Tracking workplace attendance is a crucial part of human resource management. Cloud based attendance tracking systems make the job easy for organizations by helping them automate attendance tracking, shift management and employee scheduling. On the other hand, time clock software helps users record hours spent on a particular task. Time clock software products are also used by freelancers and professionals who bill on an hourly basis. Employers often use these products to keep track of employee schedules, generate reports on absence and check for any misuse of company time. Other features to consider include the ability to log time on multiple devices from multiple locations and the ability track tasks in real time. Read the full software guide...
Attendance tracking and time clock software solutions are designed for HR teams and businesses, allowing them to keep track of and optimize the hours that their workforce is spending on the job, as well as managing employee records of salaries, sick leave, vacation days, and more.
This type of software solution is typically used in businesses of all sizes, from organizations with less than 10 employees to companies with a large workforce either in single or multiple locations.
Attendance tracking and time clock software solutions enable employers, HR departments, and managers to monitor the working hours of employees, including when they start and end their shifts, as well as whether they’re working in-house or in the field. It enables users to keep track of late arrivals, early departures, time spent on breaks and absences, or shift no-shows.
Attendance tracking and time clock solutions also help businesses and organizations to cut down and control labor costs by reducing or eliminating over-payments, which is quite common and are often caused by paying certain employees for time spent not doing actual work.
Such software platforms also allow users to avoid or minimize a bunch of errors, including transcription errors, interpretation errors, and intentional errors. Also, when it comes to ensuring compliance with labor regulations and standards regarding proof of attendance, these solutions become useful tools to address that.
Keeping track of workplace attendance, especially for businesses employing a large number of people, is a crucial aspect of the human resources or HR management process. There are many different types of attendance tracking and time clock software solutions, from manual on-premise systems to automated and cloud-based solutions.
Manual systems are the traditional solutions that businesses and organizations commonly used in the past, although some are still using it to this day. This type of attendance tracking and time clock system relies on spreadsheets, paper cards, and time stamps. As such, this is a system where employees use paper cards with shift times stamped on them using a time stamping machine, whenever they start and end their shifts.
These types of machines were the staple in various industries for decades, from factories and manufacturing businesses to fast food and hotel establishments employing multiple personnel on 8-hour shifts in a 24-hour shift cycle.
But, with the advent of digital and internet technology, the manual approach of attendance tracking and time clock management has since been replaced by cheaper and more efficient automated systems, which help to eliminate the need for payroll staff whose jobs are to manually input employee hours.
The more modern automated systems utilize modern technology to automate time and attendance management. Such systems use a combination of modernized hardware and software solutions to help make the attendance tracking and time clock management process a lot more efficient and convenient.
This is a system where employees are required to touch or swipe to identify themselves and record the time of their arrival in the workplace/work area, as well as the time they left for their break or the end of their shift. The system will automatically log and store their work hours in a secure centralized database for future reference and payroll purposes.
Originally, automated systems were mainly comprised of RFID electronic tags and/or barcode badges assigned to each individual employee in order to identify them. They use their RFID tags or barcode badges on an RFID or barcode reader while a software program manages the entries and store them in a secure data center.
Today, those systems have been replaced with biometrics technology. Employees, nowadays, no longer have to carry around RFID tags or barcode badges to enter or leave their workplace. Instead, businesses and organizations are now using fingerprint readers, facial recognition software, vein readers, hand geometry readers, and more to identify personnel entering the facility.
Automated systems are also divided into two different categories, on-premise and cloud-based solutions. There are automated attendance tracking and time clock software solutions that are designed for on-premise deployment, while there are also systems that are managed off-site via the cloud by third-party service providers.
Each of these categories has their own advantages and disadvantages in terms of initial or deployment costs, ease of use, efficiency, features and capabilities, security, and even practicality.
Once a business or an organization has decided to get an attendance tracking and time clock software solution, or upgrade their manual system to an automated one, the next step in the process is to find the right platform that fits their current needs and standards.
There are plenty of software solutions available on the market designed specifically for attendance tracking and time clock management. Also, there are software systems that are developed as a comprehensive solution that incorporates attendance monitoring and time clock tools as one of the features or modules customers may choose to pick up and add to their current package.
When you’re in the market for a good attendance tracking and time clock software solution, there are a few key factors you need to consider.
There are businesses and organizations out there that have employees who start and end their shifts at varying times, especially those who have a 24-hour operation and require a shift change every eight hours or so. In this kind of operation, a software solution that has flexible employee scheduling is very important, especially since some of the employees do not work in a standard 9-to-5 shift.
In this case, the attendance tracking and time clock management solution should allow users to go beyond the basic monitoring of employee schedules, but also enable them to actually create and manage different schedules and rosters in a single platform.
Another important factor to consider when choosing the right attendance tracking and time clock management solution for your business is integrations. Does the platform allow you to seamlessly integrate other existing solutions you might already be using in your day-to-day operations?
If your business has been in operation for some time, then surely you may already have other existing software systems that are integral to your business processes, such as payroll, compliance, inventory, marketing, and customer relationship management (CRM) software solutions. Additionally, if you’re looking to add to your existing systems, then you have to make sure you will be able to integrate the new application to the rest of your systems.
Software solutions that have the ability to provide real-time data on different aspects of your business are crucial to making your operation that much more efficient and productive. Obtaining accurate and consistent information will allow you to generate more detailed analysis based on the current condition or health of your operation.
In the case of attendance tracking and time clock management systems, you will be able to figure instantly which employees are currently on leave, who called in sick, which of your staff currently applied for vacation leave, and who are currently present and doing their jobs.
The solution will also let you know which of your employees are always on time for their shifts, which of them are always late, and which ones are doing double overtime. By having this kind of information, HR departments and managers will be able to reward the hard workers, reprimand the procrastinators and tardy ones, as well as balance out or limit the overtime among all the employees.
The help and support that you receive from the vendor or service provider may also be a significant deciding factor when it comes to choosing an attendance tracking and time clock management software solution.
You have to make sure that before you sign up or purchase a specific software solution, the company selling you that product will actually provide you with the help and technical support you need to deploy, manage, and maintain the product, This will guarantee that you will have the best possible experience while using their service/platform.
The benefits of having a robust and reliable attendance tracking and time clock software solution are quite obvious when you think about it.
Perhaps the most basic is the fact that it helps to simplify the payroll management process since you’ll know exactly how many hours each of your employees have worked, how much overtime they’ve clocked in, and how many absences they’ve taken.
Another benefit is the significant cost savings. Older and more traditional attendance tracking and time clock solutions are more expensive when it comes to implementation and maintenance, especially if you have to hire personnel just to do the manual accounting of the attendance and payroll.
Modern software solutions will automate the majority of the processes involved in managing attendance, work hours, and payroll, giving you more time to focus on other more important aspects of running a business.
Such software solutions will also help in enforcing company policies in terms of overtime, leave requests, sick days, and more. Also, they help reduce human errors and improve accuracy, efficiency, and productivity.
|360 Degree Feedback||Gather and manage anonymous feedback for employees from co-workers and managers.|
|API||Application Programming Interfaces (APIs) are programmatic intersections with external products or platforms that allow for custom integrations with your own solutions or other solutions you are using.|
|Attendance Tracking||Track employee attendance and absence to keep on top of sick days and hours worked for payroll purposes.|
|Batch Permissions & Access||Control user or group access and permission settings for software or other systems.|
|Budgeting||Planning and tracking capabilities for financial budgets and plans often used to manage funds across different departments or for investor / shareholder oversight.|
|Calendar Management||Manage and update calendars for scheduling or consolidation of events across teams, departments or business functions.|
|Dashboard||Dashboards are digital interfaces commonly used to visualise data or give quick access to important features and functions of online platforms. They often serve as an overview gateway in software applications.|
|Data Export||Exporting functionality can be used to streamline the migration of data sets and information across systems, platforms or applications.|
|Data Import||Importing functionality allows you to use data sets from other systems or platforms to cut down on data entry requirements or to more easily migrate records from similar applications you have used in the past.|
|Data Visualization||Data visualization features render a visual interpretation of data sets through the use of charts, infographics and other visual cues generally in form of a reporting dashboard.|
|Employee Database||Manage and update employee records in a centralised database. Used to keep information about work entry, age, past roles and other employee details.|
|Employee Engagement||Collect feedback from employees to recognize achievements, gather feedback and improve employee participation processes in the workplace.|
|Employee Onboarding||Streamlines the onboarding process for new employees in form of checklists, password and access management features, as well as other induction elements.|
|External Integrations||Integrations with other software products or platforms to improve efficiency and compatibility across systems.|
|Feedback Management||Manage feedback through the use of surveys and similar elements issued to employees and/or customers to consolidate new ideas or track employee performance.|
|Forecasting||Forecast upcoming expenses, sales, revenue, user levels, etc. through the use of predictive methods and past data.|
|Multi-User||Supports more than just one user account and generally allows for collaboration with colleagues.|
|Notifications||Includes notification support and sends you alerts with information on important events and other time sensitive instances. For example through push notifications on mobile phones or email notifications.|
|Project Management||Manage projects from conception through the planning stage to delivery and post-project reporting phases. This allows organisation teams to organise resources, plan budgets and improve efficiency in the delivery of project objectives.|
|Scheduling||Schedule tasks, resources, appointments, payments, communications, etc.|
|Timesheets||Track employee attendance, sick days and hours worked for payroll purposes or billable hours for professional services.|
|Travel Management||Manage travel plans and expenses for employees, prospects or potential recruits through a central environment.|
|Vacation Calendar||Track employee holiday requests and absences for payroll, reporting or shift-planning purposes.|
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