Attendance gaps are chased and cleared before payroll runs
Each night the AI finds attendance gaps, asks each person to fix their own on Teams and gets managers to approve, so payroll starts from complete attendance.
- Used day to day by
- Plant HR
- Payroll team
- Line managers
- Employees
How it runs with AI
Each night the AI checks the day's punches against leave and shift records and sends each person their own gap in a private Teams chat. It raises the correction in Darwinbox from the reply and asks managers to approve their team's fixes. Payroll gets the month's status before cut-off and decides the few gaps still open.
How it is done today
Before each payroll run, HR at each plant downloads the biometric punch report, matches it against leave in Darwinbox and lists the gaps in Excel. Then they email and call employees and managers to fix them, mostly in the last few days before cut-off. Gaps left open turn into loss of pay, and the disputes arrive after payday.
Step by step
Where the work happens, what the AI does, and where it hands over to a person.
-
Step 1, AI
Checks each night's punches against leave and shift records
Needs to know: Shift roster, Grace time rules, Half-day threshold
In Biometric system ,
Darwinbox -
Step 2, AI
Asks each person about their own gap in a private Teams chat
Needs to know: Reminder timing, Each person's manager
In
Microsoft Teams Exception to step 2
Reminds after 2 days, then lets the manager know
-
Step 3, AI
Raises the correction in Darwinbox from the reply
Needs to know: Regularisation rules, Approver for each team
In
Darwinbox -
Step 4, AI
Asks each manager to approve their own team's corrections
Needs to know: Reporting lines, Payroll cut-off date
In
Microsoft Teams , Darwinbox -
Step 5, AI
Gives payroll the month's status before the cut-off
Needs to know: Payroll cut-off date
In
Darwinbox -
Step 6, Person
Decides each gap still open, then runs payroll
In
Darwinbox
What stays with a person
- Decides each gap still open, then runs payroll
Who sees what
- Each employee sees only their own punches and gaps, in a private Teams chat.
- Each manager sees only the corrections from their own team.
- Plant HR sees its own plant. Payroll sees the totals and the gaps still open at cut-off.
Apps in this example
- Biometric system
- Darwinbox
- Microsoft Teams
The same flow works with the apps you use.
This fits you if
- You run payroll for more than one plant or office
- Attendance comes from biometric machines and leave is applied in Darwinbox
- HR spends the days before cut-off chasing employees and managers
- Loss-of-pay disputes come up after payday
What to watch for
- Loss of pay is a pay decision, so it stays with payroll. The AI lists the gaps still open and payroll decides each one
- A biometric machine that stops sending data shows up as a whole shift without punches. The AI flags the machine to plant HR and holds the messages to that shift until the data is back
- HR sets the rules up front, such as the half-day threshold, the grace time after a shift starts and the cut-off date
- Teams reaches staff with a Microsoft 365 account. Shop-floor operators need their own route, such as WhatsApp, set up separately
