A typical scenario
Imagine a scenario where you don’t have an attendance software:
On a typical payroll cut-off date, you (as the HR or payroll personnel) will have to manually compile, collect, collate and then verify attendance details of all employees. Collation of such humongous data month after month is always a pain because there are chances of human errors creeping in. Sometimes attendance may not have been captured accurately or reliably and this may cause employee dissatisfaction.
Key Challenges Regarding Attendance Tracking System
Key challenges regarding attendance tracking system Just to elaborate… Let’s assume that you’re working for a small and medium enterprise (SME). The key challenges faced by SMEs regarding their attendance management systems maybe the following:
Using spreadsheets for attendance: A small set of SMEs use spreadsheets to mark and capture attendance for their employees. Capturing attendance on spreadsheets are prone to human errors and takes a lot of time and effort to maintain and update for each month/ shift.
Capturing attendance via swipe machines or biometric devices: Some SMEs may rely on capturing attendance from swipe machines or biometric devices installed at their office(s). But this will require for them to buy and maintain:
Multiple number of swipe machines/ biometric devices, internal wiring, associated server(s), and IP networks to be set up (for authentication purposes).
This setup and its maintenance (via an AMC) is a huge cost that can be easily avoided. Also, few SMEs may have employees, who work out of multiple offices. Some of them have mobile employees, who’re on the move always, such as salespersons.
Multiple attendance systems create chaos: What if one of their office locations captures attendance based on manual swiping of ID cards? What if, another location uses spreadsheets to mark/ capture attendance? Such a situation poses a difficult challenge for every shift, every month. You need to collate, compile, maintain and verify attendance accurately and reliably from different sources. This may cause multiple recalculations and double checks.
On-site employees’ attendance issues: Some SMBs (especially, staffing solution providers, ITeS, IT companies, etc.) may have employees, who work on-site… For example, out of client locations. In this case, they can’t use their clients’ attendance management system to capture attendance data of their own employees.
How does an attendance software help
A GPS-based attendance management software is the best attendance system. And this attendance software is integrated with a smartphone. Yes, all that you and your mobile, remote or on-site employees need is a mobile device. Of course, a GPS-enabled smart device with good Internet connection.
Use this online attendance software by:
Predefining the GPS coordinates for each of your office/ on-site client location on the attendance software
Inform your employees to download and access the attendance software app on their smartphone.
That’s it. The attendance software app will automatically record their attendance when they physically move in and out of that predefined location.
Your benefits from attendance software
The attendance inputs from this attendance management software module will be seamlessly integrated into HR & payroll software module. This will remove human intervention and errors that may creep in due to typos or miscalculations. LOPs and leave-related information for all employees will be automatically taken into account while processing payroll. 🙂
Good information especially for field workers. I wonder how the attendance system mentioned here could be coupled with tasks management features to enable more comprehensive reporting.