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Status - On duty

Short answer

The Attendance Status page shows in real time which employees are scheduled to work right now, who has clocked in, and who is absent. The page sits under the Status tab and is also available in the mobile app. The colour of each shift indicates current status. The list can be printed and meets the Swedish Tax Agency's requirements for an attendance register (green book, HRF). The page is part of Timeplan Base and available to all customers regardless of licence.

In this article:

Availability — module and permission

The Attendance Status page is part of Timeplan Base, which means it is available to all customers regardless of licence. No add-on module is required.

To see the page you need to be an administrator with the right permission on your administrator profile. The exact role name varies between customers and should be verified with your system administrator.

If you have administrator permission but still don't see the page: this is unusual because Timeplan Base is always active. It's most likely a technical issue, so contact support.

What is the Attendance Status page?

The Attendance Status page is a real-time view of all employees scheduled to work in your company today. Employees without a scheduled shift also appear in the list if they have clocked in.

The page is built for two situations: daily overview for managers and schedulers, and verification visits from the Swedish Tax Agency. It replaces the physical attendance register required in some industries (HRF).

How it works

The Attendance Status page sits under the Status tab in Timeplan. The page is available in Timeplan Admin (web) and in the mobile app. The layout differs slightly between them.

Each employee is shown with:

  • Photo or initials
  • Name and job title
  • Colour-coded shift for the day
  • The two most recent clock entries (date, time, terminal)
  • An OK icon when the agreement type is Shifts and time recordings and the employee has clocked in

Employees are grouped by department. If someone has shifts in multiple departments they appear under the department of the first shift. Employees without a shift today but who have clocked in are grouped under their primary department.

What the colours mean

Each employee's shift is colour-coded based on current status:

  • Green: The employee is working as expected. They have either clocked in, or are in an active shift according to their agreement rules.
  • Grey: The employee has a shift somewhere during the day but not right now, or has clocked out earlier today.
  • Red: The employee has an active shift but hasn't clocked in.
  • Orange: The employee has a full-day absence, has clocked out earlier today, or has clocked in with a deviation code.

The colours are partly controlled by the employee's agreement type. See the next section.

Note: Colour choices may vary between UI versions. Some older versions of Timeplan show yellow instead of orange for absence. The function is the same.

 

How agreement type affects the colours

The colour rules depend on the employee's agreement type. There are three relevant types:

Shifts and time recordings
Green when the employee has clocked in within 24 hours before shift start and up until shift end. Red if the shift is active but no clock-in exists.

Shifts only, time recording optional
The shift stays green as long as it is active, regardless of whether any clock entries exist.

Time recording only, shifts optional
The shift turns green when the employee clocks in. Grey after clocking out on the same day.

For deviation reporting via the app: green is shown when the employee has a shift today and deviations are reported directly in the app.

Tooltip on the shift

When you hover over a shift, a tooltip appears with text explaining the status. The text depends on the agreement type and what is happening.

Examples:

  • "Has a shift today, but not right now" — a shift exists today but is not active now
  • "Is on schedule now and has clocked in" — active shift, clocked in
  • "Is on schedule now but has not clocked in" — active shift, not clocked in
  • "Is still within the clock-in flex interval" — not clocked in but within the flex interval allowed before being counted as late
  • "Has deviation code '[code name]'" — absence registered

Print attendance and inspection report

The page has two print buttons:

Print attendance
Prints what's currently shown on the page. Use for a quick snapshot.

Print attendance report
Opens a dialog where you select a date. This is the report that meets the Swedish Tax Agency's requirements for an attendance register. During an inspection, this is the report you show the Swedish Tax Agency.

Warning: If someone is on site without having clocked in, they won't appear in the report. The report then doesn't qualify as an attendance register during an inspection. Make sure everyone clocks in.

Filter and display options

Full screen
Click Full screen to maximise the page, for example on a monitor in the break room.

 

Tip: Full screen mode is useful for a monitor in the break room or office where the team can quickly see who's on site. The page updates automatically.

Show shift descriptions

A toggle that replaces the department name with the shift description. Useful when you have shifts with specific roles, e.g. Dish duty evening instead of just Serving.

Which employees are shown
This is controlled by the system setting Which departments to see on status page. Two options:

  • Show all departments — all employees in the company are listed, regardless of department
  • Show only departments that admin has access to — only employees in the departments the current administrator has access to

The setting is configured in Administration → System settings and applies to all administrators.

Attendance Status in the mobile app

The page is also available in the mobile app. Differences from the web view:

  • Colour-coded shift boxes are replaced by start and end time of the shift
  • Colour is applied to the text instead of the background
  • Department name and shift description are not shown
  • Photo and status work the same way

Common misconceptions

Are Attendance Status and the attendance report the same thing?
No. The Attendance Status page is the live view in Timeplan that shows current status. The attendance report is the printout you generate via the Print attendance report button, and the one you show the Swedish Tax Agency during an inspection.

Is the Attendance Status page enough to meet HRF requirements?
Yes, it replaces the physical attendance register, but only if everyone on site has actually clocked in. Someone on site without clocking in won't appear in the list.

Why don't I see all my colleagues in the list?
Two possible reasons. Either the system setting limits you to departments you have access to, or those colleagues don't have a shift today and haven't clocked in. Check with your system administrator.

Do I need an add-on module to use Attendance Status?
No. The Attendance Status page is part of Timeplan Base, so it's available in every licence regardless of add-ons. The add-on module Self-registration in Timeclock is a separate feature that lets employees register themselves directly in the time clock terminal without first being added to Timeplan.

I'm an administrator but I can't see the Attendance Status page, what's wrong?
The Attendance Status page is part of Timeplan Base and should always be available. Two things control whether you see a page in Timeplan: the right module needs to be active (always true for Timeplan Base) and your administrator profile needs to have the permission. If both are OK and the page still doesn't show, contact support.

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