Selecting A Time And Attendance System

If you’re considering a new time and attendance solution, you’re likely already aware of many of the benefits, such as accurate punch in/out times, avoiding over/under payments, and tracking remote employees.

With numerous providers and ever more options, how do you go about selecting the RIGHT time and attendance system?

By understanding your unique business needs and the options available to you, you’ll be on track to select the best workforce management solution for your business.  After selecting the right solution, it’s equally critical to evaluate support to ensure a smooth implementation AND ongoing support.

Cost Of A Time And Attendance System

First, you have to decide what type of a time and attendance system is appropriate for your business. There are essentially two models: on-premise, and software as a service (SaaS – also known as cloud based).

In a cloud-based system, maintenance and data storage is off-site and all that’s required is logging in to the system.  These systems allow employees to punch in via phone, tablet, computer, and time clock.  As a rule, SaaS based systems require less investment upfront, however, there is typically an ongoing per-employee subscription fee.

On-premise systems require the company to be responsible for hardware and data backup, rather than merely accessing via an internet browser.  These systems typically have a much higher cost upfront. However, your running costs will be lower.

Based on the lower upfront costs, less hassle, and always having the latest version, most buyers now opt for a SaaS based time and attendance system.

Time And Attendance System Features

There are innovative “time and attendance system” features that may be integral to your organization’s needs.

Some of the great features that many of the best time and attendance systems will offer:

• Time issue tracking: receive automatic notifications whenever an irregularity occurs, such as a missed punch, overtime that shouldn’t be reached, etc
• Scheduling: allows managers to create coverage budgets based on required labor or even specific skillsets.  Additionally, sophisticated call out features will allow managers or even employees to “call out” or request a replacement.
• Biometrics:  sophisticated sensors and algorithms eliminate “buddy punching” by ensuring only the verified employee is punching in / out, to help assist in preventing time theft.
• Audit history: this shows raw time entries along with any edit histories.
• Flexible tracking: employees can clock in and track time in multiple ways, including dedicated punch-in stations and computer workstations, through a web browser or mobile device.
• Mobile integration: some systems have compatible mobile applications that allow employees to track time and clock in and out using their mobile phones. (Great for remote or employees who travel)
• Mapping:  some systems offer GPS mapping or GeoFencing options. These options highlight on a map where employees are when they punch in or out.  The GeoFencing option will even limit punching in/out to predefined areas, such as a remote job site or customer location.
• Ease of use: the more people using the system, the easier it should be to navigate.
• Self-service options: a good system should allow employees to fix their own issues for those operations where the business owner or manager deems it appropriate, but should also allow any appropriate limitations be instituted. For instance, you could allow employees to clock in through a program but not edit entries, and so on.
• Integration: to maximize efficiency, the system will easily integrate with other programs, such as payroll and HR systems.

Selecting The Best Time and Attendance System

With many time and attendance systems on the market, businesses have a wide variety of options to choose from.  In addition to selecting the right time and attendance system, it’s critical to select a provider that has a track record of successful implementations and ongoing support. Typically, organizations have many employee policies that may not be well defined.  During the implementation process, it will be a major benefit having an experienced consultant help define desired work rules to ensure the system reflects the company’s objectives.

New time and attendance systems typically have a great payback with the added benefit of valuable features that were previously unavailable.

Contact us Here if you need professional advice choosing your workforce management system.