On this page
01. When to use it02. How to add one03. Keep an audit trail04. Prevent abuse05. Fix the cause06. A typical scenario07. Common mistakes08. Quick checklist09. Frequently asked questions
Use Modify Record (or the manual punch function) under Attendance to add a punch for the employee, date and time with a reason, then recalculate. The software logs who added it.
Key takeaways
- Add a reason every time.
- Keep a written approval from the manager.
- Recalculate after editing.
- Review manual punches monthly.
01When to use it
- Forgot to punch in or out.
- Terminal was offline or dead for part of the day.
- Fingerprint would not read after repeated tries and a supervisor confirmed attendance.
02How to add one
- Open the Attendance menu and choose Modify Record (the name may vary).
- Select the employee and the date.
- Add the missing check-in or check-out with the real time.
- Choose or type a reason.
- Save and run Calculate for that employee and date.
03Keep an audit trail
Ask for a short written note from the supervisor with the date, time and reason. File it with the pay period's records. Manual punches show in reports so auditors can see them.
04Prevent abuse
- Limit who can use Modify Record.
- Review the manual-punch report monthly.
- Set a rule: more than a few corrections per person per month triggers a conversation.
05Fix the cause
Repeated misses often mean a bad fingerprint or a slow queue. See fingerprint not recognised and where to install the terminal.
06A typical scenario
A cashier forgot to punch out after a power cut. The supervisor signed a note, HR added the missing record with a reason, and recalculation fixed the day. At month-end the manual-punch report showed only three corrections across 40 staff, all with notes.
Illustrative example based on common cases, not a named customer.
07Common mistakes
- Adding punches without any approval.
- No reason recorded.
- Using manual punches to hide lateness.
- Letting everyone edit.
- Never reviewing corrections.
08Quick checklist
- Written approval
- Correct time and date
- Reason entered
- Recalculated
- Report reviewed
- Cause fixed
09Frequently asked questions
Does the system flag edited punches?
Edited records are logged. Check the report options in your version for a manual-punch listing.
Can staff add their own punches?
Only if you give them software access. Keep this to HR.
Do manual punches go back to the terminal?
No. They live in the software only.
Is it legal to edit attendance?
Correcting genuine mistakes with approval is normal. Falsifying records is not. Keep notes.
This guide is part of our ZKTeco K40 and ZKBio Time.Net series. For the full start-to-finish walkthrough with screenshots, read How to Configure a ZKTeco K40 Pro with ZKBio Time.Net.
ZKTeco and ZKBio are trademarks of ZKTeco Inc. Menu names on the K40 Pro and in the software vary slightly by firmware and software version; where yours differ, look for the nearest match. Qyvea is a ZKTeco reseller and installer in Kenya.
