Attendance System Training — Sandbox Workout

Before You Start

Sandbox Access

URL: http://66.23.224.253:8888

Training accounts:

Username	Password	Role
dispatcher1	dispatcher1	Dispatcher (employee-level access)
manager1	manager1	Manager (department manager + HR admin)

You can also log in with any Scott Recycling employee email using password training.

This is a safe copy of our real system. Nothing here affects production — no emails send, no texts go out. Practice freely.

The sandbox resets periodically from a fresh copy, so don't worry about "breaking" anything. The system is pre-loaded with real attendance records, employee schedules, and weekly attendance data.

Sandbox Limitations

Because this is a training copy, some integrations are disabled:

• SMS notifications — The daily late attendance SMS won't actually send.
• Email notifications — Adjustment approval/rejection emails won't deliver.
• Auto-checkout emails — Won't send, but the auto-checkout records exist for you to explore.

Everything else works normally — you can clock in, submit requests, approve, reject, and export.

Duration: ~90 minutes

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Training Path Overview

Complete these exercises in order. Each one builds on the previous.

#	Exercise	What You'll Practice	Time
1	Clock In and Clock Out	Kiosk flow, PIN entry, action chooser	10 min
2	View Your Attendance Portal	Portal navigation, weekly summary, punch table	10 min
3	Request an Adjustment	All three request types, form submission	10 min
4	Review and Agree to Your Hours	"I Agree" from portal and kiosk	10 min
5	Explore the Payroll Report	KPI cards, color grid, row expansion, filters	15 min
6	Approve & Reject Workflows	Two-tier approval, quick-approve, rejection	15 min
7	Backend Attendance Views	Workforce menu, list views, search filters	10 min
8	Excel Export & Scenarios	Export download, forgot-to-clock-out workflow	10 min

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Exercise 1: Clock In and Clock Out (10 min)

Goal: Use the attendance kiosk to clock in and clock out.

Steps

1. Navigate to the attendance kiosk in Odoo (Attendances app → Kiosk Mode, or use the kiosk URL)
2. Find your employee name in the list and click it
3. Enter your PIN when prompted
4. You'll see the action chooser with two buttons:
   • Check In / Check Out
   • View My Week
5. Click Check In / Check Out to clock in
6. Wait a moment, then repeat the process to clock out

What's the Action Chooser?

After entering your PIN, instead of immediately clocking in or out, you see two options. This lets you choose between recording attendance or reviewing your weekly hours — both from the same kiosk screen.

Checkpoint

• Found the kiosk screen
• Entered PIN successfully
• Saw the two-button action chooser
• Completed a check-in
• Completed a check-out

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Exercise 2: View Your Attendance Portal (10 min)

Goal: Navigate the employee attendance portal and understand what each part shows.

Steps

1. Log in to the sandbox as any employee
2. Navigate to /view/emp_attendance (or find the link from the portal home page under "My Attendance")
3. Look at the weekly hours summary at the top — it shows Mon through Sat with hours per day
4. Notice the review status badge in the top-right of the summary card
5. Use the "This Week" and "Previous Week" buttons to navigate between weeks
6. Try the date range filter — enter custom start and end dates and click Filter
7. Scroll down to the attendance table — each row is one punch with check-in, check-out, hours, and status
8. Look at the Adjustment column — some punches will show "Add Adjustment Request" and others will show "Submitted"

What the Status Badges Mean

Badge	Meaning
Not Yet Reviewed (gray)	You haven't agreed to your hours yet
Agreed (green)	You clicked "I Agree" — awaiting manager approval
Approved (blue)	Manager approved your hours
Rejected (red)	Manager rejected — check the reason shown

Checkpoint

• Navigated to the portal successfully
• Read the daily hours summary
• Switched between This Week and Previous Week
• Identified the review status badge
• Found the adjustment request links in the table

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Exercise 3: Request an Adjustment (10 min)

Goal: Submit all three types of adjustment requests.

Steps

1. From the portal attendance table, find a punch with an "Add Adjustment Request" link
2. Click the link — it opens the adjustment request form at /attendance/add_adjustment_request/<id>
3. The form shows the original check-in and check-out times (read-only)

Practice each type:

Check In Adjustment:

1. Select "Check In Adjustment" from the dropdown
2. The "New Check In Time" field appears
3. Enter a time (e.g., 7:00 AM)
4. Write a reason: "Forgot to clock in — was at warehouse at 7 AM"
5. Submit

Check Out Adjustment:

1. Find another punch and open its adjustment form
2. Select "Check Out Adjustment"
3. Enter a new check-out time
4. Reason: "System clocked me out early — was still working"
5. Submit

Extra Work After Checkout:

1. Find another punch and open its adjustment form
2. Select "Extra Hours After Work"
3. Enter hours (e.g., 1.5)
4. Reason: "Stayed late for truck loading"
5. Submit

One Request Per Punch

After submitting a request, that punch will show "Submitted" instead of the link. You'll need a different punch for each practice submission.

Checkpoint

• Found the adjustment request form
• Submitted a Check In adjustment
• Submitted a Check Out adjustment
• Submitted an Extra Work request
• Saw the "Submitted" badge replace the link after submission

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Exercise 4: Review and Agree to Your Hours (10 min)

Goal: Complete the weekly review process from both the portal and the kiosk.

From the Portal

1. Go to /view/emp_attendance
2. Look at the weekly hours summary card
3. If the status is "Not Yet Reviewed," you'll see the "I Agree With My Hours" button
4. Click it — the page reloads with a success message and the badge changes to "Agreed"

From the Kiosk

1. Go to the attendance kiosk
2. Enter your PIN
3. Choose "View My Week" from the action chooser
4. The kiosk shows your weekly summary with daily hours and totals
5. Click the "I Agree" button at the bottom

Already Agreed?

If you already agreed from the portal, the kiosk will show the agreed status instead of the button. Try this with a different week or a different employee account.

Checkpoint

• Agreed to hours from the portal
• Saw the status change to "Agreed"
• Agreed to hours from the kiosk
• Understand the difference between "Agreed" and "Approved"

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Exercise 5: Explore the Payroll Report (15 min)

Goal: Navigate the payroll report dashboard as an HR admin.

Steps

1. Log in as manager1 / manager1 (needs HR Attendance Manager access)
2. Navigate to /workforce/payroll-report (or use Workforce → Payroll Report in the backend menu)
3. Explore the KPI summary cards at the top:

Card	What to Look For
Employees	Total count of active employees shown
Total Hours	Sum of all hours worked this week
OT Hours	Overtime hours (hours over 40 per employee weekly)
Missing Days	Days where scheduled employees had no attendance
Late Arrivals	Count of late check-ins
Pending Changes	Number of pending adjustment requests (click to go to backend)

1. Scroll to the color-coded grid:

Color	Meaning
Yellow	Late arrival
Orange	Short day (worked but less than 8 hours)
Red	Missing — no attendance on a scheduled day
Blue	Overtime (more than 8 hours that day)
Gray	Future date
Warning triangle	Open punch (no check-out yet)

1. Click an employee row to expand it — you'll see individual punch times with check-in → check-out arrows, hours, and late/auto badges
2. Use the department filter dropdown to narrow the view
3. Try the week navigation buttons (Prev / This Week / Next)

Checkpoint

• Found the payroll report at /workforce/payroll-report
• Read all six KPI cards
• Identified color-coded cells in the grid
• Expanded an employee row to see punch details
• Filtered by department

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Exercise 6: Approve & Reject Workflows (15 min)

Goal: Practice the two-tier approval process for weekly attendance and adjustment requests.

Approve Weekly Attendance

1. On the payroll report, find an employee with an "Agreed" badge in the Review column
2. You'll see a small checkmark (approve) and X (reject) button next to the badge
3. Click the checkmark to approve
4. The badge changes to "Approved" (or "Partially Approved" if only one tier has approved)

Reject Weekly Attendance

1. Find another employee with an "Agreed" badge
2. Click the X button — a modal appears asking for a rejection reason
3. Enter a reason (e.g., "Hours don't match schedule — please review Monday's punch")
4. Click Reject
5. The badge changes to "Rejected"

Quick-Approve an Adjustment Request

1. On the payroll report, find an employee with a "Change Requested" badge
2. Expand the row — below the punches, you'll see a "Pending Change Requests" section
3. Each request shows the date, type, requested time, and reason
4. Click Approve to quick-approve (this bypasses two-tier — both tiers are set to the current user)
5. Or click Reject and enter a reason

Two-Tier in the Backend

1. Go to Workforce → Adjustment Requests in the backend
2. Open a submitted request
3. Click Approve — notice it moves to "Partially Approved" (only one tier done)
4. To complete the second tier, you would need to log in as the employee's attendance manager
5. In the sandbox, manager1 typically satisfies both tiers

Checkpoint

• Approved a weekly attendance from the payroll report
• Rejected a weekly attendance with a reason
• Quick-approved an adjustment request from the payroll report
• Understand the difference between partial and full approval
• Know that quick-approve bypasses two-tier

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Exercise 7: Backend Attendance Views (10 min)

Goal: Navigate the Workforce menu and understand each backend view.

Steps

1. Log in as manager1
2. Open the Workforce menu (under the main SR Management menu)

Explore each sub-menu:

Menu	What to Look For
My Attendances	Your own records — shows the standard attendance list with check-in/out times and states
All Attendances	Every employee's records — use search filters to narrow by employee, date, or state
Pending	Only records with no check-out (open punches) — useful for identifying who's currently clocked in
Auto Checkout	Records that were auto-closed — the auto_checkout flag is True
Adjustment Requests	All requests in tree, form, and kanban views — try switching between views
Weekly Attendance	Weekly groupings — shows approve/reject buttons, employee notes, and state
Payroll Report	Redirects to the payroll report dashboard at /workforce/payroll-report

1. In All Attendances, try the Submit Attendance wizard:
   • Select several attendance records in "New" state
   • Click the "Submit" action to batch-submit them
2. In Adjustment Requests, switch to Kanban view to see requests grouped by state
3. Try searching by employee name, date range, or state

Checkpoint

• Found all seven sub-menus under Workforce
• Browsed All Attendances with search filters
• Viewed Pending (open punches) list
• Explored Adjustment Requests in kanban view
• Opened a Weekly Attendance record

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Exercise 8: Excel Export & Scenarios (10 min)

Goal: Export payroll data to Excel and handle a "forgot to clock out" scenario.

Export to Excel

1. Go to /workforce/payroll-report
2. Click the green Export button in the header
3. An Excel file downloads: Payroll_Report_YYYY-MM-DD_YYYY-MM-DD.xlsx
4. Open it and verify two sheets:
   • Summary — Color-coded grid matching the web view
   • Detail Punches — Every individual punch with Employee, Date, Check In, Check Out, Hours, Flags

Scenario: Employee Forgot to Clock Out

Walk through what happens when someone forgets to check out:

1. Auto-checkout fires — The attendance record is closed at 11:59 PM with the auto_checkout flag set
2. Email sent — The employee receives an email with a link to submit an adjustment request
3. Employee submits adjustment — They click the link, select "Check Out Adjustment," enter their actual checkout time, and submit
4. HR reviews — The request appears in the payroll report as "Change Requested"
5. HR approves — The checkout time is corrected on the original attendance record

Practice this in the sandbox:

1. Go to Workforce → Auto Checkout to find auto-closed records
2. Open one and look at the auto_checkout field — it should be True
3. Click the "Request Adjustment" button on the attendance form to open the adjustment request page
4. Submit a Check Out Adjustment
5. Go to the payroll report and quick-approve it

Checkpoint

• Downloaded the Excel export
• Verified the Summary and Detail Punches sheets
• Found an auto-checkout record in the backend
• Submitted an adjustment for an auto-checkout record
• Approved the adjustment from the payroll report

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Quick Reference

Attendance States

State	Meaning
New	Created, not submitted
Submit	Submitted for review
Partially Approved	One tier approved
Fully Approved	Both tiers approved
Rejected	Rejected by approver

Adjustment Request Types

Type	What Changes
Check In Adjustment	Updates the check-in time
Check Out Adjustment	Updates the check-out time
Extra Work After Checkout	Extends the check-out by the specified hours

Grid Color Codes

Color	Meaning
Yellow	Late arrival
Orange	Short day (< 8 hours)
Red	Missing (no attendance on scheduled day)
Blue	Overtime (> 8 hours)
Gray	Future date

Approval Workflow

Employee Agrees → HR Admin Approves (Tier 1) → Partially Approved
                → Dept Manager Approves (Tier 2) → Fully Approved

Quick-approve from the payroll report bypasses two-tier and immediately sets both approvals.

Menu Navigation

Menu Path	What It Opens
Workforce → My Attendances	Your attendance records
Workforce → All Attendances	All employee records (HR admin)
Workforce → Pending	Open punches only
Workforce → Auto Checkout	Auto-closed records
Workforce → Adjustment Requests	All change requests
Workforce → Weekly Attendance	Weekly groupings with approval
Workforce → Payroll Report	Payroll dashboard