Merakit Presence helps organizations record daily attendance in a more orderly way, whether for schools, campuses, offices, or field teams. This documentation outlines the planned structure and will be expanded as the product’s final features are released.

Overview

Merakit Presence focuses on three main areas: attendance recording, location validation, and operational reporting. Administrators set up attendance rules, users check in according to their schedules, and operators or management review the results through summary reports.

When to Use Presence

Use Merakit Presence when your organization needs attendance records that are more consistent than manual sign-in sheets. Typical use cases include:

Attendance for teachers, staff, or employees.
Attendance for students or event participants.
Location-based attendance for field teams.
Summaries of late arrivals and early departures.
Attendance archives for operational reviews.

General Workflow

The administrator sets up user data and attendance rules.
The administrator defines the attendance locations or areas.
Users check in when they start their activities.
Users check out when they finish their activities.
The system determines each attendance status based on schedules and rules.
Operators review the summary and export reports when needed.

User Roles

Each organization can adjust roles to fit its needs, but the general pattern is as follows.

Role	Responsibilities
Super Admin	Manages global configuration, administrator access, and system policies.
Administrator	Manages users, locations, work schedules, and attendance summaries.
Operator	Monitors daily attendance and helps correct data when needed.
User (“Pengguna”)	Checks in, checks out, submits leave requests, or records other activities according to the rules.

Initial Setup

Before attendance tracking begins, the administrator needs to prepare the basic configuration so that incoming data stays consistent.

Organization Data

Complete the organization’s information first. This data is typically used in reports, exports, and dashboard displays.

Organization name.
Organization address.
Operational time zone.
Internal support contact.
Naming or user identity format.

User Data

Add the users who will record their attendance. Make sure each user has a clear identity so the summaries are easy to read.

Full name.
Username or ID number.
Email or phone number, if needed.
Work unit, class, division, or group.
Active or inactive status.

Units and Groups

Units help administrators read reports according to the organization’s structure, such as classes, divisions, branches, or teams.

Create main units such as Teachers, Admin Staff, Grade 10, or Field Team.
Assign users to the appropriate unit.
Use units as filters in reports and on the dashboard.

Attendance Locations

Attendance locations ensure that users check in from permitted areas.

Office or School Locations

Administrators can create the organization’s main locations. Each location includes a place name, coordinates, and a tolerance radius.

Example configuration:

Location	Radius	Notes
Main Building	100 meters	For staff and teachers.
Computer Lab	50 meters	For practical sessions.
East Branch	150 meters	For the branch team.

Tolerance Radius

Avoid setting the tolerance radius too narrow. GPS signals can vary depending on the device, weather, buildings, or network quality.

Initial recommendations:

Small areas: 30 to 50 meters.
School/office buildings: 75 to 150 meters.
Large outdoor areas: 150 to 300 meters.

Off-Site Attendance

Some organizations still need to record attendance away from their premises, for example during official assignments or field activities. For these cases, administrators can set up specific policies such as:

A note is required.
Supporting evidence must be uploaded.
Operator approval is required.
The record is flagged as off-site attendance.

Work Schedules

Work schedules determine when users are allowed to check in and check out.

Regular Schedule

A regular schedule is used for work patterns that repeat every week.

Example:

Day	Check in	Check out
Monday - Thursday	07:00	15:30
Friday	07:00	14:00
Saturday	Day off	Day off

Flexible Schedule

A flexible schedule suits organizations that measure working hours rather than requiring the same start time for everyone.

Example rules:

Users may check in from 06:00.
Minimum working duration is 8 hours.
Checking out before the minimum duration is flagged as an early departure.

Holidays

Holidays can be configured so the system does not mark users as absent on specific dates.

Common types of holidays:

National holidays.
Collective leave days.
Internal organization holidays.
Special events without regular attendance.

Check-In Process

Check in records a user’s arrival.

Check-In Requirements

Requirements may differ between organizations, but they generally include:

The user account is active.
A schedule is available for that day.
The user is within a permitted location.
The device has location access enabled.
The check-in time is still within the tolerance window.

Arrival Status

The system can assign a status based on the check-in time.

Condition	Status
Check in before the late threshold	Present (“Hadir”)
Check in after the late threshold	Late (“Terlambat”)
No check in by the end of the day	Absent (“Tidak hadir”)
Check in from outside the area	Needs review (“Perlu peninjauan”)

Check-In Notes

Notes can provide additional context. For example, a user may be late because of a morning assignment, transportation issues, or duties at another location.

Check-Out Process

Check out records when an activity ends.

Check-Out Requirements

Before check out, the system can verify that:

The user has already checked in.
The check-out time is not earlier than the minimum allowed.
The location still meets the rules, if location validation is required.
The user has added a note when checking out off-site.

Early Departure

An early departure occurs when a user checks out before the specified minimum time. This data can be used for discipline reports or operational reviews.

Missed Check-Out

If a user forgets to check out, an operator can review the record and correct it according to the organization’s policy.

Leave and Absences

Not every user who is not present should be treated as absent without notice. The system needs to distinguish between permission, sickness, leave, off-site duty, and unexcused absence.

Leave Types

Examples of leave types:

Personal leave.
Sick leave.
Annual leave.
Off-site duty.
Official activities.

Submitting a Leave Request

The leave request workflow can be kept simple:

The user selects the type of leave.
The user enters the dates and reason.
The user attaches supporting evidence, if required.
An operator or supervisor approves or rejects the request.

Impact on the Summary

Approved leave appears as a dedicated status in reports, so the user is not recorded as having an unexcused absence.

Daily Monitoring

Daily monitoring helps operators quickly see the current attendance situation.

Dashboard Overview

Ideally, the dashboard shows:

Total active users.
Checked in.
Not yet checked in.
Late.
On leave.
Off-site.
Missed check-out.

Monitoring Filters

Filters help operators find data faster.

Date.
Unit or group.
Attendance status.
Location.
User name.

Operator Follow-Up

Operators can follow up on records that need attention, such as off-site attendance, missed check-outs, or leave requests.

Summaries and Reports

Reports are used for periodic reviews and as organizational records.

Daily Summary

The daily summary is suited for quick monitoring and is typically reviewed by operators at the end of each day.

Monthly Summary

The monthly summary shows an overview of attendance for a given period.

Commonly displayed data:

Total working days.
Total present.
Total late.
Total leave.
Total sick leave.
Total unexcused absences.
Total early departures.

Exporting Reports

Reports can be exported for archiving, payroll, internal audits, or review meetings.

Common formats:

Spreadsheet.
PDF.
Print layout.

Data Corrections

Data corrections are needed when there are recording errors or technical issues.

When Corrections Are Needed

Corrections are usually made when:

A user forgot to check in.
A user forgot to check out.
The device’s GPS was inaccurate.
Attendance was recorded at the wrong location.
There was a sudden schedule change.

Audit Trail

Every correction should keep an audit trail that records:

Who made the change.
When the change was made.
The data before the change.
The data after the change.
The reason for the correction.

Operational Best Practices

The following practices help your implementation run more smoothly.

Start with a Pilot

Before rolling out to all users, run a pilot with one small unit. The goal is to test locations, schedules, devices, and user habits.

Communicate the Rules

Users need to know:

Check-in times.
The late threshold.
When they must check out.
What to do when GPS has problems.
Who to contact when issues arise.

Review Regularly

Review attendance data regularly. If many users are flagged as off-site, the radius may be too narrow or the coordinates may need adjusting.

Frequently Asked Questions

Why isn’t my location being detected?

Make sure location permission is enabled in the browser or app. Also check your internet connection and the location accuracy mode on your device.

Can attendance be recorded from outside the permitted area?

Yes, if the organization allows it. Such records are usually given a special status and may require a note or operator approval.

What if a user forgets to check out?

Operators can correct the data according to internal policy. Corrections should always include a reason.

Can reports be filtered by unit?

Yes. Reports should be filterable by unit, group, date, status, and location to make them easy to read.

Merakit Presence Documentation