Zoho People Present by Default Feature: Configuration Guide

How to configure the Present by Default Feature in Zoho People

Overview 

The Present by Default feature in Zoho People allows organizations to automatically mark employees as Present without requiring daily check-ins. This is particularly useful for employees such as on-site staff or senior management who do not need to log attendance manually. 

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Use Case 

HR administrators can create a Present by Default group and apply it to a specific role, such as Director. Once configured, all employees assigned to the Director role are automatically marked as Present in the attendance records without requiring daily check-ins. Attendance is recorded as Present by default, and absence is reflected only when an employee applies for leave. 

Benefits 

  1. Automated attendance marking based on employee time zone. 
  1. Reduced manual effort for employees. 
  1. Flexibility to apply to all users or specific groups. 
  1. Accurate absence tracking only when leave is applied. 

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Configuration Steps 

  1. 1. Navigate to Settings 

 

  1. 2. Go to Settings > Attendance > Automation > Present by Default. 

 

 

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  1.  3. Add a Present by Default Group 

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  1.  4. Click Add Present by Default Group. 

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  1.  5. Define Group Details: 

    1. Group Name: Enter a descriptive name. 
    1. Effective Period: Select the start and end date.  

       (Note: Leave the end date blank for indefinite applicability.) 

  1.  6. Applicability: 

    1. All Users: Automatically marks all employees present. 
    1. Specific Users: Apply only to selected employees. 

  1. 7. Reason: Provide a reason for applying this configuration. 

 

 

 

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  1. 8. Save Configuration 

  1. 9. Click Save to activate the group. 

 


 Behavior of Present by Default Groups 

  1. Employees in the group are marked Present automatically as per their default shift time. 
  1. Attendance is based on the employee’s time zone or the organization’s time zone if no location is tagged. 
  1. Absence rules do not apply; leave applications determine absence records. 
  1. Attendance is skipped for holidays, weekends, or approved leave days. 
  1. Overtime and regularized entries are considered under this configuration. 

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 Important Notes 

  1. Multiple groups can be created for different timelines and users. 
  1. Existing groups can be edited to add/remove users or modify dates. 
  1. The feature can be applied to past dates. 
  1. Deleting a configuration does not remove past attendance entries. 

Example Use Cases 

  1. On-site Employees: Automatically marked present without needing to log in. 
  1. Senior Management: Attendance tracked without daily check-ins. 
  1. Project Teams: Temporary groups created for specific project durations. 
 

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