Time and attendance implementation

The EMS team is committed to supporting your school to ensure that you can get the most out of EMS360 software.

This checklist provides a step-by-step guide to successfully setting up and managing staff time and attendance.

System administrator setup

(Requires system administrator access.)

Assign leave roles

1. Navigate to: Administration > Staff > Staff Details

2. Assign Leave Approver – Staff responsible for initial approval.

3. Assign Leave Manager – Staff with full access and final approval authority.

4. Assign TILO Approver – Authorises time off requests (time-in-lieu/overtime).

5. Assign TILO Manager – Processes all time in lieu and overtime applications.

Enable leave notifications (optional)

1. Go to: Setup > EMS 360 Site > Site Configuration

2. Absence – Enable organiser field– Allows staff to notify someone of their absence.

3. (Optional) Make notify organiser a required Field – Enforces organiser selection.

Configure approval process

1. Go to: Setup > EMS 360 Site > Site Configuration

2. Enable two-stage approval – Requires both initial and final approval.

3. Leave unticked for a single-stage approval (finalised by Leave Approvers).

Manage historic leave request (optional)

1. Go to: Setup > EMS 360 Site > Site Configuration

2. Enable historic leave requests – Sends notifications for past-dated leave.

Leave manager setup

Define leave and absence categories

1. Navigate to: Setup > Time and attendance > Leave and absence categories

2. Add category names and descriptions (e.g., Sick Leave, Personal Leave).

3. Use the Type button to differentiate between Leave and Absence.

4. Click Save after setup.

Define extra hours categories (optional)

1. Navigate to: Setup > Time and attendance > Extra hours categories

2. Add name sand descriptions..

3. Click Save after setup.

Setup Time in lieu (optional)

1. Navigate to: Setup > Time and attendance > Time in lieu and overtime categories

2. Add category names and descriptions (e.g., Overtime Compensation).

3. (Optional) Set recommended durations (staff can still request adjustments).

4. Click Save when complete.

Policy and procedures

Review or develop school leave policy

Outline:

• Application process and timelines.

• Roles (organisers, approvers, managers).

• Differences between leave (planned) vs. absence (unplanned).

Include Time in Lieu and overtime (TILO) guidelines

Either within the policy or as a separate document.

Testing and training

Conduct a pilot test

1. Submit test leave/absence requests.

2. Have staff practice submissions, approvals, and notifications.

3. Test data can be deleted later.

Provide training

Train staff on:

• Policy & procedures.

• How to submit requests.

• Whom to contact for approvals.

Reporting and continuous improvement

Review reports

1. Go to: Administration > Leave and Absence

2. Explore reporting tools to track trends and approvals.

Schedule regular reviews

• Use EMS360 surveys to collect staff input.

• Review processes regularly (e.g., termly, biannually) and refine as needed.