Attendance ManagementReal-Time Attendance Tracking: Know Who’s In, Who’s Out & Who’s Late Instantly
HR Khata tracks attendance across biometric terminals, mobile phones, and GPS-verified field check-ins — all feeding into one live dashboard. No paper registers. No manual entry. No payroll errors from bad attendance data.
Attendance Management Built for Every Type of Workplace in Nepal
HR Khata’s Attendance Management module handles the full range of how businesses in Nepal actually operate — a single office, a factory floor with shift workers, a logistics company with delivery staff spread across the city, or a construction firm with site engineers in different districts. Most attendance systems force you to pick one method and work around it. HR Khata gives you biometric, mobile, GPS, and web check-in all working together in one system, connected directly to payroll and leave so nothing needs to be manually transferred, reconciled, or re-entered at the end of the month.
Attendance data in HR Khata is not just a record of who came and who did not. It is the live foundation that payroll calculations, leave balances, overtime approvals, and shift management all depend on. When attendance is accurate, everything downstream is accurate. When it is not, errors compound quietly until they show up as payroll disputes, compliance gaps, or unhappy employees who were underpaid or incorrectly docked. HR Khata removes the inaccuracy from the source by automating every step — from the first check-in of the day to the final payroll export at month end.
Whether your team has 20 employees in one office or 500 staff across multiple branches in Kathmandu, Pokhara, Biratnagar, and beyond — HR Khata gives every HR manager, operations head, and business owner the real-time visibility and the accurate data they need to manage their workforce with confidence.
Features of Attendance Management
Every feature in HR Khata's Attendance Management module is built around one goal — making sure the right attendance data reaches payroll accurately, on time, and without manual work. Here is what the module includes.
Biometric Attendance Integration
HR Khata connects directly to biometric attendance terminals — fingerprint scanners and RFID card readers — so every employee punch is captured automatically and matched to the correct employee profile. There is no end-of-day manual export, no data entry, and no risk of proxy attendance. The moment an employee checks in or out at the device, the record appears in the HR Khata dashboard with an accurate timestamp. For organizations across Nepal that already have biometric hardware in place, HR Khata works with most standard terminals without requiring new equipment. All punch data flows directly into payroll at the end of the pay period, making salary calculations clean, accurate, and audit-ready.
Mobile Check-In for Field and Remote Employees
Employees who work in the field, visit clients, travel between sites, or work remotely can mark attendance directly from their smartphone using the HR Khata mobile app. Available on both Android and iOS, the app captures the exact time of check-in and check-out with no manual steps. Mobile attendance records appear in the same dashboard as biometric data, giving HR a unified view of the entire workforce regardless of where each person is working. This feature is especially useful for delivery teams, sales staff, site engineers, healthcare workers, and any employee whose role keeps them away from a fixed office location.
GPS Location Verification and Geo-Fencing
When an employee checks in through the mobile app, HR Khata captures their GPS coordinates at that exact moment. HR managers can see the check-in location on a map alongside the timestamp, providing verifiable proof that the employee was at the correct site. For organizations that want to enforce location-based attendance, geo-fencing allows you to define approved check-in zones for each branch or work site. If an employee attempts to mark attendance from outside the defined boundary, the check-in is flagged or blocked based on your policy. This prevents attendance fraud for field teams and gives operations managers confidence that on-site work is actually happening on site — without needing to make a single verification call.
Real-Time Attendance Dashboard
The HR Khata dashboard shows the live attendance status of your entire workforce at any point in the day. You can see who is present, who is absent, who arrived late, and who has not yet checked in — filtered by department, branch, shift, or the whole organization. There is no waiting for end-of-day reports or asking supervisors for updates. If a critical department is short-staffed at 9 AM, you know by 9:05 AM and can act immediately. The dashboard is accessible from both desktop and mobile, so HR managers and operations heads can check workforce status from anywhere — even when they are not in the office themselves.
Automated Alerts for Late Arrivals and Absent Employees
HR Khata monitors attendance against expected check-in schedules and sends automated notifications when something is off. If an employee exceeds the defined late threshold, the system alerts the assigned HR admin or department manager immediately — without anyone having to manually check the dashboard. If an expected check-in never comes through, an absence alert fires at the configured time. Thresholds and alert recipients are fully configurable per shift, department, or employee group. For roles where an absent team member disrupts service delivery or production, early automated alerts give managers the time they need to arrange cover, contact the employee, or escalate before the situation affects operations.
Overtime Tracking and Approval
Whenever an employee works beyond their scheduled shift end, HR Khata detects the overtime automatically and calculates the extra hours based on your configured overtime policy. Overtime is flagged for HR or manager approval before it reaches payroll — so nothing is paid without being reviewed, and no legitimate overtime hours go unrecorded. For industries like manufacturing, hospitality, security, and healthcare in Nepal where extended shifts are routine, having overtime tracked and approved inside the same system that processes payroll removes an entire category of calculation errors and employee disputes from the monthly payroll cycle.
Shift-Based Attendance Policies
Different shifts carry different rules, and HR Khata applies the right policy to each employee automatically based on their assigned shift. Grace periods, late deduction thresholds, overtime triggers, and rounding preferences are all configurable at the shift level. Morning shifts, night shifts, rotating rosters, and flexible schedules each work independently with their own settings. When an employee moves to a different shift, their attendance rules update automatically. HR teams no longer need to manually apply separate calculations for separate employee groups at month end — the correct policy runs automatically for every person, every day.
Leave and Attendance Sync
Approved leave is automatically reflected in the attendance record so that a planned absence is never marked as an unauthorized absence in payroll. Half-day leaves apply the correct partial deduction. Public holidays and company-declared holidays are accounted for. By the time the pay period closes, leave and attendance records are already in sync — there is no manual reconciliation to run, no comparing leave approvals against attendance registers, and no last-minute corrections before payroll can be processed. For HR teams managing large workforces, this automated sync alone saves hours of work every single month.
Monthly Attendance Reports and Payroll Export
At the end of every pay period, HR Khata generates a complete verified attendance summary for each employee — total present days, late arrivals, authorized and unauthorized absences, overtime hours, and any manual adjustments recorded by HR. This data flows directly into the payroll module with one click. There is no exporting to Excel, no comparing registers against spreadsheets, and no re-entering numbers that already exist in the system. The attendance record is clean, approved, and payroll-ready the moment the period closes — replacing what used to be a full day of manual work with a process that takes minutes.
FAQs
Frequently Asked Questions
Get Started Smarter way to handle HR, attendance, and payroll operations
HR Khata automates workforce management, reduces manual HR work, and improves accuracy across attendance, HR, and payroll in one simple system.
