An employee’s attendance is the amount of time they show up to work. It is crucial to keep track of employees’ presence to calculate their work hours. There have been many processes that have been developed to simplify the Attendance Process. You might be wondering how to select an efficient system and meet your needs. You can solve this problem by creating a flexible policy and using an attendance monitoring tool to manage your workforce. This attendance management guide will help you solve all your doubts.
What is Attendance?
Attendance refers to recording an employee’s presence and absence according to their in-and-out times. The employee’s attendance is directly related to their work hours on a particular project or assignment. It demonstrates their dedication and motivation toward the job.
Each organization has its attendance policy. This policy outlines the work hours and shift times that employees are expected to follow. This policy can define fixed, flexible, or rotational shifts.
What is Attendance Capturing, and Why Is It Important?
It is vital to capture attendance at work. This records the hours worked by employees at the office. These hours are used to calculate the monthly payroll. You may be able to climb the ladder to a higher position if you are punctual and have a good attitude at work. It also improves productivity and morale. Employees who are tired and absent from work often have workplace problems.
Regular attendance recording ensures that employees get noticed and helps them be more productive at work.
What are the best ways to capture attendance?
A few methods can be used to capture attendance, but they have not been fully cloud-based. A cloud-based attendance processing system is a boon if you want your business’s ability to grow with the times.
Muster for paper-based attendance
Attendance muster, which is generally a paper-based system that requires all employees to sign at the entry and exit of the office, is generally paper-based. This muster is kept current and updated each month. This method is susceptible to errors, proxy attendance, and thefts. The manager must calculate hours worked, overtime, and payroll every month. This process can be time-consuming for large numbers of employees and is prone to human error.
Excel sheets were created to calculate attendance after the limitations of attendance muster. This excel sheet is a better alternative to the one that used formulated sheets to enter attendance data. This method is susceptible to errors due to human intervention. To calculate work hours and finalize the salary, one must double-check all data.
Biometric Integrated Machines & Swipe Cards
Biometric machines use fingerprints to capture employees’ attendance. This eliminates proxy attendance, but it requires more money and time to set up and maintain a biometric device and integrate it with a central server. There are also multiple devices for each office.
You can eliminate all the limitations of these methods by using an attendance management software, which provides time efficiency and prevents attendance theft.
Cloud-based Attendance Method
You can save money by investing in a system that streamlines your management platform and is error-free. Cloud-based Attendance Method can be a time-saving and cost-saving solution. Instead of wasting your productive time collecting and generating presence data for many employees, you can use your time to plan and coordinate strategical operations that are in line with your business needs.
Let’s first look at the actual process of attendance control to understand how it works.
A Complete Guide on How Attendance Process is Carried Out
The functions of attendance administration include everything from payroll integration to punch in/out.
Establishing a Policy
Your working hours, overtime availability, early coming, late coming calculations, and application approval management are all factors that will affect your attendance policy. A flexible policy covering all aspects of work hours is created based on the department. This policy can vary from one employee to the next.
Even a slight change to a policy can be printed using conventional methods. Software-based systems can be used to make small changes. Creating a roster policy is also very easy without using excel sheets.
After creating the policy, it’s necessary to assign the policy to an employee and notify them about any updates.
Employees must sign the attendance form for any organization that uses paper-based methods. Biometric attendance can be captured by fingerprint punch. Digital attendance monitoring, on the other hand, allows employees to punch online with their login.
Time-offs of employees are also used to calculate attendance. The HR leave module includes all aspects of managing leave management software and is responsible for assigning, monitoring, and approving leave applications. The administration must provide information about the amount of leave available, how employees can use them, and who has to approve these leaves.
Traditional methods of processing leave applications take a lot of time. They can take a long time, from asking for leave to getting it signed by an authorized manager on paper. A platform reduces the time required to process leave applications and leaves management in one touch.
This is the most difficult part of calculating total hours for payroll. This calculation includes the total hours worked by an employee and any overtime calculations. This is the most vulnerable area for human count errors. The manager must double-check all details to confirm that the payroll is correct. This allows us to estimate how time-consuming it can be.
After the calculation of attendance, department-wise monthly reports showing the time in, the time out, work hours, overtime, missed attendance, and the salary are finalized.
We will now dive deeper into the functionality of the cloud-based attendance system.
What are the key characteristics of cloud-based attendance?
The cloud-based Attendance system offers many features. These functions allow you to guarantee faster attendance capture and less time spent on tedious old-fashioned methods. These are just a few of the characteristics.
Employee Self-Service portal
ESS is a unique feature in the HR attendance system. Employees can log in to their Employee Self-Service portal to access attendance details and verify missed punches. They can also apply online for regularization or leave management.
Employees can use the platform to log in online every time they enter or leave the office. This feature is available to all departments and can be controlled from the main central server.
Regularization of Attendance
The attendance regularization feature allows employees to request the right to be absent if they forget to punch. This feature displays monthly time in and out, holidays, leaves, and missed punch. Employees can request regularization with reason through the same link.
You use a card scanner or biometric device to register attendance. It can then be connected to the digital solution to directly manage and store attendance data on the centralized server. Data is stored directly in the system to eliminate errors and time spent on calculations. This will allow you to have a seamless payroll transaction.
Your mobility solution can integrate your payroll, so you don’t need to calculate work hours, overtime, or leave management. Payroll will automatically retrieve attendance information and process a seamless payment.
Through attendance policy configuration, you can manage your approval system directly. The ESS portal allows authorized persons to manage requests and applications. It allows for efficient application management without taking too much time to approve. The system notifies the appraising manager upon the creation of any application. Employees can check the status of applications via mail or system notification.
An in-built report is generated by attendance management software. These reports can include in/out punches and monthly attendance summaries. They also provide details about working hours and overtime.
What advanced features can you use to improve your management?
As everyone knows, it is essential to adapt to new technologies and develop according to the latest generation to thrive in business. New features are added to the cloud-based HR solution, including attendance management. These features will help improve your attendance management.
Face Recognition using a Punch
An employee may punch online while working from home. Face recognition or selfie punch can determine if the punching is coming from the same person. For precise authentication, the employee’s selfie can be simultaneously captured.
Imagine your employee is at a client meeting in another state. To keep track of their visits, you will need to know where they are. Geo-tracking attendance allows employees to track each visit by using GPS points. It can also be used to eliminate time and location thefts.
The Office Fence
Online punch access may be used to mark attendance from an outside office. Geo-Fencing allows you to create a perimeter around your office that can be used to verify attendance. This boundary can be used to limit the ability of employees to punch in or out, thus eliminating theft.