In this article, we will go over how to set up automatic reporting for attendance tracking.
Attendance data is only available if your operatives use the start and end shift features in GuardTek.
NOTE: When an operative select starts and ends their shift in GuardTek, if no schedule was previously assigned to that user, GuardTek logs a shift equaling the times worked. This means your Scheduled Hours Worked VS Actual Hours Worked will show the same information.
- How to Set up Automatic Reporting for Attendance Tracking
How to Set up Automatic Reporting for Attendance Tracking
To set up automatic reporting for logbook Activities:
1. Log onto the Guardtek web portal as an Admin or Supervisor.
2. Hover over the Reporting Tool module and click Automatic Reporting.
3. On this page, you will find any existing automatic reports you have created.
NOTE: these reports are user-specific, and you can only see the reports templates you have created.
The automatic reporting setup is a 3-stage process: first, you create your report template, then your email recipients, and last, you create your schedule.
They are independent, however. Once you create your template, you could click the run icon to run the report on screen, or once you created your email recipients, you could just click send.
Create a Report Template
1. Click Add New
2. Choose Shift on the drop-down menu
3. Name your report (be specific, especially if you set up multiple reports)
4. Check the boxes for reporting format PDF and Excel
5. Click Enter
6. Select the Time Period to be Covered from the drop-down menu
The following options are available:
- Last Hours (a new field opens to add the number of hours)
- Last 12 Hours
- Last 7 Days
- Last 30 Days
- Last 90 Days
- Last Days (a new field opens to add the number of hours)
7. Select your sites. You can select multiple posts as required
8. Select the type of analysis. You can make multiple selections as required
"Site Coverage Bar Chart" should be combined with "Sorted By." Only one sort option can be selected at a time.
"Site Coverage XY Chart" needs to be used in combination with "Show Trend Curve By"
Shift Coverage Report: provides an Excel summary and an Excel detailed report on Scheduled hours worked vs. Actual hours worked, used, for instance, to send to the HR department for payroll purposes.
Example of an Excel Summary (after converting from the original CSV file format)
Sample of an Excel Detailed Report (after converting from the original CSV file format)
NOTE: All GuardTek Excel files are in a CSV format. To convert to an Excel Workbook format, check this article, "How to Convert CVS Excel Files (.csv) to Excel Workbook format (.xlsm)."
Site Coverage Bar Chart: this option gives a bar chart summary of Scheduled total hours VS Actual total hours.
Site Coverage Bar Chart – Sorted by Post: this option gives a bar chart summary per post. This option is only helpful if you select multiple posts on your site.
Site Coverage Bar Chart – Sorted by Officer: this option gives a bar chart summary per officer.
Site Coverage XY Chart: this option gives a trend curve analysis sorted by month, week, or day for upward/downward fluctuations analysis. Your choice should align with the time you are reporting on.
9. Click Enter at the bottom of the page to save your template
Your template will now show on the main page.
Create an Email Recipient(s)
1. Locate the desired template, and under the Email field, click on the Email icon
2. Select Add New
3. Under Recipient, select GuardTek User, Employee, or Other Contact.
4. Click the drop-down arrow and search for the name on the recipient address list. The system will save all previously added contact details, but if you don't see it on the list, choose "Other Contact," complete contact details, and click Add.
5. Type of notification is set automatically to email. Please make sure that the email address is correct and click Add.
6. Repeat steps 3 to 5 to add multiple recipients. Once done, you can click Close and double-check on the notifications screen that all is correct before selecting Close again.
Create a Report Schedule
1. Locate the desired template, and under Schedule field, click on Not Defined.
2. Set your start and end dates by clicking on the calendar icon and selecting a date from there
3. Select the frequency. Depending on your selection, different menus open for further selection
4. Input time of day report will be generated, and click Add. You can select multiple times
5. Save your schedule by selecting Enter at the bottom of the page
To make changes to your schedule, just click on it and repeat the steps above.