Learn all about the calculation rule

As regras de cálculo da Pontotel definem como o sistema interpreta as marcações de ponto e realiza o cálculo de horas, atrasos e adicionais. Essas regras são totalmente personalizáveis, permitindo que cada empresa configure o sistema conforme suas políticas internas de jornada e controle de ponto.
O sistema possibilita a criação de quantas regras de cálculo forem necessárias para atender aos diferentes cenários da organização. Como cada regra é vinculada ao cadastro do colaborador, é possível aplicar modelos distintos de cálculo dentro de um mesmo empregador ou local de trabalho, garantindo flexibilidade para adequar o sistema a diferentes contextos, cargos ou convenções coletivas.

In this article, you will understand how the main types of calculations, tolerances, and settings that directly impact the calculation of employee hours work.

⚠️ Important:

• Editing the calculation rule will apply to 100% of employees linked to that rule and will recalculate all unlocked. Before making any changes, we recommend that all closed and paid payrolls be lockedto prevent past entries from being modified.
• We strongly recommend that you contact our Pontotel Support team (or your point of contact) before making any changes to the calculation rules. Since these settings globally impact the processing of employee hours, manual modifications can lead to serious inconsistencies and make payroll closing difficult. Our team is available to analyze your needs and validate the changes safely.
• The changes made by the company's administrator user are the sole responsibility of the company itself, which assumes full responsibility for the changes and impacts that will be reflected in the system after the new configuration is applied.

Types of Calculation

The calculation types define how the system calculates lateness and overtime in the workday. To configure or check the calculation type applied to a rule, go to the Rules > Calculation. Click on the calculation rule and then on the pencil icon to edit. The calculation type applied to this rule will be the first option in the list on your screen.

1. Flexible Calculation

• Considera a duração total da jornada, sem exigir horários fixos de entrada e saída.
• The employee can clock in at different times, as long as they complete the total scheduled working hours.

🧩 Example: 9am–6pm shift with a 1-hour break → can be logged at other times, as long as the total is 9 hours.

2. Fixed Calculation

• Valida os horários exatos de entrada, saída e intervalos.
• In this model, it is possible to generate delays and overtime on the same day if the clockings occur outside the configured hours.

🧩 Example: 9am–6pm shift → clocking in before 9am generates overtime; clocking in after 9am generates lateness.

3. Hybrid Calculus

• It combines both models (fixed + flexible). It allows the employee the freedom to start or end their workday at varying times, as long as they fulfill their total working hours and respect the entry and exit windows configured in the calculation rule.
• To control this flexibility, we use two fundamental concepts in the configuration:
• Backward window: Defines how many minutes the employee can start their workday before their expected start time. Within this limit, the system considers the time as flexible (by duration).
• Forward window: Defines how many minutes after the expected start time the employee can begin their shift. Within this limit, the system still allows them to complete their working hours without causing an immediate delay.
• How the system processes the calculation:
• Within the Window: While the employee clocks in or out within the designated limits (either backward or forward), the system calculates the workday based on duration (flexible model).
• Outside the Window: If the employee clocks in before or after these configured limits, the system will process the calculation as fixed (by time). This means that clockings outside the window may generate automatic delays or overtime, depending on your settings.

🧩 Example: 9am–6pm shift → you must complete 9 hours and respect the window configured by the company.

Tolerances

A tolerance period is considered to be a number of minutes that does not impact the calculation of working hours. It serves to disregard small delays or early arrivals, both at the start and end of the workday (tolerance for lateness), and at the beginning or end of the workday (tolerance for overtime). If the company sets a 10-minute tolerance, for example, the system ignores delays or stays of up to 10 minutes, not registering them as lateness or overtime.

Para configurar ou conferir as tolerâncias aplicadas em uma regra vá no menu Admin > Regras de Cálculo > Clique sobre a regra de cálculo e então no ícone de lápis, para editar. As tolerâncias aplicadas a essa regra serão a primeira opção da lista em sua tela, logo abaixo do "Tipo de cálculo".

1. Delay

• Defines how many minutes an employee can be late before the system generates a lateness report.

🧩 *Example: *On a shift starting at 9:00 AM with a 5-minute grace period → lateness only counts from 9:06 AM onwards.

2. Overtime

• It determines the tolerance time before and after the workday so that the system starts counting overtime.

🧩 Example: On a shift ending at 6 PM with a 5-minute grace period → overtime is only counted after 6:06 PM.

Time Sheet / Time Mirror

In this menu you will have several options for configuring the display of your employees' time sheets, as well as configuring the automatic time sheet correction rule.

Automatic Correction

This defines how automatic time corrections work on employee timesheets in cases of forgotten or excessive clockings. When periods are configured in this menu, the system uses these settings as criteria to automatically add or cancel clockings, reducing the manual work of correcting timesheets.

• Adição: completa batidas faltantes com base na jornada.

🧩 Exemplo: jornada 08h–17h → se o colaborador registrou apenas o ponto de entrada às 08h, o sistema completa a jornada com o lançamento de um ponto manual de saída às 17h (o horário será lançado de forma britânica, de acordo com a jornada prevista no dia).

• Anulação: anula batidas com intervalo menor que o limite configurado.

🧩 Exemplo: o colaborador possui dois registros de ponto com 1 min de diferença e limite configurado é de 10 min → o mais recente é anulado, mantendo apenas 1 ponto.

NOTE: If all fields are set to 0 (zero) minutes, the automatic correction/cancellation behavior will not be applied.

Optional settings

(Point Sheet/Mirror)

These options adjust what will be displayed or automatically calculated on the timesheet and timecard:

✅ Gerar folha com apontamentos finais: mostra o total mensal de apontamentos no rodapé.
✅ Mostrar apontamentos por dia: exibe os apontamentos diários no PDF da folha.
✅ Ignorar valores zerados: oculta apontamentos com valor 0 no consolidado do colaborador.
✅ Permitir cálculos com marcações faltantes: Permite que o sistema calcule a jornada mesmo sem o registro de ponto de saída, desde que existam pontos pares registrados.
Exemplo: se houver apenas o registro de entrada e saída de pausa, o sistema considerará a saída de pausa como o fim da jornada. Quando essa opção estiver desativada, o cálculo da jornada só será realizado se houver pontos pares completos, com registros de entrada e saída.

Notes

In the “Time and Attendance” menu, you can configure which records will be displayed in the system and in the employee's time sheet PDF. Each entry can be displayed on only one screen or hidden, as needed. Additionally, you can customize the naming conventions, adjusting them to your company's terminology and practices.

1. What to show

• Defines which time entries (such as overtime or breaks) will be displayed in the system and/or in the PDF (Time Sheet). You can configure each entry to appear only on one of the screens or choose to hide it. When an entry is hidden, it is not considered in calculations nor displayed in consolidated reports, such as R05, R01, and E02.

2. Name notes

• It allows you to rename the types of hours displayed in reports and in the system to better suit your company's scenario.

🧩 Exemplo: alterar “Horas extras extraordinárias” para “Hora Extra 100%”.

The Pontotel system allows each company to define its own calculation rules, ensuring that time entries, timesheets, and reports always comply with internal policies and current legislation. The Calculation Rule screen is available to administrator users and can be edited as needed. However, we recommend extreme caution when making any changes to already configured rules.

If you still have questions or need assistance, contact our Support team via the chat integrated into the Pontotel Gestão website or via WhatsApp!

Updated on: May 22, 2026