Corporates, SMEs and startups can keep track of their employees’ working hours via a time and attendance system, which is commonly seen in the form of web-based punching and timesheets.
At the very least, they should be able to handle all of your company’s and employees’ time-tracking needs. As a starting point, look for systems that allow you to clock in and out , as well as those that integrate with one that does. You can benefit from time and attendance by creating employee calendars, managing time-off requests and PTO, time tracking for specific projects, and location reporting for clocking in and clock out .
Time & attendance software is used by businesses and HR departments to make time tracking easier. These software programs calculate all hours worked, as well as vacation, holidays, sick days, and overtime. Some systems may include additional features like scheduling and visibility into overtime causes and patterns.
Employee self-service portals are available in some time and attendance software, allowing employees to view full timecard details. Although time and attendance tools are typically included as built-in features in workforce management software, they should not be confused with these solutions.
VARIOUS TYPES OF TIME AND ATTENDANCE
It’s no surprise that time and attendance systems come in a variety of shapes and sizes, given their wide range of functions. While weighing your options, you’ll most likely come across the following systems:
- Biometrics: With a biometric time and attendance system, you’ll know who’s swiping in and out of your office . Face recognition, fingerprints, eye scanning, and other biometrics are used in these high-tech time and attendance tracking systems.other biological characteristics unique to one individual to confirm that the person clocking in is the person working . These high-end features, of course, come at a larger cost, but they also come with near-perfect time and attendance tracking.
- Proximity cards, badges, key fobs: Instead of needing you to swipe a card, proximity cards, badges, and key fobs use readers to scan identification cards, badges within a set distance . In addition to clocking in and out , several of these time and attendance tracking tools can track your employees’ movements within your company.
- Web-based login: You’re probably wondering how any of the aforementioned choices might work for your company if your employees were to work from home. That is why web-based login stations exist. You can set up these systems so that your employees can sign in using their laptops, desktop computers, or mobile devices from anywhere.
- Timecard: The timecard option is nothing more than a computerized mechanical punch clock. You’ll give your staff a timecard that looks like a credit card when you establish a timecard system. Employees can swipe one other’s cards to cover for missing or tardy coworkers, exactly as they would with regular timesheets, despite the fact that these cards automate time tracking.
WHAT A TIME AND ATTENDANCE SOLUTION SHOULD HAVE:
It’s difficult to decide which system is suitable for your company when there are so many on the market. When shopping for a system, there are a few factors to keep in mind.
Flexible time-tracking options: Look for a system that lets employees record their hours in a variety of methods, such as on an internet-connected computer, a smartphone, a tablet, a timeclock, a phone call, or text messaging .
- Accurate timekeeping: Companies that use good time and attendance systems ensure that employees are paid for the actual time they work rather than the hours they are planned to work .
- Tracking for all-time issues: Choose a system that handles all of your timekeeping requirements, rather than one that only allows employees to punch in and out . This includes features like personnel scheduling and PTO management. Furthermore, if your business charges clients by the hour, you’ll need a system that includes job-tracking logs to measure how long your employees spend on individual projects.
- Mobile compatibility: Because many employees and supervisors increasingly work outside the office, you’ll need a system that’s mobile-friendly so you can access it from anywhere . This includes solutions that allow you to track your remote workers’ locations as well as clock them in and out , so you know they’re working where they’re meant to be. Geotechnology can be incredibly useful for limiting where employees can clock in and out , as well as recording the exact locations where they begin and conclude shifts.
- Ease of use: Look for a system that is simple to operate, has a clean interface and allows employees to self-serve. The system should not be difficult to understand and should not necessitate hours of training.
- Integrations: Choose a system that interfaces with your existing apps and software, such as your HR and payroll software.
- Proactive alerts: When employees are approaching overtime or neglect to clock in or out, certain systems send out notifications. This could assist you in keeping track of your spending.
- Audit trail features: In the event of an audit, the ability to access original timesheet data as well as any adjustments made by management or supervisor can be critical.
SOME OF THE BEST TIME AND ATTENDANCE DEVICES :
BioStation2 fingerprint attendance terminal:
BioStation 2 is a gorgeous exterior that includes the newest Suprema technology. It offers an unequaled performance by combining a new powerful processor, Suprema’s next-generation optical sensor, and an upgraded fingerprint recognition and capturing algorithm . BioStation 2 allows users to manage large amounts of data quickly and easily with fast authentication and data transfer. It’s perfect for applications that demand flexibility without sacrificing aesthetic or performance.
Horus Wireless Facial Recognition Time Attendance Terminal:
This is a Facial Recognition technology that has elevated biometric technology’s user experience to new heights. As one of the biometric industry’s leaders, ZKTeco introduced the Horus series, a second-generation face recognition terminal named after an Egyptian god who is said to have an “all-seeing eye” that can see everything . Horus is one of the most modern access control and time and attendance terminals on the market, with an extraordinarily small size (nearly the same as an iPhone XS Max) and powerful face recognition technology that can recognize people up to 3 meters away . Up to 10,000 facial templates capacity, 30 degrees pose angle tolerance, high anti-spoof ability, support for numerous communication protocols (Wi-Fi, 3G, 4G, Bluetooth), and putting up a worldwide or a global network .
The iClock 680:
This is a biometric fingerprint reader that can be used for timekeeping and access management. It comes with a brand-new firmware that provides unequaled user experiences, such as a stunning graphical user interface, rock-solid stability, and lightning-fast matching performance , as well as expandability . Most essential, all of the functions can still communicate with one another. The iClock 680 is compatible with a variety of USB flash disks, as well as ADMS and previous SDK. It also allows for data backup and retrieval, reducing the danger of data loss due to human error.
The iClock 680 has retrieval, Wiegand-out, door lock connection, alarm, and bell access control interfaces.
The INO5A Fingerprint time & attendance and access control terminal :
This device can link to third-party electric locks, door sensors, and exit buttons, among other things. It guarantees a smooth connection and data transfer by communicating over Wi-Fi, TCP/IP, 3G, and USB host. It’s compatible with ZK’s new fingerprint reader, which has a stable operation under bright light and excellent precision in verifying wet and rough fingertips. It is popular due to its fast verification speed and simple operation approach. It’ll look great in your shabby workplace.
UNIQUE FUNCTIONS OF A TIME AND ATTENDANCE DEVICE
- Input and output clock recording
Let’s begin with the most visible and significant aspect. The basic goal of a time management module, of course, is to make it simple for employees to clock in and out and record their working hours. Magnetic card readers, personal identification numbers (PINs), and even biometric readers that recognize employees’ fingerprints are all options.
- Flexibility in employee planning
Some businesses provide employees with flexible schedules that allow them to start and end their days at different times. Others prefer a synchronized work schedule for a better day-to-day organization. A smart time management system goes beyond the basics of monitoring (or not monitoring) your employees’ timeliness. You should be able to build and manage various schedules and lists with the software. This feature should also include alerts for when an employee is late or absent.
- Absentee management
A professional time management system should assist you in managing absences in addition to monitoring the presence of your staff. Even if absences due to illness, vacation, or last-minute are unavoidable, managers should be able to see who is in the picture and who is not, as well as what overtime bonuses each individual is entitled to at a glance .
- Integration of payroll and accounting
Assuming your payroll is automated, your time management module should work in tandem with it to offer precise attendance data for the payroll cycle, allowing you to quickly and accurately calculate salaries and other benefits . Of course, you can only do this if you have a comprehensive solution.
Assuming your payroll is automated, your time management module should work in tandem with it to offer precise attendance data for the payroll cycle, allowing you to quickly and accurately calculate salaries and other benefits. Of course, you can only do this if you have a comprehensive solution.
The time recording system should keep track of your breaks for you, use the information for reporting and compliance, and send you automatic notifications if the break pattern violates the law …..
- Mobile device usage
Today it is much more likely that the staff of a corporation is scattered, with some people working in the field, at home, or elsewhere. Employees should be able to call in using their mobile devices if your time recording software has a mobile version. This gives you an overview of all employees’ working hours, not just those who are “on-site.” GPS tracking devices for workplace safety or site monitoring can also be included in mobile applications.
- Elimination of missed periods
Human failure was a problem for old-school Stanzuhren. It was simple for a coworker to return from lunch and begin working without pausing to wait for the clock to strike. It’s possible that the issue occurred near the end of the shift. After that, a manager would be required to verify the employee’s exact working hours. Missed scores are alerted to managers and employees via self-service portals and smartphone alerts in modern people management systems. This eliminates the possibility of a missing punch.
- Overall policy configuration
Your employees are entitled to breaks, overtime compensation, and rest days, Your ideal time recording system should be able to react to these scenarios, whether you have a set of employees who are eligible for overtime or other employees who are entitled to annual leave.