Skip to main content

Backdated Attendance Entries

What Is a Backdated Entry?​

A backdated entry is any attendance record created for a date that has already passed. For example, if today is April 8th and someone creates an attendance record for April 5th, that record is considered backdated.

Why the Special Handling?​

Backdated entries are a fraud risk -- someone could retroactively claim they were at work on a day they were not. To guard against this, the system applies extra scrutiny to anything created after the fact.

Rules​

  1. Automatic Flagging -- Any attendance record created for a past date automatically gets flagged as backdated
  2. 30-Day Limit -- You can only backdate entries within the last 30 days. Try to go further back than that and the system will reject it.
  3. Admin-Only Creation -- Only Company Admins can create backdated entries directly. Managers are stuck with today's date.
  4. Worker Verification Backdating -- Workers can submit verifications for past dates, but when the admin approves those submissions, the system automatically spots the past date and flags them as backdated
  5. Project Date Validation -- The backdated date still has to fall within the project's start and end dates
  6. Cross-Project Check -- The worker must not already have attendance on another project for the same date

Audit Trail​

The system keeps a clear record of everything:

  • Whether the entry is for a past date
  • Which admin approved the backdating
  • When the backdating was approved
  • The original creation timestamp compared to the attendance date (so you can see the gap between when it was entered and the date it was entered for)

How Backdated Entries Are Created​

Path 1: Admin Direct Entry​

  1. The admin creates an attendance record for a past date (within the 30-day window)
  2. The record is created in the pending review state and flagged as backdated
  3. The admin then verifies the record to move it to the verified state

Path 2: Worker Verification for a Past Date​

  1. A worker submits a verification for a date that has already passed
  2. The submission goes through the normal dual-approval process (manager then admin)
  3. When the admin approves, the system detects that the date is in the past
  4. The attendance record is created with the backdated flag set, and it records which admin gave the approval

Impact on Payments​

Backdated entries that get approved and verified are included in payment calculations just like any other attendance record. The date of the attendance (not the date it was entered into the system) determines which payment cycle it falls into.

Important: If a backdated entry falls into a payment cycle that has already been processed and paid out, it cannot be added. The system blocks attendance additions for cycles that have already been settled.