Learn Mokapen

Presences Guide

The Presences area is Mokapen's HR module for recording people's hours and days: on-site work, sick leave, vacation, time off, and other types. Each presence has person, location, date, start/end time, type, notes, and (where applicable) privacy. It can link to a planned Shift on the same day/location.

Access it from the Human Resources → Presences menu, or use Record presence from the «+» menu (typical shortcut: R key). The default view is Calendar; you can switch to List. The module requires the Presences app active, the correct permissions, and a suitable Premium plan (HR package). Check availability on your plan.

What Presences are not: not an automatic time-clock system (clock-in/out), no mandatory geolocation, and no «manager approval» flow (pending/approved). You (or an editor) record dates and times — manually, also in bulk or from planning. The Timesheet, if present in Mokapen, is a separate app.

Role in the CRM and relationship to Shifts

• Shifts = plan («you should be here in these time slots»).
• Presences = actuals («you were / you recorded these hours / this type»).

Using them together is the recommended flow: the editor plans shifts, then records (or has recorded) presences. From the shift card you can open shortcuts to create/edit the presence and see hour variance. When creating a presence, if a shift exists for the same user + location + day, Mokapen can link it automatically (shift_id). In reports, where provided, you also find cross-data for shifts + presences.

User permissions: who sees, who creates, who edits

There is no «approver» role. What matters is app, editor, reportees, and privacy on the individual presence.

1. App and plan

The Presences app must be active (suitable Premium plan). The owner enables it in Settings → Applications. Without the app you do not see the menu, list, or Presences reports.

2. Presences editors

In Settings → Human Resources → Presences, the owner chooses who can create and edit presences for everyone (selected users or the whole organization). Editors:

• record presences for any person (also multi-person in one go);
• edit, move (drag&drop), clone, plan, archive, and delete;
• can set privacy, collaborators/stakeholders, and groups on the presence;
• on time overlap they receive a warning but can still save (more flexible policy than a normal user).

Being a Presences editor also makes you a Shifts editor (to align planning and actuals).

3. Non-editor user

They can typically record and manage their own presences and, where provided, those of their reportees (members of teams they manage). They do not manage the whole org schedule. On time overlap, Mokapen may block saving (unlike an editor).

4. Privacy on the individual presence

As with other Mokapen entities: public presence (in the org, according to permissions) or private — visible to those with explicit access (person on the presence, whoever created it, indicated collaborators/stakeholders, privacy rules). Editors set privacy and stakeholders on create/card. Use private privacy for sick leave or sensitive data that should not appear to everyone.

5. «Presences visibility» setting

In Presences settings you also find a Visibility block (only mine / also team / also reportees / selected users). It declares who should see what. In daily practice, however, the rules that matter most remain: who is editor, reportees for editing, and privacy on the individual record. If something does not match team expectations, check editor and privacy first, then Visibility configuration with an admin.

In summary:

• Owner — activates app, locations, types, editors (and visibility options).
• Editor — records and corrects for everyone; plans and performs bulk actions.
• Non-editor — manages self (and reportees); not the whole org.
• Privacy — restricts reading of the sensitive individual record.

Presence types

Each presence has a type (configurable field). If the organization has no custom types yet, Mokapen offers typical defaults:

• Work — work day/hours.
• Sick leave
• Vacation
• Time off
• Other

You can customize types in Settings → Human Resources → Presences (type management). Types feed reports (hours by type) and filters: use them consistently across the team.

Presences page — toolbar and views

Like Shifts, you find Calendar and List.

• Calendar – Rows: full month, month navigation; rows = days; columns according to grouping.
• Calendar – Columns: window of days around today; if Shifts presets with time slots exist, the grid may split columns by time slot.
• Group by: Location → User or User → Location.
• Today: scroll to the current day.
• Advanced filters: with a base Premium plan (where provided).
• Record presence / actions: creation; for editors also Plan, duplicate, archive, bulk actions in the list.

In List (table): person, date, times, type, location, notes, who created/updated (and groups if editor). Ideal for mass corrections and analytical export toward reports.

Presence card

Click a card or row to open the card (modal). Typical fields:

• Person — editable by editor; otherwise usually fixed to you.
• Location, Date, Start time / End time.
• Shift preset (optional, if Shifts app active) — fills times from preset slots.
• Type, Notes.
• Privacy / collaborators / groups — for editors.
• Archived badge if outside active views.

Options menu: Clone, Archive / Restore, Delete. On the calendar, with the right permissions, you can drag the presence (change date/location/user; time snap may align to a shift slot on the same day).

Recording a presence

1. «+» menu → Record presence, or from HR → Presences, or from a Shift card.
2. Choose person (if editor; you can select more than one), location, dates (also a range), type, times (manual or from shift preset).
3. Add notes; if editor, set privacy/stakeholders if needed.
4. Save. On time overlap: block (normal user) or warning (editor). On org closure days a warning appears: you can still save (not a server block).

Plan and duplicate

Plan (editor) copies a period of presences to a target month, keeping day-of-week and position in the month — same logic as Shifts. Useful for recurring patterns (e.g. fixed part-time), not to replace daily recording of variable work.

Duplicate / Clone creates copies from card or multi-selection in the list; then update dates and times.

Edit, archive, delete

• Edit — inline in card, or bulk in list (editor).
• Move — drag&drop on calendar.
• Archive — removes from active views without losing history; restore from archive or card menu.
• Delete — permanent record removal; use for errors, not closed months (better to archive).

Presences settings

Path: Organization settings → Human Resources → Presences.

• Users who can create and edit presences — editor list (main permissions lever).
• Visibility — options «only mine / team / reportees / users»; see permissions section above.
• Types — create/edit types (Work, Vacation, … or custom for your sector).
• Locations and closures — in general org settings; shared with Shifts.

There are no Presences settings for GPS, geofence, or automatic «remote work»: if you work remotely, still record location/type/notes according to internal policies.

Presences reports

Menu Reports → Presences: charts and list. Typical analyses:

• Hours by location
• Hours by type
• Weekend / weekday hours
• Hours by user (by location and in table)
• Hours by user / day of week
• Cross-data (shifts and presences) — if the Shifts app is also active

Advanced filters often require a base Premium plan. Use reports for internal payroll, location workload, and variance from planned — not for daily recording (that stays Calendar/List and «Record presence»).

Use cases

• Store: editor = store manager; staff records (or has recorded) work days; vacation/sick leave with dedicated type and privacy if needed.
• Team with manager: non-editor manager manages reportees; HR editor sees and corrects everything.
• Shift alignment: plan the month in Shifts → record Presences at week end → check cross-data in reports.
• Absences: Vacation/Time off/Sick leave type on full day (conventional times according to internal policy).

Recommended processes

• Define types and editors before go-live with staff.
• Record presences same day or at week end, not months later.
• For sensitive data (sick leave) use private privacy.
• Avoid overlaps: a user should not have two touching time slots on the same day without reason.
• Archive closed periods; delete only errors.
• Always combine with Shifts if you plan locations.

Frequently asked questions

Q: Can I clock in/out from the app?

A: Mokapen Presences are date/time records (manual or planned), not a GPS badge clock-in/out.

Q: Does the manager have to approve my presence?

A: There is no approval workflow. Whoever is editor can create/correct; others manage self (and reportees).

Q: Why can't I save? It says there is an overlap.

A: You already have a presence on the same day with a slot that coincides or touches. Correct the times or ask an editor (who can save with a warning).

Q: Difference between Presences and Shifts?

A: Shifts = planning. Presences = recorded hours/types. Ideal together; details in the Shifts guide.

Q: I don't see Record presence.

A: App not active, plan not adequate, or insufficient permissions. Check with an organization admin.

Q: What is the type for?

A: To distinguish work, vacation, sick leave, time off… for filters and reports. Customize it in Presences settings.