Attendance in the portal
This page explains the attendance pages of the BioTrack portal: what they show, where the figures come from, and how to export them. Viewers and administrators see the same pages.
The portal shows what your PCs have sent through cloud reporting, so a PC needs a paid cloud subscription for its attendance to appear here. See Licences and billing. Everything is read-only: corrections, leave, calendar changes and rotas are made in the desktop app on the site PC, and reach the portal from there.
Attendance
Section titled “Attendance”Attendance shows one day at one site. Pick the site, then move a day at a time with the arrows, choose a date, or select Today. Filter by name narrows the list.
The figures at the top count Scanned in, No scans, On leave and Scans for the day, plus Late and Absent once the site’s PCs send daily records. If the desktop marked the date as a holiday or working weekend, a note says so.
For each person the table shows First scan, Last scan, the number of Scans and Notes: leave (with its type) and any correction made on the desktop, with its reason.
Status comes from the desktop
Section titled “Status comes from the desktop”BioTrack 1.2 desktops send their own daily record for each person: Present, Late, Left early or Absent, following the shift and rota rules set on the PC. The portal shows that record in the Status column. No record means the desktop sent none for that day.
- The day is the PC’s business day. For a night shift, the record belongs to the day the shift started, so its morning scans can appear on the next calendar day in the scan columns while the record stays on the start day.
- For dates without daily records, for example from a desktop older than 1.2, the portal follows the site’s calendar day and shows only scans. Someone without scans shows No scans, never Absent, and there are no late flags.
The note under the table says which of the two applies.
Scans is the feed of every scan at a site, newest first, with the time, employee, scan type and device. Choose the period with From and To.
Export CSV downloads the scans in the period. An export covers at most 31 days, and each export is recorded in the organisation’s audit history. Cells that a spreadsheet could read as a formula are made safe.
Employees
Section titled “Employees”Employees lists everyone your PCs have sent, with their device user ID, site, last scan and whether they are still active. Search by name or device user ID. Select a name to see that person’s history for a period of your choice, day by day, with the same status, scan and notes columns as Attendance.
Installations
Section titled “Installations”Installations lists each linked PC with its site, status, last delivery, records received, employees and BioTrack version.
| Status | Meaning |
|---|---|
| Collecting | The PC is reporting in and receiving scans from its terminal. |
| Not collecting | The PC is reporting in, but its collector is not receiving from the terminal. Check the PC’s Connection page. |
| Offline | No word from the PC for 35 minutes, or it was shut down. Usually a powered-off PC or a lost network. |
| Delivering / Quiet | For PCs too old to report in: data arrived recently, or not for a while. |
| Revoked | The installation was revoked by BioTrack and no longer sends. |
A PC can also show warnings: its time zone differs from the site’s (so its days may not match the site’s calendar), its clock is a minute or more out, or the cloud refused some changes. The PC reports in every 15 minutes even without a cloud subscription, so its status stays current; only attendance needs the subscription.
Rota shows the weekly schedules published on the site’s desktop. Choose the site and the week (Monday to Sunday). Each person’s shifts are shown for each day; an overnight shift is marked Next day, and a day without shifts reads Off.
- Only published weeks appear. Drafts stay on the PC, and an unpublished week disappears.
- Leave recorded on the desktop is shown alongside the shifts and takes precedence over them.
- If a site has more than one PC, each PC’s publication is shown separately.
- Export CSV downloads the published schedule: each employee’s role, their shifts Monday to Sunday, the number of days and doubles, and the PC and time zone it was published under. The export is recorded in the audit history.
To change a rota, edit and republish it on the desktop. See Weekly rota.
How current the portal is
Section titled “How current the portal is”- A PC sends new records every 30 seconds while it can reach the cloud. If it was offline, it catches up when the connection returns.
- Records older than your organisation’s retention period (shown on Overview under Records kept for) are deleted from the cloud automatically.