What is a Time and Attendance System?
Time & Attendance system are the modern version of the of the punch card clocking in/out system. Electronic readers enable employees to use either a card/tag, mobile or biometrics such as a fingerprint or the irises of their eyes, to register the arrival, break and leave times.
The Time & Attendance system software uses this data to automatically calculate attendance hours, overtime, bonuses or lateness penalties, taking into account holidays and absences. All of this can be exported to payroll in minutes - and provides evidence in proof of compliancy with working time regulations.
Recorded times are incredibly accurate (the clock receives an accurate time from Internet based time servers to keep them accurate to within a second). The software is easy to use and will adapt to the way you do things, not the other way round.
So why isn’t every business using them?
Here are some concerns that are regularly voiced in relation to Time & Attendance systems:
Cost
Time & Attendance systems are available for all sizes of business and are costed accordingly, so even the smallest business can benefit from them. The costs are based on the hardware (readers), a software licence and installation costs. These are not expensive systems and quickly pay for themselves. Based on the feedback from our clients, the ROI of the software is about 10 times the cost.
If you are not too keen on buying the solution, you can also rent it through our local Time and Attendance expert. Feel free to give us a ring at +353 86 136 2770. Our Local expert will take the time to understand your business needs and propose a suitable Time and Attendance Solution.
Renting hardware and software removes the need for an upfront capital investment. Instead, you can make easy monthly or quarterly payments that cover both hardware and software support, as well as warranty coverage for the entire rental period. Our unique renting option can be a very cost-effective option for businesses of all sizes. It can help you save money, improve your cash flow, and get the support you need to keep your equipment running smoothly.
GDPR
The General Data Protection Regulation GDPR was introduced to regulate the way in which personal data is handled. This includes data that is handled by time and attendance systems, as well as other HR-related systems.
One particular concern in relation to GDPR and time and attendance systems is the use of fingerprint readers. Fingerprint readers work in different ways, but some of them take an image of the fingerprint and store it in a database. This raises privacy concerns, as it could allow an unauthorized person to access an employee's fingerprint data.
If you have any specific questions about data management, feel free to email our Time & Attendance expert at [email protected]
This is why our Securitas Technology fingerprint readers instead use detailed fingerprint dimensions and calculations. Here is how it works:
- Fingerprint dimensions and calculations: Securitas Technology fingerprint readers do not store actual fingerprint images. Instead, they store detailed measurements of the fingerprint, such as the length and width of ridges and valleys. This data is meaningless and useless in any other application, so it cannot be used to create a fake fingerprint or to impersonate someone.
- Sensitive information: Securitas Technology fingerprint readers are often used to protect sensitive information, such as access to buildings or computer systems. If a bad actor were able to obtain an actual fingerprint image, they could use it to create a fake fingerprint and gain unauthorized access to the protected information. By using detailed fingerprint dimensions and calculations instead, Securitas Technology fingerprint readers make it much more difficult for bad actors to gain unauthorized access.
Overall, Securitas Technology fingerprint readers offer a high level of security for sensitive information. By using detailed fingerprint dimensions and calculations instead of actual fingerprint images, they make it much more difficult for bad actors to gain unauthorized access.
And no, fingerprint readers will not bring up a criminal record (a question that is asked more times than you might imagine)!
Ease of use
Any new system introduced into a company is understandably greeted with mixed feelings and Time & Attendance systems are no different. For those managing the system, it’s essential that comprehensive training is provided.
This is why Securitas Technology offers dedicated training teams that provide hands-on, on site training. This ensures that the training is tailored to your specific needs and system configuration. Plus, our training team will deliver follow-up documentation which is a handy document to refer to, in case you forget something. Moreover, training is built into the software itself! This means that onboarding new employees and users will be a quick and painless process.
So there's no need to be afraid of adopting a Time and Attendance Solution. With the right training, you'll be up and running in no time.
Here are some specific reasons why people should not be afraid of adopting a time and attendance solution:
- Time and Attendance Solutions are becoming more user-friendly. Our Time and Attendance solutions are designed to be as intuitive as possible, with simple user interfaces that are easy to learn and use.
- Dedicated Training provided: Our Team of experts will make sure that your staff is trained and knowlegeable in managing your Time and Attendance Software.
- Time and Attendance Solutions can save you time and money. Time and Attendance solutions can help you to improve your timekeeping accuracy, which can save you money on payroll costs. They can also help you to track employee productivity, which can help you to make better business decisions.
- Time and Attendance Solutions can improve compliance. Time and Attendance solutions can help you to comply with labour laws and regulations, which can protect you from costly fines.
Overall, there are many reasons why people should not be afraid of adopting a time and attendance solution. With the right training, Time and Attendance Solutions can be easy to use and can provide a number of benefits for businesses of all sizes.
Workforce Compliance
Getting systems administrators and managers on board is one thing, but what about employees? That’s a major concern for most companies we speak to. Contrary to what you might think, workforce acceptance of Time & Attendance systems is high and especially so with trade unions as the system ensures staff are paid accurately – including overtime and working time regulations compliance.
Time and Attendance system can help your business with workforce compliance in a number of ways, including:
- Ensuring accurate timekeeping: Time and Attendance systems can help to ensure that employee timekeeping is accurate, which is important for compliance with labour laws and regulations. For example, Time and Attendance systems can track employee start and end times, breaks, and overtime. This information can then be used to generate accurate payroll reports.
- Providing visibility into employee hours: Time and Attendance systems can provide businesses with visibility into employee hours worked, which can help to identify potential compliance issues. For example, if an employee is consistently working overtime, the business may need to take steps to ensure that the employee is not being exploited.
- Automating compliance tasks: Time and Attendance systems can automate a number of compliance tasks, such as generating payroll reports, tracking employee leave, and managing shift schedules. This can free up HR staff to focus on other tasks, such as employee relations and training.
- Providing audit trail: Time and Attendance systems can provide a detailed audit trail of employee timekeeping, which can be used to investigate compliance issues. For example, if there is a dispute over an employee's hours worked, the business can use the audit trail to verify the employee's timekeeping records.
In addition to the benefits listed above, Time and Attendance systems can also help to improve employee morale and productivity. By ensuring that employees are paid accurately and fairly, Time and Attendance systems can help to create a more positive work environment.
Additionally, Time and Attendance systems can help to reduce the number of disputes between employees and employers over timekeeping issues. This can free up time and resources that can be used for other purposes, such as training and development.
Using one of our Time and Attendance solutions can protect your businesses from costly fines and ensure that they are providing a safe and healthy work environment for their employees.
Getting Started
Getting started with a Time & Attendance system can sometimes be daunting. There are a lot of different products, version of solutions and features available, and it can be difficult to know where to start.
If you prefer a more personal touch, feel free to contact our Time & Attendance expert.
Call us at +353 86 136 2770 or email at [email protected].
If you would like to get a Free Demo of our Time and Attendance solution, click the button below and fill out the form. Our Time and Attendance expert will contact you in a short time span.
