Attendance and HR guide

Employees can check in only when a policy that requires attendance applies to them.

1. 1.Company admin → Attendance policy → Policies → New policy. Name it and choose people who must check in.
2. 2.Turn on Default policy to cover EVERY employee without their own assignment. Field staff or remote workers get a no-attendance policy — no check-ins, no reminders, never counted absent.
3. 3.Working hours: working days, start, end, lunch break, grace minutes, per-weekday hours (e.g. Saturday mornings only). Leave hours empty to skip late/early tracking.
4. 4.Save policy. Assign other policies per person under Assign policies to employees.

The first time, Set up (2 minutes) asks where people check in and how strict to be, then Trial first (record only, about a week is advised) or Enforce now.

Each check has three levels: required, record only, or off.

1. 1.Location: add allowed areas (name, latitude, longitude, radius — use current location while at the office). Radii under 50 m produce false out-of-area flags.
2. 2.IP address: Add current IP while on the office network. Turn on right office network ⇒ no location needed so desktop users (no GPS) can check in. Fibre lines whose IP changes: keep record only.
3. 3.Photos: require a photo plus a retention period. Face photos are sensitive data — tell staff first; each person is asked for consent.
4. 4.Devices (limit per person, 2 recommended) and Office QR code (section 6). Requiring QR before any screen is paired blocks the whole company.
5. 5.Reminders: remind everyone on the policy once at start time and once when past end time without a punch — as a phone/desktop notification. People who don't get phone notifications (no app, or this reminder turned off) get a Lark card instead, if Lark is connected. Allow corrections up to N days back (0 = off).

In trial mode wrong check-ins are not blocked — afterwards click Switch to enforced at the top of Policies.

1. 1.Open More → Attendance (the VNe phone app is handiest). The Today card has a big Check in button; afterwards it becomes Check out.
2. 2.The card shows what your company requires: location (allow the browser to use it), company network (office Wi-Fi — mobile data counts as outside), a photo, or the office QR code (Scan QR code or type the 6 digits on the screen).
3. 3.The monthly table below shows in/out/hours with flags: late, left early, missing check-out, missing check-in, awaiting review.
4. 4.No need to open the menu: at start time (and past end time) without a punch, VNe sends a reminder with Check in and View buttons — on phone and desktop; if you don't get phone notifications, it comes in Lark instead. Tap Check in (or the notification) to open the check-in screen and punch right away; if you already did, the app says so instead of punching twice. To turn it off: Settings → Notifications → Check-in reminder / Check-out reminder.

Server time is the official time. Forgot to check out ⇒ the day shows missing check-out — see section 5.

1. 1.Outside the area, wrong network, no location, unknown device…: a Record this check-in anyway dialog appears.
2. 2.Write a reason → Record & send for review. The punch is recorded and stays Awaiting review until an admin approves.
3. 3.Desktop without location: check in from your phone, or ask the admin to enable right office network ⇒ no location needed.

Private windows and in-app browsers (Messenger, Lark…) can't keep the device ID ⇒ treated as an unknown device. Use the VNe app or a normal browser.

1. 1.In the monthly table, days with a missing time have Add check-in time / Add check-out time; or click Request a correction.
2. 2.Choose type (in/out), date, time and a reason (e.g. forgot to check out) → Send for review.
3. 3.It counts once approved and is labelled as a correction. No button ⇒ the day is past the correction window or corrections are off — ask an admin to enter it (section 8).

You can ask the Assistant: I forgot to check out on 26/10, left at 17:00 — it prepares the request card, you click Apply.

1. 1.Company admin → Attendance policy → Devices & QR → QR screens: name the screen (e.g. Lobby floor 3) → Add screen.
2. 2.The pairing dialog shows a link and code: open it on the office tablet/TV (one-time link, valid 30 minutes). The screen shows a QR code that changes every 20 seconds; leave it open, no sign-in needed.
3. 3.Lost the screen: Revoke; new device: Re-pair. Devices awaiting approval: approve or reject new devices. An employee changed phones: Remove the old one under devices in use.

1. 1.Company admin → Attendance policy → Review: each row shows the reason and photo, if any.
2. 2.Add a note if needed → Approve or Reject. Many items from one person: group by person → approve all.
3. 3.Rejected by mistake: filter Rejected → Approve instead.

Admins cannot approve their own entries — ask another admin. To have only one person receive attendance notifications (so other admins aren't disturbed): top of Review → Who gets attendance notifications? → Choose recipients → tick that person → Save. Clear all = every admin is notified; review rights don't change.

1. 1.Company admin → Attendance policy → Timesheet. By month: days present, workdays, hours, absences, late, early per person; by day: who has and hasn't checked in.
2. 2.Click a person for punch details (time, source, location, network, photo).
3. 3.Enter a time for someone: Add time manually (or the add-in/add-out buttons on a missing day) → type, date, time, required note → Save. It applies at once and the employee is notified.
4. 4.Export: Export … timesheet (.xlsx).

Time present (in to out) differs from worked hours (lunch removed, per policy).

1. 1.Company admin → Attendance policy → Leave types → Add leave type (e.g. maternity, sick leave).
2. 2.Choose paid/unpaid and whether it deducts from annual leave — sick leave can be paid without using the annual balance.
3. 3.Rules: the company's general rule, or its own (minimum notice, maximum consecutive days, and on violation require an exception reason or block).

Editing or disabling a type does not change requests already submitted.

1. 1.Company admin → Attendance policy → Leave balances: pick the year, set annual leave days → Save. The table shows per person: allowance, carried over, used, pending, remaining.
2. 2.Coming from another system: Paste opening balances — one line each: email, days left, note → save. A single person: Enter in the opening-balance column.
3. 3.How annual leave is calculated: seniority bonus (+1 day every N years; the labour code says 5), carry-over expiry, first year counted by months worked. Company rules: minimum notice, maximum consecutive days.

1. 1.Company admin → Attendance policy → Days off, pick the year. Vietnamese public holidays are preloaded.
2. 2.Add day off: yearly (solar or lunar), one-off, make-up workday, or skip a holiday; name, date, and whether it applies to the whole company or one policy.
3. 3.Working on a holiday: click Work this day on that row.

Holidays and weekends are never counted as leave days.

Track candidates by stage; at Hired create the employee account directly. You add candidates yourself (there is no public application page).

1. 1.Company admin → People → Recruiting → Add position (title, department, job description) → Save.
2. 2.Pick the position → Add candidate (name, email, phone, source, note) → add; Upload CV (up to 10 MB).
3. 3.Move stages: interview → offer → hired, or reject with a reason. Compose… fills an interview / offer / thank-you template → Open in Mail, then you click Send.
4. 4.Hired — create employee account: sign-in email, title, department → Create employee; the sign-in invitation goes out as for any new employee.

Deleting a candidate deletes the CV and history too.