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ROSI DAY — Attendance & Staff

Software that lets you request leave, a late start or an early finish from your phone, see who has clocked in today, keep staff records and run the Saturday duty rota — in place of paperwork signed by hand.

See the other eight guides

1Who it is for

  • Staff of the organisation: submitting requests, checking the Saturday rota, updating their personal record, seeing their own leave balance.
  • HR and office managers: watching "Staff today", managing the member list, assigning clocking-machine IDs, exporting attendance reports.
  • Deputy directors: approving requests from the departments they oversee, setting departmental limits, reading reports.
  • The director: full rights, granting rights to deputy directors, resetting staff passwords.
  • Whoever looks after the clocking machine: checking the fingerprint or face terminal is still sending data through.

2How to open it

  1. In the "Phone number" box, enter your phone number (this is your username — the system does not sign you in by email).
  2. In the "Password" box, enter your password. Press the eye icon on the right to see what you have typed.
  3. On your own device, tick "Remember me". On a shared computer, do not.
  4. Press the blue "Sign in" button.
  • Android phone (Chrome): open the address → three-dot menu → "Add to home screen".
  • iPhone (Safari): the Share button → "Add to Home Screen".
  • Press "Turn on now", then press "Allow" in the browser's dialog.
  • If you press "Later", you can still read notifications by pressing the bell in the top right of any page.

3Everyday tasks

Clocking in each day and checking your times

  1. You clock in with your fingerprint or face on the terminal at the office. The software has no clock-in button on the phone — the terminal sends the data through by itself.
  2. Go to "Staff today" to check the machine has registered you.
  3. In the row of six figures, press "Present" to open the "Clocked in" list — each person shows an "In" time and an "Out" time.
  4. If your name sits under "Total" with a grey "Not clocked", the machine has registered nothing for you today.
  5. To look at another day: press "Yesterday", "Today", "Tomorrow", or press "Choose a date" for any date; the left and right arrows step one day back or forward.

Requesting a late start or an early finish (quickest, from the Overview page)

  1. Go to "Overview".
  2. Press the "Request late start" tile (orange) or "Request early finish" (blue).
  3. Choose the "Date". For a late start, also choose "Morning" or "Afternoon".
  4. Adjust the two time boxes if needed: "Late from" – "Arriving at" (late start), or "Leaving from" – "End of day at" (early finish). The system pre-fills the usual times.
  5. Enter a "Reason".
  6. Press "Send request".
  7. Late start and early finish requests are approved immediately if you are within your monthly allowance and your department has not already reached its limit for that day. If either is exceeded, the request becomes "Awaiting approval" and management is notified.

Requesting leave and previewing the form

  1. Go to "Requests" → press the blue "New request" button (or press the "Request leave" tile on the "Overview" page).
  2. In "Request type", choose one of: "Annual leave", "Late start", "Early finish", "Unpaid absence", "Business trip".
  3. Choose "From" and "To". For half a day, switch on "Half day" and choose "Morning" (07:30 – 12:00) or "Afternoon" (13:00 – 17:00) — only 0.5 of a day is deducted.
  4. Enter a "Reason".
  5. To see what the printed form will look like, press the green "Preview form" button — it opens the "LEAVE REQUEST" sheet in the organisation's own format. This is not yet submitted and deducts nothing.
  6. Press "Submit". The blue panel above shows your remaining leave and how much this request will use.

Tracking, rescheduling or cancelling a submitted request

  1. Go to "Requests". Filter with the "All types" and "All statuses" boxes, or type into "Search…".
  2. The statuses are: "Awaiting approval" (yellow), "Approved" (green), "Rejected" (red), "Cancelled" (grey).
  3. Press a request to open "Request details". If it was rejected, the reason appears under "Reason for rejection".
  4. While a request is "Awaiting approval": press "Change date" → pick the new date → "Confirm change"; or press "Cancel this request" → "Cancel".
  5. An approved late start has an extra button, "Convert to leave" — choose "Half day (0.5)" or "Full day (1)" and press "Confirm conversion". The request goes back to awaiting approval.
  6. A leave request also has "View form" / "Preview form" and "Print form". On the form page there is also a "Download Word file" button.

Approving requests (deputy director / director)

  1. Go to "Approvals". The red number on the menu and on the bell is the number of requests waiting.
  2. Choose the filter "Awaiting approval", "Approved", "Rejected" or "All".
  3. Press a request to see the details: who sent it, their department, the type, the dates and the reason.
  4. If there is a yellow "Note — over the limit" panel, weigh that up before deciding.
  5. To agree: press "Approve".
  6. To refuse: press "Reject" → type into "Reason for rejection" (required) → press "Confirm rejection". The member of staff will read that reason.

A signature to be placed on leave forms automatically

  1. Prepare a PNG or JPG with a white background showing only the signature, under 5 MB (signing on white paper and photographing it is enough).
  2. Go to "Members" → press the person to open their detail panel.
  3. Scroll to the "Signature" box → press "Upload" (if one already exists, the button reads "Replace").
  4. Choose the image. The system trims it to the ink and centres it.
  5. To remove it, press the red bin icon beside "Replace".
  6. From then on, every printed "LEAVE REQUEST" carries the signature in the "Applicant" box; an approved request also carries signatures in the "Director's decision" and "Head of department's decision" boxes.
Staff can change their own signature and managers can change anyone's. But the signature box sits inside the "Members" page, which only deputy directors and the director can see. If you are a member of staff and want your signature on the form, send the image to whoever handles HR to upload for you.

Updating your personal record and exporting it to Word

  1. Go to "Personal record" (the page is headed "PERSONAL RECORD").
  2. Choose one of the four tabs: "Self", "Family", "Education", "Service".
  3. On the "Self" tab, fill in boxes such as "Full name (capitals)", "Date of birth", "Place of origin", "ID card number", "Education level", "Social insurance number", "Party admission date"… Press "Upload photo" to add a photograph.
  4. Press "Save record" at the foot of the page. The "Family" tab has its own "Save" button.
  5. To attach supporting documents, press "Upload evidence" on each education or service row.
  6. Press "Export to Word" (the blue button at the top of the information panel) to download the record in the standard format and print it.
Name, date of birth, phone number, email, place of origin and current address are shared with the staff record — changing them here changes them there too. Any box labelled "Read only" is one you have no right to edit.

Viewing and swapping the Saturday duty rota

  1. Go to "Saturday duty" (page title: "SATURDAY DUTY ROTA").
  2. Choose the range with the three buttons "Next 4 weeks", "2 months", "All".
  3. The table has five columns: "In charge", "Team leader", "Support 1", "Support 2", "Fees".
  4. To swap a shift: press the name of the person you want to swap with → the "Duty swap request" box opens → choose "Your shift to swap" → type a "Reason (optional)" → send.
  5. The other person sees the request and presses "Agree" or "Decline". If the swap is across columns (say Support 1 with Fees), a deputy director must also press "Approve" before it takes effect.
  6. While it is pending, your cell carries a yellow "Swap pending" label; to withdraw it, press "Cancel" in the request panel above the table.
  7. Managers create the rota with the "Add duty" button.

Month-end attendance reports and your own figures

  1. Managers: go to "Reports" (titled "Statistical reports").
  2. Under "Choose the reporting period", choose the year, the month (or leave "Whole year"), and the department (or leave "All departments").
  3. Press "View report". The table has columns for "Leave", "Unpaid", "Late", "Early", "Annual entitlement", "Remaining", with a "Total" row.
  4. Press "Export to Excel" or "Export to PDF" to save a file to send on.
  5. Staff: go to "My figures", choose "From" – "To" (or the shortcuts "This month" / "This year") to see your own annual entitlement, what has been approved through the system and what is "Remaining".
  6. On Mondays and on the 1st of each month the system sends the report notification automatically to management — nobody has to press anything.

Managing members and the clocking machine (deputy director / director)

  1. Go to "Members" (the staff list; the full title includes the organisation code).
  2. Press "Add member" and fill in "Full name" and "Phone number" (both required, marked with a red asterisk), "Position", "Job title", "System rights", "Department", "Leave days per year".
  3. Important: fill in "Clocking machine ID" with exactly the number on the fingerprint terminal (1, 2, 3 …), otherwise clock-ins cannot be attached to that person.
  4. Press a person to see their details, then use the buttons "Leave entitlement", "Edit", "Reset password" (director only), "Delete".
  5. Go to "Clocking machine" to see "Terminals", "Clock-ins today", "Total records", "Unassigned IDs"; the page refreshes every 15 seconds and has a "Refresh" button.
  6. If you see "Machine IDs not assigned to a member", note those numbers, go back to "Members" and put them in the right person's "Clocking machine ID" box.
  7. Setting limits: menu "Approval limits" → edit "Maximum late starts per month" and "Maximum early finishes per month" for the whole organisation, and "Maximum on leave (people per day)", "Maximum late starts (people per day)", "Maximum early finishes (people per day)" for each department.

4Tips and common problems

  • You used your fingerprint but "Staff today" still says "Not clocked". Usually the "Clocking machine ID" box in your record is empty or wrong. Ask a manager to open "Clocking machine", look at "Machine IDs not assigned to a member" and put that number into your record under "Members".
  • The whole "Clocking machine" page shows no device. The terminal has stopped sending data. The page says plainly that the machine's Cloud Server settings need checking (the Cloud Server address and port are set by technical staff). Report it to them; do not change it yourself.
  • Submitting a request returns "You have already requested … for this day". You already have a request of the same type for that date. Go to "Requests", filter by "All statuses" to find the old one, cancel it, then submit the new one.
  • A late start or early finish suddenly became "Awaiting approval" instead of approving itself. You have used up your monthly allowance, or your department has reached its limit for that day. The yellow panel in the request states how many you have used. Just wait for a decision; there is no need to resubmit.
  • Your remaining leave looks lower than you expected. The system deducts requests that are still awaiting approval, not only approved ones. The formula is: annual entitlement − days recorded manually − approved requests − pending requests. Cancelled or rejected requests give the days back.
  • You cannot see the "Administration" menu group. It only appears for deputy directors and the director; "Deputy director rights" appears only for the director. If you are a manager and cannot see it, ask an administrator to check the "System rights" box in your record.
  • The printed form has no signature. The toolbar above the form states why: "Request not yet approved — the manager's signature box is empty" or "the applicant has no signature in the system". For the latter, upload a signature image as described in task 6.

5Frequently asked questions

How do I clock in — by pressing a button on my phone?

No. You still clock in with your fingerprint or face on the terminal at the office. The terminal sends your in and out times through to the software; you only open "Staff today" to check.

Can I sign in with my email address?

No. The username is your phone number. The email in your record is only for contact and may be left blank.

Does a late start have to wait for a manager's approval?

Usually not — late start and early finish requests are approved as soon as they are sent. Only when you exceed your monthly allowance, or your department has reached its limit for that day, does the request move to "Awaiting approval" and management get a notification.

If leave runs across a Saturday and Sunday, are those two days deducted?

No. The system only counts working days, Monday to Friday. For half a day, switch on "Half day" so only 0.5 is deducted.

I swapped a Saturday shift with a colleague — why does it still say "Swap pending"?

Because it is not finished. The other person must press "Agree" first. If the two of you are in different columns of the table, a deputy director must then press "Approve". Once all the steps are done, the table swaps the two names itself.

If I edit my "Personal record", does "Members" change too?

Yes. Name, date of birth, phone number, email, place of origin and current address are held in one place; editing either side updates the other.