Every organization should have an attendance system for the ease of HR administration and employees also. Online attendance management decreases the workload of salary calculation for individuals; moreover, it gives more accuracy than measure manually. It keeps records of the actual working hours of every employee.
Advanced working hours software streamlines the attendancy tracking process, providing HR teams with accurate data.
It allows you to calculate hourly base wages also and tracks every single hour of work. It also shows the day-offs or holidays for employees to use. Even the workforce also applies for leaves with the help of this system. The unique ID you give to your salaried employees can analyze the record tracked by the system.
What Is Attendance Management?
It is a method of maintaining the records of employees’ presence in an organization. Earlier, there was a system of keeping the forms manually. A single document’s misplacement leads to the HR manager’s headache when it comes to the total salary calculation or full working days payment. But as technology grows, this task is now easy to perform. The system records every in-time and out-time punch, and it gives the result of net payment in just one click. It increases the accuracy of calculation; HR admin only has to enter numerical in it while the time of new joining and the system works automatically every month.
Also Read: Why Is An Attendance Management Software Important?
There are mainly five types of an online attendance management system, which are as follows;
1. Time Card
In this system, every employee has a time card similar to a credit card, and they have to swipe that card when they enter a workplace and when they leave, the central computer stores the data of each swipe. The time card is a less expensive system, but employees misuse this card. When their friends don’t come to the organization on their behalf, they swipe the card, which is the main drawback of this system.
2. Proximity Card, Badges And Key Fobs
Employers gave each employee the identity card in this type of visitation management system; they just have to show that card and record keeper mention present on paper. Afterward, he/she put the data in the central system. But the manual method does not give accuracy; that’s why the identity card has an inbuilt tracking system through which, employer tracks the in-time and out-time workforce.
3. Biometric
It recognizes the employee through their fingerprint; thus, it eliminates the hurdles of buddy punching. Some organizations use biometric for eye-recognition, facial recognition, and handprint recognition. It is more costly than other systems because the biometric readers are more expensive than software handlers.
4. Web-based Login
In this case, when employees log in to their computers or laptops, they are marked as present through the IP address. This system is comparatively easy and less expensive than others.
5. Interactive Voice Response (IVR)
It uses the employees who are on the field, they just have to report their employer through a phone call, and the authority is marked present on his/her name. This simple system is specially made for employees who are working remotely and on the field.
Why Is Attendance Management Framework Needed?
Attendance Management through software reduces the workload of HR managers. This automated technology is more accurate than paperwork. It lays all the information like in-time and out-time punch, day-offs, holidays, leaves, etc. The employees can also refer to the data through their employee ID number; moreover, they can access it from their mobile.
For example, the payroll process in HR includes calculating employees’ salaries through their presence in an organization; measuring each employee’s wages on paper takes time, but the software makes all analysis in just a blink of an eye. That’s why attendance management software is the prior need of an organization.
What Are The Benefits Of Attendance Management Framework?
It’s time to change the manual attendance methods to online for the workforce and HR managers’ comforts. Following are the advantages of the attendance management framework.
1. Accuracy
Online presence systems maintain more accuracy than manual. It saves time and labor costs and ensures the proper payable amount according to the presence of individuals and their performance. It also helps to keep the data for evidence for both employers and employees.
2. Productivity/Efficiency
Manual data management is not impossible, but it takes more labor cost, but the data cleanness is not guaranteed. The online system is more useful to manage everything in just one click. The salary calculation takes more time if you want to measure it on paper; if you have applied software for it that automatically calculates everything, it keeps all data within the storage. This technology removed the headache of the HR admin.
3. Visibility/Insights
It provides a quick snapshot of each working day. It shows every planned-unplanned leaves, over time, in and out time, etc. With just a click, the HR admin gets the operating hours of each employee every month. They can also allow seeing the graphical view of the performance of each employee. With the help of this feature, the HR manager can measure the performance of individuals. They can generate a summary or report based on the presence and the performance of each employee.
4. Hassle-Free Management
It enables hassle-free workforce management. By default, the software records all the employees’ data, for instance, attendance, employee performance, leave, overtime, late coming, early going, etc. The system notifies employees after their superiors generate the reports. And employers getting notifications when the employees applied for leave or any queries. It is also used for reporting, allocating tasks, and sharing information. It easily keeps records of all the activity done by the employees within working hours. That’s why the online attendance management system proved that smooth workforce management is possible in just a few clicks.
5. Flexibility
It provides flexibility to employees, as the software is also managed through a smartphone or any computer or laptop. In a pandemic COVID-19, when every employee is doing work from home, the online appearance technology allows them to punch online with mobile applications. Employers can set a particular location; within that area, employees are supposed to hit for attendance. The selfie punch attendance system also helps them while working remotely or in the field.
6. Integration/Configuration
You can choose a management system according to your need; if you want the attendance system at cheap rates, you can select a time card, ID card, and IVR system. If you’re going to record actually in time and out time records, you can pick biometric systems. If you want a flexible managing system, you can opt for a web-based system or a GPS-based system.
7. Real-Time Tracking
Every cloud-based attendance system allows real-time tracking. Employers can make a report of real-time and scheduled working hours. With this feature, the HR manager directly counts total working hours and calculates every employee’s net payable amount.
8. Security
Mostly attendance management software is highly secured. If we talk about the bio-metric method of present marking, it prevents the risk of buddy punching; if any employee forgets his/her ID card at home, he/she can punch. In short, the online attendance management system is user friendly and less costly than making attendance registers. When it comes to security, the cloud-based attendance system removes time theft, so it is essential to every organization where safety and security are primary concerns.
9. Compliance
Accuracy in past and present reports are the primary purposes of HR administration. Inaccurate statements may increase the costs of an organization. Spotless analysis of daily working hours plus overtime is necessary to calculate the individual’s net payable amount. The online system provides more compliance than manually written calculations.
10. Economics
As we discussed above, the cloud-based attendance system is cheaper than the manual method. Because it saves both time and labor costs. On the part of employees, it prevents time theft so that they can trust the system. On the part of employers, it prevents buddy punching. That’s why it is acceptable from both sides.
Conclusion
You have to decide that you have to select the automated system that reduces your workload and gives more productivity. You have to go with a manual method, which increases your headache and reduces the calculation accuracy. Obviously, we choose the automated software with perks. Workforce dynamics are frequent updates today; that’s why an organization must adopt updated technologies for ease of work. The cloud-based attendance system simplifies the HR admin’s work, and the employees and employers easily trust it. Thus, every company must have to implement an online attendance system.
