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.
Just to elaborate… Let’s assume that you’re working for a small and medium business (SMB). The key challenges faced by SMBs regarding their attendance management systems maybe the following:
Maintaining attendance registers/ punch cards: Few of them don’t have any attendance management system actually to speak of. Unless you want to count physical attendance registers or punch cards (still used in few manufacturing companies) as attendance management systems in today’s day and age. Maintaining such attendance registers and punch cards and manually calculating total hours spent at work, along with Overtime, is time-consuming. This problem can be solved by using an attendance software that works!
Using Excel sheets for attendance: A small set of SMBs use Excel sheet to mark and capture attendance for their employees. Capturing attendance on Excel sheets are prone to human errors and takes a lot of time and effort to maintain and update for each month/ shift. This problem can be solved by using an attendance software that works!
Capturing attendance via swipe machines or biometric devices: Some SMBs 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 SMBs may have employees, who work out of multiple offices. Some of them have mobile employees, who’re on the move always, such as salespersons. This problem can be solved by using an attendance management software that works!
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 Excel sheet 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. This problem can be solved by using an independent attendance management system software that works!
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. This problem can be solved by using an independent attendance management software that works!
How does an attendance software help
A GPS-based attendance management software will help you a lot here. 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 smartphone or tablet with good Internet connection.
Use this attendance management 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.