How To Make Automated Attendance Sheet

In Excel? | Best Free Payroll App

ByHeena Siddique

April 7, 2021

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All labour law compliances have their foundation in the bookkeeping of an
attendance register. Since, the number of paydays of an employee directly affects
his salary and other labour law scheme payments. Hence, in this article, we will
discuss the step-by-step process of creating an automated attendance sheet in
excel. Having this automated attendance sheet will make your compliances
upkeeping much easier.
 Table of Contents
 USP of having automated attendance sheet in excel
 Important values to input in an attendance register
 Steps for creating automated attendance sheet in excel
o Creating attendance sheet layout
o Creating automated month list
o Setting specific date and day layout
o Creating automated number of days in the month
o Setting first date and last date of each month
o Setting individual days of the month
o Setting values for employees rest days and pay days
o Setting automated letters for rest days
o Counting attendance of each employee
 Best Free Employee Attendance App
o Quick Payroll app
 App features

USP of having automated attendance sheet in excel

 All days will automatically appear for all months upon changing months in an
automated attendance sheet excel.
 Present days and rest days will appear automatically against the employee’s
row of attendance in an automated attendance sheet excel.
 Total number of present, leave and paydays calculation will appear
automatically in an automated attendance sheet excel.

Important values to input in an attendance register

 Present days – all the days when the employee is present in a given month is
marked as P.
 Rest/Weekly off – all employees should get atleast one day of rest in week.
Some employers give two days of rest as well. This is also called weekly off and
is marked as R.
 Absent – any day when an employee did not report to work is considered as
absent from work and marked as A.
 Paid leave – if employee takes a paid leave then it is marked as L.
 Sick leave – if employee takes a sick leave then it is marked as S.
 Festival leave -if the company is celebrating any festival and not having regular
working hours then it is marked as F. This is considered as a paid leave too.
Steps for creating automated attendance sheet in
excel

Creating attendance sheet layout

 The automated attendance sheet excel will have a heading in the first row as –
Muster Roll Register.
 Second and third rows will have the company’s name, company’s address,
month name, days in the month, first day of month and last day of month.
 The next row, first column will have serial number.
 This will be followed by Name of Employee, Father’s Name of Employee and
Employee Code.
 The right most rows of the automated attendance sheet excel will have the
calculation of Present Days, Leave Days, Rest Days, Festival Days and Total
Paydays for all employees.

Creating automated month list

 To create a drop-down list for Month cell, start by writing the first date of every
month for a given financial year somewhere separately at the bottom of the
excel sheet.

 Now select the cell, beside Month cell, where the drop-down list will appear.
 From the Data tab, select Data Validation option.
 For Allow tab, select List from the drop-down options given.
 For Source tab, select the previously written rows of the first dates of every
month for the financial year and press Enter.
 Now select OK and your cell will have a drop-down list of all the months in the
financial year.
Setting specific date and day layout
 To set a particular format of date select the cell, right-click on it and select
option Format Cells.
 Go to Number tab.
 From the Category, select Date option and pick a format from the options
displayed on the right hand column.
 Additionally, you can also input Location to a specific country to get date
formats of that country.
 Moreover, you can select Custom option and create your own date format.
 Lastly, click on OK to finalize the date format.

Creating automated number of days in the month

 Select the particular cell for the number of days in the month and
type =EOM(start date of month cell,0).
 This will display the number of days in the month selected on the next month.
 To change the format of the display, right-click the cell and go to Format Cells.

Setting first date and last date of each month

 The first date of the month will be =cell of the month name.
 The last date of the month will be =cell of the number of days of the
month.
 To display both these values as dd-mm-yy, just go to Format Cells and pick the
given format.

Setting individual days of the month

 To fill up the excel sheet automatically with all the days of the month, we need
to note that the number of days displayed should never exceed the number of
days in the month selected.
 Now, fill in the first day of the month as 1.
 For the next cell type the formula =(cell of first date of month)<$(cell of
number of days in month),(cell next to first date of month),” “.
 Now, drag the second date of month to the end of columns for days of the
month. This will automatically fill up all the days there are in a month.
 If we change the month from the above cell, the number of dates will change
accordingly.
 To represent which date corresponds to which day of the week, select cell of
first date of month.
 In the below column, which will show the day of the week type =TEXT(cell of
first date,”dddd”).
 Press Enter and drag through all the dates of the month to show corresponding
days of the week.
 To allot specific numbers to each day of the week, select the first cell and
type =IF((cell of first date of month)<=(cell of no of days in
month),WEEKDAY(cell of first date),0). Drag the cells along the rows to
automatically fill value for each day of the week.
Setting values for employees rest days and pay days
 Under the Rest Day column for each employee, fill in the number corresponding
to their off day.
 Select all the cells which will have the employees attendance data.
 Next, go to Data Validation from Data tab and select List under Allow category.
Under Source, fill in the alphabets corresponding to different values of
attendance. Example, P for Present Day, A for Absent Day, L for Paid Leave, S
for Sick Leave, R for Rest Day and F for Festival Leave. Click on OK.

 Now you can view a drop-down list for each employee’s attendance record for
each day. Thus, you can select the option which is valid per employee.
 To set individual colour codes to individual days, select the entire section.
 Click on Home then click on Conditional Formatting and select Manage Rules.
 Now click on New Rule. Furthermore, under Select a Rule Type, pick Format
Only Cells That Contain.
 For Description below, select Cell Value Equal To [The Letter You Want to
Format].
 Move on to Format tab below, and go to Font tab. Pick the font colour and type
you want for the letter. Click OK.
 Hence, every letter will show up as a different font type or colour.
Setting automated letters for rest days
 To have a specific letter automatically fill up all the rest days and rest be filled
up with all the present days we do the following.
 Select one cell from the section and type the formula =IF(first cell value=0,”
“,IF(next cell=first cell value,”R”,”P”)).
 Press Enter and drag through the entire section. Thus, all the cells of the
attendance section will be automatically filled.
Counting attendance of each employee
 Select the first cell of the total days of counting attendance.
 Type the formula, =COUNTIF((full range of all days for one
employee),”P”). Therefore, this will count all the Present Days marked as P
for one employee in a month.
 Drag it downwards to automatically fill present days count for all employees.
 Similarly, for counting the other days of leave in the month, use the COUNTIF
formula and replace the letter with the letter assigned for that given day.
 To find the total pay day for each employee, type the formula =SUM(range of
all individual count of days). Press Enter and drag through the whole
section.

 This information can be used for your payroll processing excel sheet. View
details for it in How To Make Payroll In Excel? | Payroll Calculation.