Managing workforce time and attendance is something that employers are obliged to do by law. It’s also an essential part of ensuring that employees get the most from their day and are engaged and productive. There are many different types of clocking in systems that are available to support employers in this, from apps to software to basic time clocks – all have the benefit of simplifying and improving the way that workforce time and attendance is managed.
Why monitor workforce time and attendance?
There are two key reasons for this. The first is that if an employee is consistently early or late this may be a sign that something isn’t right and there may be a need for the employer to intervene. This kind of attendance behaviour can mean that work is affected, productivity drops and may also impact the morale of others in the business, so it’s important to be aware of it. The law also requires that records are kept of staff working time where an employer has opted out of the 48-hour Working Time Directive – these must be kept for two years.
How to manage workforce time and attendance?
The simplest way to monitor workforce time and attendance is with a clocking in system. This could be something as basic as a punch clock with a time card, or software systems that use biometrics – such as facial or fingerprint recognition and systems that are integrated with HR and payroll or time clock apps. Which of these is right for your business will depend on your specific requirements but using any of these has a number of advantages, including:
- Real time attendance information will highlight lateness, absenteeism, presenteeism, sickness and length of lunch breaks.
- Providing accurate hours data so that payroll can be paid quickly and accurately, especially important if you have shift workers.
- Offers a sound basis for accommodating flexible working arrangements.
The benefits of using an app
Clock in, clock out apps do require employees to have a smartphone. However, they are becoming increasingly popular because they offer so much more than other systems and are genuinely easy for everyone to use. If you choose to use an app to manage workforce time and attendance you’ll benefit from:
- Staff are able to clock in from anywhere, which means the app can also be used for those who are working remotely or from home.
- GPS tracking minimises the potential for mistakes and errors over location. You can also establish a geofence around specific areas that asks staff to clock in or out when they arrive in, or leave, those areas.
- Minimal set up costs. There is no expensive hardware required and as most people today have smartphones the tech that you need is already in place. An app can be downloaded in minutes and then set up is simple.
Managing workforce time and attendance is much simpler today thanks to advances in technology. Whether you opt for a basic clocking in system – or something more sophisticated like an app – there are many different ways to achieve accuracy and clarity where workforce movements are concerned.