Attendance Alerts

What this guide covers

The Alerts screen (Attendance Warnings) is HR's queue of attendance exceptions. Each warning is something the system flagged from the day's scans. A manager or HR reviews it and decides whether to excuse it or to raise an HR Incident Log entry (a QIL) from it. Nothing is automatic: the warning stays on the queue until somebody chooses one of those two actions.

Who can open it: attendance-module access. A line manager sees only their team's warnings; an attendance admin sees all.

Strikes were retired on 4 September 2026. There is no longer a "Confirm Strike" action, and attendance warnings no longer feed a strike ladder. The Incident Log is the single disciplinary record. Older rows that were confirmed as strikes still show in History, marked as legacy.

The warning lifecycle

The attendance calculation flags a day and raises a warning with status Pending Review.
The employee can add a justification (a short explanation) while the warning is still Pending Review.
The responsible manager or HR either excuses the warning or raises a QIL from it.
Excused warnings and actioned warnings drop off Needs Action and stay visible on History.

Warning types

Eight types are active and appear in the Warning Type filter:

Late arrival — clocked in after the allowed start window.
Early departure — clocked out before the end of the shift.
Long break — the break ran over the allowed length.
Absent — no attendance on a scheduled working day. This is the one that is docked as no-work-no-pay.
Missed weekend shift — no-show on an assigned weekend shift (a rostered Saturday or Sunday, or an approved weekend overtime shift). It is a disciplinary flag, not a pay deduction: the weekend overtime is simply forfeited.
Short day — the day finished under the schedule's minimum daily hours even though the person arrived and left inside the grace bands. It is only raised on a completed day, and not on a day that already raised Late arrival or Early departure.
OT shortfall — worked under what was expected for the period.
Weekly OT cap exceeded — the week's overtime went over the weekly cap. This is not merely informational: the minutes over the cap are moved out of approved or pending overtime into unauthorised time and the day is flagged as a discrepancy. See How working time is calculated: ordinary hours, overtime & authorised time.

Two older types (OT strike and Daily cap exceeded) were retired in June 2026. They are not raised any more and are hidden from the filter; historical rows still load.

Statuses

Pending Review — newly raised and waiting for a decision (shown on the Needs Action tab).
Excused — the manager or HR cleared it. Nothing further happens.
Actioned — an incident was raised from it. Where the link exists, the row shows the QIL incident number, and people with Incident Log access can open the incident from there.
Strike #N (legacy) — a historical row from the retired strike system (before 4 September 2026). Kept for the record only.

When a day is flagged but no alert appears

Not every flagged day produces an alert. On the hour logs - Manage hours, My Hours and the Detail Attendance report - a day the engine flagged but for which no warning was raised shows a faint grey No alert chip where a status chip would normally sit. That chip is deliberate. It tells you the day classification and the alert queue disagree about the day, so you are not left wondering whether the queue simply missed it.

Three things follow from that, and they are the ones people get wrong:

A clean day shows nothing at all. Any chip means the day carried something.
No alert is not the same as Excused. An excused warning keeps its green Excused chip, because a warning that has been excused, acknowledged or annotated is never withdrawn automatically. No alert means no warning was ever raised for that day.
The most common cause is a missed clock-out. A day with a clock-in and no clock-out is flagged with the reason Missing Clock Out, and there is no warning type for it, so no alert can be raised. Fix the punches on the day and the flag clears.

Timing matters too. A day is only assessed once it has a completed clock-in and clock-out pair. While somebody is still clocked in the day reads as In Progress and raises nothing, so a late arrival this morning does not reach the queue while they are still at work. The notification to the manager is sent when the day closes, not at the moment of the scan - which is why the Alerts screen fills up overnight rather than through the day.

If you are looking at a completed day that clearly breached something and the row still shows No alert, that is worth reporting rather than excusing: the day was classified but nothing was raised, and only the classification side of the pair is doing its job.

Using the screen

The page has two tabs: Needs Action (everything still Pending Review, with a red count badge) and History (everything else). Filter by From and To dates, Warning Type, Status, or Employee (name or worker ID); Reset clears the filters. HR readers can also click Download Warnings Report for a multi-sheet Excel of the warnings matching the current filters.

Each Needs Action row shows the date, employee, warning type, severity in minutes, the employee's justification (or "No justification submitted") and an Expires date. The Actions column offers:

Excuse — opens the Excuse Warning dialog. It repeats the employee's justification, takes an optional Manager Comment, and closes the warning as Excused.
Create QIL — opens the Incident Log's new-incident form pre-filled from this warning. Raising the incident marks the warning as Actioned and links the two records. You need the Incident Log create permission for this button; without it the row shows a hint asking HR to raise the incident.

The employee's side: the owner of a warning sees a Submit Justification button on their own rows while the status is Pending Review. The justification text appears on the row and in the Excuse dialog, so read it before deciding.

The justification dialog tells the employee they have 24 hours to submit. In practice the button stays available for as long as the warning is Pending Review, so a late explanation can still land before you decide. Decide promptly so the record reflects the facts at the time.

The same warnings also surface as Attendance Warning cards on Pending Approvals, with the same Excuse and Create QIL buttons. You cannot action your own warning from either place.

Good to know

Excuse vs Create QIL is a judgement call. Read any justification first; excuse genuine, explained cases.
Raising a QIL has consequences. It starts the Incident Log process and, once enough verbal warnings accumulate, can open a step on the disciplinary ladder. Use it deliberately.
Absent is docked from pay; Missed weekend shift is not. The two are separate types so they can be filtered apart.
A Weekly OT cap exceeded warning is a signal to the manager that approved overtime was trimmed, not a disciplinary matter for the employee.

Disciplinary Escalations — what happens once Incident Log verbal warnings reach the threshold.
Attendance status field definitions — the underlying day statuses.
My Hours: your hours and pay, how it works — the employee-facing explainer.
My Incidents: if an incident is raised about you — what the employee sees after a QIL is raised.