Track attendance is common in the retail industry, catering industry, hotels, clinics, and other employers’ daily work. Employers need to record the clock in/out time for part-time, casual, temporary employees so as to calculate the payroll. Companies have different but strict attendance policies, and an employer always feels a headache to calculate attendance every month.
To collect the attendance data, there are many traditional solutions in the market, such as the time attendance terminal, fingerprint clocking devices, etc. Some companies are even using paper clock-in form to let employees record their working time. There are some disadvantages in these ways and might cause many problems in managing attendance.
The new attendance management system is that after the employees clock in with the mobile app, the system will automatically calculate the employees’ working time to see whether they are late or leave early and calculate the salary according to the actual working hours. In other words, it is to manage attendance data in one platform, which solves some of the following attendance problems:
Difficult to manage due to the high turnover rate
Every enterprise will face turnover, especially in some industries face even higher turnover mentioned at the beginning of the article, so the attendance management causes many troubles.
The employer who uses the time & attendance machine needs to give the employee’s time card or keep fingerprint information when a new employee joins the company. If using the timecard, the company wants to purchase the device, and the employee needs to hand over the card when he/she enters / leaves, which is easy to lose. If the time & attendance machine with fingerprint identification is connected with the access control system, employees need to delete fingerprint information after leaving, which often takes up a lot of time for employers.
The attendance management function of Workstem, a human resource system, can provide one-stop human resource management. An employee can log in to the mobile app by email address or mobile phone number and start to clock in/out; if an employee leaves, he/she only needs to click “terminate” on the web page, and the employee’s account will no longer be able to log in to the app. The employer may enjoy the convenience, and there is no need to delete repeatedly in the time & attendance machine.
Sometime employees have no attendance record
When calculating attendance at the end of the month, employers often find that some employees have no clock in records on certain days, or there is only one attendance record (clock in or clock out). After checking the leave system and e-mail, no leave application was found, so the employer did not know whether the employees forgot to clock in or were absent that day.
However, employees may sometimes forget to clock in when they are in a hurry for a meeting, or they may fail to do it due to hardware problems of the time & attendance machine. This kind of situation appears often and might easily cause the staff and the manager two-way distrust.
If the employees are not sure whether they have clocked in or not, with the help of a mobile app, they can check the attendance record on the phone or directly submit the application for compensatory time. After the approval by the supervisor, it’s all done, and no need to worry about the wrong payroll calculation.
Separate attendance data and wrong calculation
The function of the traditional time & attendance machine is limited. Many enterprises manage the shifts, clock in, and leave separately, which results in manually checking data from multiple systems each time, which might cause miscalculation and omission.
For example, in some enterprises they need to create shifts for employees, the supervisor is usually responsible for rostering. After the supervisor creates the shifts every month, it will be sent to the HR department and subordinate staff through email or other methods. If there is any change, the email needs to be re-sent. After receiving their shift arrangement, the employee can only record it by himself, and cannot synchronize it to the time & attendance machine. The machine is used by employees only for the daily clock in/out time, but cannot match the attendance status(late, early leave) according to the shifts.
The paper version is also often used for leave application or fieldwork. The data are all manually input, submitted to the supervisor for reapproval, and then transmitted to the HR department. There are often cases of not writing, forgetting to submit, and the employer fails to timely approve after submission.
Therefore, when calculating attendance data at the end of the month, you should first find out the employee’s shifts, then export the attendance records from the time & attendance machine, and then check the leave application and timesheets, and finally, the attendance data can be accurately calculated. It is time-consuming, labor-consuming, and easy to lead to calculation mistakes.
Workstem is a new cloud-based attendance management system. It can completely solve the problems of inefficient, decentralised, and traditional attendance management so that employees can have a clear understanding of their attendance record. It not only saves the labor cost of enterprises but also greatly improves management efficiency.
Read More: How to Select an Attendance System?