Kokar Help CenterAttendance policies
The working week every day is measured against — schedule, holidays, breaks, overtime and time-off quotas.
An attendance policy is the working week written down: which days people work, which hours, which days the company is closed, how much paid time off they get, and what counts as overtime. Every number in attendance is measured against it.
Owners and admins manage policies at Attendance → Policies.
Who follows which policy
A policy is one of three things:
- The workspace default — the fallback for everyone. Exactly one policy is the default.
- Assigned to a space — the working week for that one company. Its members follow it instead of the default, and the space becomes its own timesheet.
- Not assigned yet — a draft. It applies to nobody until you give it a home.
A space can have at most one policy. Someone in a space without one falls back to the workspace default.
One policy is usually plenty
A single company needs one policy, and Standard and Business are built around exactly that. Several policies are for workspaces running several companies.
Create a policy
Name it, and say who it applies to
Give it a name. Applies to is the workspace default, a specific space, or nothing yet.
Set the working week
Pick the days, then the hours — either the same hours daily, or custom per day. The length of a scheduled day is what overtime is measured against, so it is the single most important number here.
Work through the rest
Location rule, grace period, breaks, overtime, quotas, rollover and holidays — each is a section below, and each starts on a sensible default.
Save
Everyone on that policy is on the new rules immediately.
What each section does
Work schedule
The days of the workweek, and the hours worked on each. A day outside the workweek is scheduled for zero hours — which is what makes weekend work read as pure overtime.
Where people can clock in
Three rules, covering the whole spectrum from a fixed office to a fully remote team:
| Rule | What it does |
|---|---|
| Office only | Checking in outside the office area is refused, and nothing is saved |
| Hybrid | Outside is accepted, and the day is marked off-site |
| Flexible | Clock in from anywhere; distance is recorded but never blocks |
Location is captured under all three — the rule only decides whether being outside stops someone. Details in Clocking in and out.
Grace period
A forgiveness buffer, in minutes, so arriving a little late is not held against anyone. The switch for forgiving an early departure is in the editor but is not applied yet — only arrival is currently measured against the buffer.
Breaks
How long a break is, and how much of the day someone has to work to have earned one.
Breaks are paid is not applied yet
The switch saves, but break time is currently excluded from worked hours either way — a 9-to-5 with an hour's lunch reads as seven hours worked whichever way it is set. Treat the setting as recorded, not yet in effect.
Overtime
Overtime is time worked beyond the day's scheduled hours, and it is counted per day rather than by the clock on the wall — someone who starts at noon and works their full hours has not done overtime.
The choice that matters here is Give time off instead of pay, which records how your workspace settles overtime — as time back, or as money at the rate you pick (regular, time-and-a-half, double).
It is a record of your policy, not an automatic transaction: overtime minutes appear in the report and someone decides what to do with them. Nothing is banked into a leave balance on its own. Where time is given back, an approver grants it as granted leave, which is uncapped precisely so they can.
Overtime is measured against the day's scheduled hours. The weekly threshold and the pay multiplier are saved on the policy, but neither is used in any calculation yet — the report gives you the overtime minutes, and the rate is applied by whoever runs payroll.
Time-off quotas
How much paid time off each person gets per year, entered in hours with the equivalent in days shown underneath (using this policy's own day length, so 120 hours reads as 15 days on an 8-hour week).
- Annual leave — the yearly allowance. This is the only budgeted kind, and the balance is checked when a request is approved, not when it is sent.
- Granted leave — days an approver decides not to charge anyone for. Deliberately uncapped, so it is not set here: a budget for it would eventually force someone to refuse a person who is ill.
The approver picks which of the two a request is, when they say yes. See Time off.
Time-off approval
Not a setting — a rule. Every time-off request is approved by an owner or admin before it is granted, including your own.
Year-end rollover
Quotas reset on 1 January.
Rollover is not applied yet
The carry-over and expiry values save on the policy, but unused days are not carried into the new year — every allowance currently starts from its full figure on 1 January. Treat this section as recorded, not yet in effect.
Holidays
Company closures, each with a name and a date range. Nobody is expected in, and anyone who does work counts the whole day as overtime.
Overrides for one person
Some people do not fit the policy. Attendance → Policies → Members lists everyone in the workspace with two optional overrides each:
| Override | What it changes |
|---|---|
| Daily hours | A different target for a working day, so their overtime starts at a different point |
| Location rule | Office only, Hybrid or Flexible for this one person |
Leave a field blank and the person follows their policy. Use this when one person differs from the rest of the team.
The order of precedence is always: the person's override → their space's policy → the workspace default.
Deleting a policy
Delete from the ⋯ menu on the policy card. The workspace default cannot be deleted — make another policy the default first, from the same menu.
People on a deleted policy fall back to the workspace default, and their balances are recalculated against that policy's quotas.
Frequently asked questions
What happens if I have no policy at all?
Time off has no balances and nothing can be requested, and every hour worked reads as overtime because no day is scheduled. Clocking in stops too, unless an office has been set up — with no policy the location rule falls back to office-only, and office-only needs somewhere to be. Create one policy and all of that resolves itself.
Someone works different hours from the rest of the team. Do I need a second policy?
No. The Members tab sets a different daily hours target for one person without touching anyone else's. A second policy is for a genuinely different working week — another company, another country.
Do holidays have to be added every year?
Yes. Holidays are exact dates, so moveable feasts like Eid have to be entered each year. It takes a minute and it means the dates are always right rather than approximately right.
Does changing a policy rewrite past days?
Reports are calculated from the recorded entries and the policy as it stands now, so changing the schedule changes how earlier days are summarised. Set the schedule up before a payroll period rather than in the middle of one.