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Attendance Tracking Feature

Overview

The Attendance feature (/attendance) provides comprehensive tracking of agent attendance, online status, and clock in/out times. This feature is essential for team management, ensuring proper coverage, and monitoring agent availability.

Attendance and shift records for the team Attendance and shift records for the team Attendance and shift records for the team.

Access Level: Admin/Owner only

Status: Production Ready

Last Updated: January 2025

Features

1. Online Agents Panel

Real-Time Online Status: - Live tracking of all online agents in the organization - Online agent count badge - Real-time updates via WebSocket subscriptions - Automatic refresh every 60 seconds - Debounced updates to prevent excessive queries

Agent Information Display: - Agent name and email - Profile avatars with initials fallback - Green status indicators for online agents - Time-ago formatting for last seen timestamps - Visual online status indicators

Performance Optimizations: - Throttled fetching (max once per 5 seconds) - Debounced real-time updates (2 second delay) - Efficient database queries - Optimized for large teams

2. Attendance History Table

Comprehensive Attendance Records: - Complete clock in/out tracking - Hours worked calculation - Status indicators (ACTIVE/COMPLETED) - Agent information display - Timestamp formatting

Advanced Filtering: - Search by agent name or email - Filter by status (All, Active, Completed) - Date range filtering: - Today - Last 7 days - Last 30 days - Last 90 days - Real-time search functionality

History Layout: - Collapsible tree grouped by agent → day → session (expand to drill in) - No page-based navigation; the tree loads the filtered range

Bulk Delete: - "Clear Records" / "Delete Filtered" to remove attendance records (cannot be undone)

Data Display: - Formatted dates (MMM d, yyyy) - Formatted times (HH:mm) - Duration in hours and minutes - Status badges with color coding - Agent contact information

3. Automatic Tracking

Clock In/Out Automation: - Automatic clock in on user login - Automatic clock out on user logout - No manual intervention required - Duration calculation automatic - Status updates in real-time

Behind the scenes: - Every check-in and check-out is stored with its timestamps - Online status and last-seen time are tracked per user - Durations are calculated automatically

4. Access Control

Role-Based Access: - Only ADMIN and OWNER roles can access - Automatic redirect for unauthorized users - Role-based permission checking - Data is isolated per organization

Organization-Level Data: - Only shows attendance for organization members - Secure data isolation - Multi-tenant support - Privacy protection

What is recorded

For every check-in ConnectGain stores who checked in, when, when they checked out, and the hours worked between the two. Online status and last-seen time are kept per user. The Attendance report and its exports are built from exactly these records — nothing is sampled or estimated.

Usage

Viewing Attendance

  1. Navigate to Attendance in the sidebar (Admin/Owner only)
  2. View Online Agents Panel on the left:
  3. See all currently online agents
  4. Monitor real-time status
  5. View last seen timestamps
  6. View Attendance History Table on the right:
  7. Browse attendance records
  8. Filter by date range
  9. Search by agent name
  10. Filter by status

Filtering Attendance Records

  1. Search: Enter agent name or email in search box
  2. Status Filter: Select status (All, Active, Completed)
  3. Date Range: Select period (Today, Last 7/30/90 days)
  4. Refresh: Click refresh button to update data

Understanding Status

  • ACTIVE: Agent is currently clocked in (no clock_out_at)
  • COMPLETED: Agent has clocked out (clock_out_at exists)

Security

Who can see what

  • Agents can view their own attendance logs
  • Admins/Owners can view all attendance logs in the organization
  • Data is isolated per organization

Privacy

  • Attendance data is organization-scoped
  • No cross-organization data access
  • Secure authentication required
  • Audit trail maintained

Benefits

  1. Automatic Tracking: No manual entry required
  2. Real-Time Visibility: See who's online instantly
  3. Historical Reporting: Complete attendance history
  4. Manager Oversight: Track team attendance patterns
  5. Compliance: Maintain accurate attendance records
  6. Performance Insights: Analyze attendance patterns

Best Practices

  1. Regular Monitoring: Check attendance dashboard daily
  2. Filter Usage: Use date range filters for specific periods
  3. Status Checks: Monitor active sessions regularly
  4. Export Data: Use attendance data for payroll/HR systems
  5. Team Communication: Share attendance insights with team

Troubleshooting

"No attendance records showing" - Check date range filter - Verify user has clocked in - Ensure correct organization selected

"Online status not updating" - Check real-time subscription - Refresh the page - Verify user is logged in

"Can't access attendance page" - Verify user has ADMIN or OWNER role - Check organization permissions - Contact system administrator

Last Updated: January 2025

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