Top 9 Ways Attendance Management System Streamlines HR Workflow

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Top 9 Reasons Why Companies Invest in an Attendance Management System

Posted on 01 March 2022 in Business | Anna Beatrice


Managing employee's attendance has been a tough challenge due to the hybrid work arrangements amidst the post-COVID situation. In such situations, manual attendance tracking will only put a strain on HR's

productivity as well as employee's morale.

As a result, many organizations have started to replace paper-based or Excel timesheets with automated attendance management systems. A reliable and holistic attendance management software helps companies maintain accurate attendance records, save time, and minimize heavy workload.

What Is Attendance Management Software?

Attendance management software allows automated tracking of employee working hours, login time, departures, breaks, and time off, helping HR professionals to monitor and update employee's attendance records in a streamlined manner.

Attendance management systems are integrated with biometric devices to effectively manage the real-time clock in and out records of the employees through fingerprint scanning or facial recognition.

Why Companies Choose to Invest in Attendance Management Software?

Due to the versatile features and functionality, investing in attendance management software has become a necessity for businesses of all types and sizes. Read on to find out how attendance management systems can help bring out the best in your business.

1. Improves visibility across hybrid work arrangements

As we continue to deal with the workplace changes caused by the pandemic, many HR managers are struggling to adapt to the remote/hybrid work schedules. In such situations, attendance tracking can be very difficult. You can’t monitor remote workers constantly when they’re on the job, at home, or traveling for work unless you have a supernatural vision.

Fortunately, an attendance management system comes with GPS functionality that helps you acquire accurate updates regarding employees’ whereabouts during their work shift. You can also see where the employees are logging in from. These records can help you make sure they’re at a place where they really need to be.

2. Simplifies workflow management

Traditional spreadsheets and manual tracking have now been replaced by automated attendance management systems which offer graphical views of attendance records. HR managers can easily monitor and analyze every employee’s attendance performance, helping them prepare detailed and accurate attendance reports.

Aside from this, employees can request time-off or leave directly from the software and the only thing that’s left to do is to approve it.

3. Helps in advanced scheduling

A last-minute change to work schedules can cause conflicts with the daily workflow if the employee is not immediately informed about it. Instead of relying on E-mails, calls or texts, the attendance management system can help in ensuring that employees will receive immediate updates on the changes in their work schedule. This eliminates the chances of missing texts or work interruptions that may result in massive chaos at the end.

One of the best things about an attendance system is that HR can monitor, update, and organise different work schedules for every employee in real-time. This way, HR teams can monitor shortfall and plan for relief staff especially for a limited workforce with changing shifts.

4. Boosts productivity and instills discipline

To improve professionalism and working commitment within the company, it’s important to establish work ethics such as ensuring that employees will abide by work schedule guidelines.

With automated and accurate attendance tracking, HR can easily identify which employees have poor attendance and take action to address this concern. The management can open an honest discussion with the employees to figure out the factors that affect their attendance and make a wise decision.

By constantly analyzing every employee’s attendance, HR can effectively ensure discipline and punctuality across all departments, leading to employee productivity and timely completion of tasks.

5. Keep track of employee performance

Daily attendance is a critical factor for assessing employee performance. Their performances reflect the current level of engagement towards their work. If you notice a decline in their productivity, you can attribute it to their overall attendance and use It to hold them accountable for their work.

Employees’ clock-in and clock-out times, as well as how often they are present in their workplace, can be tracked by attendance software. As a result, HR managers won’t have to sift through records or excel sheets to keep track of every employee’s attendance.

6. Prevent false attendance

Traditional attendance tracking methods can be easily manipulated. An employee could take an unscheduled day off by asking one of their co-workers to punch in for them, or by providing someone with their login credentials to record the information.

With the biometric system embedded in attendance management software, employees will not be able to make a fake attendance as it is impossible to fake someone’s fingerprint or retinal pattern. This process helps ensure that no employee can take advantage of corporate policies.

7. Deliver efficient payroll processing

Accurate attendance records are required to calculate the exact amount you must pay to your employees. This comprises the employee’s overtime, leaves, paid time off, vacations, half-days, etc.

Attendance management software helps in payroll generation by making all employee records visible and easy to access, ensuring proper payroll processes.

8. Evaluate patterns of absenteeism

An increase in absences or tardiness in a certain department could cause a bigger problem. When employees show patterns of absence, companies can get both direct and indirect costs.

With the centralized data visibility and availability provided by an automated attendance system, HR can easily evaluate the patterns of absence. If an employee wasn’t able to comply with the company’s policies regarding attendance performance, you might relieve them of their responsibilities to prevent further damage.

9. Ensure policy compliance and reporting

By implementing an automated attendance system, HR can easily ensure compliance with policies and regulations. According to employment guidelines, every employee is entitled to vacation, time off and overtime pay. It is the responsibility of employers to ensure that their employees are given sufficient breaks to reduce stress and avoid burnout.

Failure to ensure and maintain compliance will only cause wage theft allegations. To prevent regulatory compliance issues, organizations must streamline time tracking through automation. Attendance management software allows employers to easily implement changes in policies/regulations.

Streamline Employee Attendance with QuickHR’s Attendance Management System

With an all-around attendance management software like QuickHR , there's no need to spend long hours making manual timesheets and analyzing attendance records -- helping HR teams improve their workflow efficiency and employees’ productivity.

QuickHR’s multi-functional attendance management system offers the following beneficial

features:

  • Allows instant adjustment of employees’ schedules with working hours
  • Calculates overtime pay, hourly pay, off day, rest day, and public holiday rates
  • Monetary incentives will be reviewed before translation to payroll
  • It comes with Google geolocation technology for accurate and real-time attendance tracking
  • Allows employees to clock in and out from their mobile devices by manually, facial recognition, or fingerprint scanning

QuickHR’s mobile app provides an adaptable solution for HR teams to gain instant access to work schedules and real-time attendance records and for employees to clock in and out, at any work location. It also promotes better security as it requires facial recognition or fingerprint scanning, instead of entering passwords or pins.

For instance, if the employee is a construction worker, he can clock in and out using the mobile app only if he’s at the actual location (or a few metres away from the site) he’s assigned to. This way, HR can easily monitor the employees' location from where they’re clocking in and check if they’re at the actual site and on time they’re assigned to.

With QuickHR, HR managers can also customize rosters for employees and keep track of timesheets all in one place! Our system's timesheets auto-sync with the entire HR modules that inform staffing needs, wage calculations, and invoice generation.

If you want to replace your manual timesheets with automated attendance tracking, try our versatile attendance management system! Discover how QuickHR can help you establish a faster and smarter HR workflow -- Book a free demo today

* Get in touch with us at quickhr.co to find out more about our state-of-the-art HRMS solution!

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