Driver Attendance Management That Tells You What Can Move Today
Who turned up decides which vehicles leave the yard. KO Fleetz captures attendance by AI face recognition at a depot or a supervisor's mark on the road — against the employee master the rest of the platform already uses — and reports it four ways: a summary per period, a daily list, working hours, and a calendar you can read across a month.
Six in the morning, and the plan meets reality
The dispatcher builds tomorrow's plan the night before against vehicles and loads. By six the next morning it meets the yard. Two men have not come in. One sent a message at 5:40 to a supervisor who is not on shift, one sent nothing at all, and the trucks assigned to them are parked exactly where they were left. The plan is now being rebuilt on a phone in a car park.
The record of all this, if it exists, is a register at the gate and a notebook in an office. It answers one question — was he here — and only for today. It cannot tell you that this is the third Monday in a row, that a particular route has lost the same man four times this quarter, or how many hours anybody actually worked.
So absence becomes an argument at the end of the month instead of a fact at the start of the day. Salary is being calculated from that notebook. The employee remembers the month differently from the supervisor. Neither of them has anything to show, and the only person who suffers the operational cost — the vehicle that did not earn — is not in the room.
Attendance against the same employee record everything else uses
KO Fleetz marks attendance against employees who already exist in Profiles, alongside their role, documents and licence details. That matters more than it sounds. An attendance system standing on its own becomes a second staff list that drifts from the first, and within a year you are marking people present who left in March.
The reporting is deliberately four separate views because four different people need it. The daily attendance list is what the dispatcher reads at six with a fleet to move. The employee attendance summary is what a manager reads at month end. Employee working hours is what payroll and the advance calculation need. The attendance calendar is what shows you a pattern nobody could see in a list — the same man, the same day, every week.
Attendance can be captured two ways, because a long-haul fleet needs both. At a depot or on a supervisor's phone, AI face recognition confirms who is actually standing there and stamps the mark with a face, a time and a place — presence proven, not asserted. And where a driver started his shift at a customer's plant two hundred kilometres from any gate you own, a supervisor who knows he is on a load at Nagpur marks him against the same record. A face-recognition capture is hard to fake; a supervisor's mark can be corrected by someone who knows the ground truth. Most fleets want the first at fixed sites and the second everywhere else. What it deliberately is not is a phone-geofence punch that clocks a driver in the moment a handset crosses a boundary, because that rewards leaving the handset in the cab.
Capabilities
What KO Fleetz employee attendance gives your team
Attendance on the employee master
Marked against the same person record that carries the role, the documents and the licence, so there is never a second staff list drifting away from the first.
AI face-recognition capture
At a depot or on a supervisor's phone, a face marks attendance with a time and a place attached, so presence at a fixed point is confirmed rather than taken on trust.
Daily attendance list
Today, in one screen, before the loads are confirmed. The list a dispatcher reads at six in the morning to find out what the plan has just lost.
Attendance summary per period
Days present, days absent and days on leave rolled up for a month or a quarter, per employee, ready for the conversation payroll is about to have.
Employee working hours
Hours recorded rather than inferred from a present tick, which is the difference between a man who came in and a man who worked a fourteen-hour turn.
Attendance calendar
A month laid out as a grid per employee. Patterns that are invisible in a daily list — every second Friday, every Monday after payday — become obvious at a glance.
Beyond drivers
Fitters, storemen and office staff are marked the same way, so a workshop with two of its four technicians missing is as visible as a truck without a driver.
Feeds the salary conversation
KO Fleetz feeds days and hours to the payout side, so what a driver is paid rests on a record both he and his supervisor can open.
Attendance against the fleet
Read next to vehicle status, absence stops being an HR line and becomes what it is: a truck sitting idle because nobody is cleared to drive it.
How it works
How KO Fleetz does it
Step 1: Get the employee list right first
Every driver, fitter and clerk exists once in Profiles with a role. Attendance marked against a duplicate or a leaver is worse than no attendance at all.
Step 2: Decide who marks and when
A supervisor at the yard, a clerk at each depot, or the transport manager. Name the person per location. An unowned register is filled in on Fridays from memory.
Step 3: Mark it daily, not monthly
The value is in the morning, not at month end. A register reconstructed after the fact will still produce a salary figure, and it will never once stop a truck from being planned to a man who is not there.
Step 4: Read the four reports for four purposes
Daily list for dispatch, calendar for patterns, working hours for pay, summary for the review. They are the same data answering different questions.
Outcomes
What changes
- Absence known before the plan is committed
- By six
- Attendance on the same employee master
- One record
- List, summary, hours and calendar
- Four views
- Payroll rests on something both sides can open
- Evidence
Frequently asked questions
It offers AI face recognition, and it also supports a supervisor-marked register, because the two suit different people. At a fixed depot or gate, face recognition confirms presence with a face, a time and a place, and is hard to fake. For a driver who started his shift at a customer's plant two hundred kilometres from any gate you own — most long-haul drivers most days — a supervisor marks him against the same employee record, corroborated by the trip already in the platform. What it is not is a phone-geofence punch that clocks a driver in when a handset crosses a boundary, because that rewards leaving the handset in the cab. Use face recognition where people pass a fixed point, and marking where they do not.
Because the two are asking different questions at different hours. An HR system answers how many days to pay a man for, and it answers it at month end. Dispatch needs to know at six in the morning whether the person assigned to AP39TC6094 is standing in the yard, and it needs that next to the vehicle, not in a separate application nobody in operations has a login for. If your HR system is the record of truth for payroll, keep it there. The attendance here earns its place by being in the same screen as the fleet.
Yes, and this is the case a gate-based register handles worst. A driver on a three-day run to Chennai is not absent, and he is not standing anywhere you can see him. His attendance is marked by the supervisor who knows he is on the trip, and the trip itself is in the platform to corroborate it. What the system will not do is invent his attendance from the fact that a truck is moving, because the truck moving tells you somebody drove it, not which somebody.
KO Fleetz supplies the days and the hours; it does not run payroll. Salary payouts, advances and the finance side are a separate part of the platform, and the statutory calculation, deductions and filings are your accounting system's job. The value of the boundary is that everyone reads the same attendance figure. Most month-end salary arguments in a transport office are not disagreements about arithmetic. They are two people holding different attendance records.
At a fixed capture point, AI face recognition is exactly what stops it — a face is far harder to fake than a tick against a name. Away from one, where a supervisor marks a driver who is out on a load, a register can still be falsified by whoever holds the pen, and the honest answer is that no marked register is tamper-proof. What changes is that every mark is dated, attributed and permanent, so it can be read against the trips that ran, the vehicles that moved and the payouts that followed. Fraud that survives a paper notebook rarely survives being cross-read against operational data for three months.
The calendar view is exactly for that. A daily list makes each absence look like a one-off event, because that is how you read it — one day at a time. Laid out as a month per employee, the shape appears: the same man, the same weekday, or a whole depot thinning out after payday. The system shows you the pattern. It has no opinion on the cause, and the cause is usually something a conversation finds rather than a report. That conversation is what the grievance side is for.
See tomorrow's absence before tomorrow's plan
Bring last month's gate register and your driver list. We will rebuild it as the KO Fleetz calendar view and show you what the pattern in it has been costing the yard.