Almost every business you can think of needs time and attendance systems to make sure employees are clocking in and out of work.
But some systems are better than others. So, how do you know whether you’ve got the best process in place?
The right choice can help to manage your peak arrival and departure times.
But they can also provide your employees with a user-friendly system that reduces hassle at the beginning and end of a working day.
Attendance software: all you need to know
One of the joys of the modern business world is your attendance schedule can benefit from automated technology. It’ll do the majority of the hard work for you.
The days of paper records are gone, which makes life a lot easier for you and your employees.
The problem with the olden days is paper records were unreliable. This was for a number of reasons. Some employees, for instance, could make up their times.
From a managerial side, it was also all too easy to lose those endless pieces of paper.
Thankfully, clocking in machines now dominate the daily process of monitoring your employees.
But there are a variety of options to choose from. Deciding which one is best for your business depends on a variety of factors.
So, let’s take a look at what’s available.
(1) Time tracking
First, let’s take a look at time tracking software. This is an area where we’re experts. We launched Blip in 2017 and it’s a type of web-based attendance software.
You could say it’s a simple clock in clock out app. But there’s a bit more to it than that.
The free mobile app is for our customers. It’s easy to use and helps you to keep track of when each employee is working. There are a few simple steps you need to follow to use it:
- Generate a QR code using the app.
- Print off your code and place copies at your main entrances and exits.
- Ensure staff scan the codes with their smartphones (with the Blip app installed).
And it’s as simple as that.
Once the QR code receives their information, you’ll have access to who the employee is, the day they’re clocking in, and the times they arrived and left work.
From a business perspective, the benefits of Blip are pretty obvious. It’s easy to keep a track of:
- Sick days.
This information is all stored securely, too, so it places you and your staff in control of your clocking in and out process.
It also makes an often mundane process fun, as with a vibrant app that’s easy to use employees can easily keep track of their work history.
(2) ID time clocking systems
This software works through an employee ID or a passcode. It’s one of the more basic clocking in machines for small businesses.
If you use this option, you can provide your employee with a staff badge or card. They can use this to swipe over certain registration points around your workplace. The badge/card then records when they’re absent or present.
It’s a simple procedure that helps you keep track of all your staff. Plus, you can monitor absences or lateness easily if you refer to your digital records.
There are a couple of disadvantages to keep in mind.
The most obvious is the rate of loss and theft of your ID badges and cards.
This type of problem can cause quite a bit of disruption. Some employees using other colleague’s cards can cause issues. An example is if one staff members uses another’s card, but then loses it.
Worse, non-employees have the potential to gain access to a card and then enter your workplace.
But if you encourage staff members to report missing cards as soon as possible, then you can sort the issue out and correct any discrepancies in their attendance record.
(3) Biometric time clocks
One of the more technologically advanced options, this device offers fingerprint recognition. Obviously, this immediately stops any potential disruption from losing ID cards.
Even better, you can try voice recognition and retina scans for an extra level of security.
These are often impressive for employees, save a lot of time as they’re fast, and you can easily maintain a comprehensive record of your staff’s arrival and departure times.
The system also provides a greater level of security.
And with your employee’s unique identity documented in your system, it’s not possible for anyone else to assume their working identity.
One possible disadvantage of using this system is employee privacy.
Some of your employees may not appreciate having such personal information available on record. You’ll also have to responsibly look after this information—you’re liable for it.
As a result, it’s essential you keep this data in a secure environment. You’ll also need to remain compliant with GDPR.
Consider your industry
Before choosing a system, you can always perform some industry research to find out what the common clocking in technology is. You can then choose one and adapt it to meet your:
- Shift times.
- Number of employees.
- Whether all employees need to clock in and out.
- Ease of arriving at, and then leaving, your workplace.
The final point is worth consideration to help your staff arrive and leave. If there’s congestion around certain clock out points, for example, it can cause frustration as your workforce struggles to get home.
Employees eager to get home don’t want to spend time queuing around colleagues trying to get access to a clocking out system in a difficult location.
But also keep in mind your business needs on a wider basis. If, for example, you need to track employee time during their daily tasks, then you might want to consider additional project management software to keep track of minutes spent on tasks.
Need help with your clock in clock out system?
Want to know what software to use for your business? Or would you like to try out the Blip clocking system? Drop us a line and we’ll get you all setup: 0800 783 2806.