Availo Admin Userguide EN(New Ui)
Administrator Guide
Attendance Management System
New Portal · February 2026
Table of Contents
1. Introduction
2. Logging In
3. Performance Panel
4. Employee Registration Requests
5. Locations Management
6. Shift Plans & Working Hours
7. Edit Attendance Transactions
8. Employees
9. Departments
10. Reports
11. Account Settings
1. Introduction
Availo is an advanced attendance and workforce management platform that leverages IoT, GPS, and Beacon technology to ensure accurate, real-time tracking of employee attendance.
Key Features
• Real-time attendance tracking using GPS and Beacon devices.
• Fast, reliable check-in/check-out from mobile devices.
• Leave, excuse, and remote work request management.
• Comprehensive reporting and analytics dashboard.
• Biometric verification: face recognition, voice, and fingerprint.
• Multi-level approval workflows for attendance transactions.
• Surprise Check-in – Random Attendance Verification.
2. Logging In
To access the Availo Admin Portal, open your browser and navigate to the portal URL. Then follow these steps:
1. Enter your Organisation Account Code.
2. Enter your Email and Password.
3. Click the Login button.
4. Enter the OTP (one-time password) sent to your registered mobile number.
Tip: If you forget your password, use the "Forgot Password" link on the login page.
Figure 1 – Login Page
Figure 2 – OTP Verification
3. Performance Panel
The Performance Panel is your main command center. It gives a live overview of your workforce attendance status for the current day and selected period.
Dashboard Metrics
• Attendance Trend Chart – Blue: Present, Yellow: Absent, Orange: Late.
• Key Metrics – Overtime, Early Check-In, Late Arrivals, Early Check-Outs.
• Summary Counters – Total Users, Attendance Rate, Total Hours worked.
• Account Info – Licence activation and expiration dates.
Figure 3 – Performance Panel
Tip: Use the date filter at the top of the panel to view statistics for a specific time period.
Figure 4 – Attendance Trend Chart
4. Employee Registration Requests
When employees register on the Availo mobile app, their requests appear here for review and approval before they gain system access.
Information Available Per Request
• Full Name, Username, and Employee Number.
• Status: Pending Approval or Incomplete.
• Photo and Voice recording for identity verification.
• Actions: Edit, Delete, Approve, Reject.
Figure 5 – Registration Requests List
Approving a Registration Request
5. Go to Employee Registration Requests from the left sidebar.
6. Click the employee request to open and review the details.
7. Verify the photo and voice recording match the employee.
8. Click Approve to grant access, or Reject to decline.
9. For Incomplete requests: contact the employee to complete registration.
Figure 6 – Reviewing a Registration Request
5. Locations Management
Define physical locations where employees are authorised to check in and out. Each location uses one of three verification methods to confirm presence.
Verification Methods
1. Beacon Device
A Bluetooth transmitter installed on-site. When the employee's phone detects the beacon, check-in is confirmed. Best for indoor environments.
2. GPS Location
Confirms presence using the employee's phone GPS within a defined geo-fence radius. Best for outdoor sites.
3. Beacon + GPS
Combines both methods for maximum accuracy. Recommended for high-security environments.
Figure 7 – Locations List
Adding a New Location
11. Click Add Location.
12. Enter the Location Name and select the Verification Method.
13. For GPS: set latitude, longitude, and allowed radius in metres.
14. For Beacon: enter the Beacon device UUID.
15. Click Save.
Figure 8 – Add / Edit Location
Location Groups
Group multiple locations together to simplify shift assignments and reporting across all sites at once.
Figure 9 – Location Groups
6. Shift Plans & Working Hours
Shift Plans define when employees are expected to work. Each plan contains one or more shifts assigned to employees based on their role or department.
Shift Types
Fixed Shift: Set start and end times that apply every scheduled work day. The most common type.
Flexible Shift: Employees work a set number of hours within a defined window (e.g. arrive between 7am–10am).
Exceptional Shift: A one-off or temporary shift for special occasions or project needs.
Creating a New Work Plan
16. Click Add Plan from the Shift Plans screen.
17. Enter the Plan Name.
18. Select the Country and applicable Work Days.
19. Click Save.
Figure 10 – Shift Plan Calendar
Adding a Shift to a Plan
20. Open the plan and click on the desired day in the calendar.
21. Select the Shift Type (Fixed, Flexible, or Exceptional).
22. Set Start and End times.
23. Add the employees for this shift.
24. Click Save.
Figure 11 – Adding a Shift
7. Edit Attendance Transactions
When an employee attendance record contains an error — such as a missed check-in — administrators can manually correct the transaction.
Steps to Edit a Transaction
25. Go to Shift Plans > Edit Attendance Transactions.
26. Use the search filters to locate the employee and date.
27. Click the transaction record to open it.
28. Update the Check-In or Check-Out time.
29. Enter a reason for the modification.
30. Click Save.
Figure 12 – Edit Attendance Transactions
All manual edits are recorded in the Modified Transactions report, providing a full audit trail.
8. Employees
The Employees screen is the central registry of all staff. From here you can view, add, edit, and manage every employee profile and their system assignments.
Employee Profile Fields
• Personal info: full name, job title, nationality, date of birth.
• Contact details: mobile number and email address.
• Work settings: department, shift plan, and location assignment.
• Remote work eligibility and individual exceptions.
• Biometric enrollment status (face, voice, fingerprint).
Figure 13 – Employee List
Searching, Filtering & Exporting
• Search by name or employee number using the search bar.
• Filter by Status (Active / Inactive), Department, or Role.
• Export the filtered list to Excel or PDF.
Editing an Employee Record
31. Locate the employee in the list.
32. Click the Edit icon (pencil) to open their profile.
33. Update the relevant fields.
34. Click Save to apply changes.
Figure 14 – Edit Employee Profile
9. Departments
Departments organise your workforce into a logical hierarchy. Employees are assigned to departments for shift management and reporting purposes.
Creating a Department
35. Go to Organisational Structure > Departments.
36. Click Add Department.
37. Enter the name in both Arabic and English.
38. Select a Parent Department if this is a sub-department.
39. Set the Status (Active / Inactive).
40. Click Save.
Figure 15 – Departments List
Avoid deleting departments with assigned employees. Use the Inactive status to preserve historical data.
Figure 16 – Add / Edit Department
10. Reports
The reporting module gives full visibility into attendance patterns, absences, and compliance. All reports can be exported to Excel or PDF.
Generating a Report
42. Select the report type from the list.
43. Set the date range.
44. Optionally filter by Employee, Department, or Location.
45. Click Generate / Search.
46. Click Export to download as Excel or PDF.
Figure 17 – Reports Screen
Attendance Reports
• Attendance Transactions – Full log of all check-in and check-out records.
• Daily Attendance – Attendance snapshot for each calendar day.
• Total Commitment Summary – Compliance rate by employee or department.
• Employee Daily Transactions – Detailed per-employee, per-day breakdown.
Figure 18 – Report Results
Absence & Lateness Reports
• Days of Absence – Employees with unexcused absences in the selected period.
• Late Employees – Employees arriving after scheduled start time.
• Early Check-Out – Employees leaving before shift end.
Special Reports
• Modified Transactions – Manually edited records with timestamps and reasons.
• Leaves Report – Summary of all approved leave requests.
• Surprise Check-In – Results from random attendance verification sessions.
Exported Reports
Previously generated reports are saved in Exported Reports. Download or delete old files here without regenerating.
Figure 19 – Exported Reports
11. Account Settings
Account Settings is where you configure system-wide behaviour: permissions, notifications, approval workflows, and account details.
11.1 Permissions & Roles
Create custom roles that control what users can see and do in the portal. Assign them to administrators and managers.
47. Go to Organizational Structure > Permissions & Roles.
48. Click Add Role and enter the role name.
49. Check the permissions to grant (Attendance, Reports, Settings, etc.).
50. Click Save, then assign the role via the employee profile.