendar days: a week off from Saturday to Friday uses 6 days when Friday is a rest day. A leave that covers only rest days is refused. A rest day inside a leave stays a rest day on the sheet and in pay.
Managers are notified and answer on the Leave tab with Approve or Decline. The person is told the answer. An approved leave can still be cancelled.