Why do you need automated attendance system for your ‘contract staff’

Do you hire contract staff on hourly, daily or fixed contract wages? Such staff is not permanent and they change too frequently to invest in proper attendance protocols. Often companies don’t even create RFID cards. Contract staff attendance is almost always done manually with a register and pen. It may not seem like a huge problem first. However, when you calculate the leakages it causes in the system and the financial impact of it, it becomes an issue worth looking into.

Why is manual attendance not the right way to go?

Buddy punching:

In case of manual attendance, there is no way to really check or backcheck who was present. Friends often punch attendance for each other. So, you might have only 100 contract staff present on a particular day but you may be paying for 120. If you extrapolate this for the entire year, the annual cheque for leakages may be huge.

Manual attendance overheads:

Manual attendance is just what the name says - powered by people. People need to watch over the attendance process and be vigilant when the contract staff is signing the register. You need people to manually tally all the attendance and feed it into the computer. You need more people to compile it and create reports for the management or payroll. The entire process is tedious and takes manpower for the management of it. All these easily add up to your expenses.

Monthly report generation:

There is no way you can know attendance aggregates of your contract staff on a daily basis because somebody will have to compile it. That means you won’t be able to drive compliances or enforce rules. By the time you come to know about gaps, it will be month end. Most companies build a frequency of monthly reports for report generation. It is only at month end that you see the tally of attendance across offices and across regions. Decisions, finances - everything has to wait.

Reconciliation:

There is a minimum loss of 5 mandays, spent only on the reconciliation or compilation of manual attendance registers across offices or regions. It is not just about time loss; it is about money loss too. Manual compilations are prone to errors and even a digit error can be an entire day’s worth salary lost or gained.

Face attendance is the solution to all manual attendance woes

Easy onboarding:

Contract staff may change frequently. So what? You can onboard them in no time with extreme ease on a face attendance system like Truein.
  • You can upload all contract staff in bulk using excel on the web dashboard
  • You can upload them individually on the web dashboard
  • You can take advantage of the self-onboarding feature of Truein. The contract staff can upload their selfie and get going with daily attendance.

Mobile-based selfie attendance:

If your contract staff is always travelling for sales-like roles, you can ask him to lock his attendance through his very own phone and the Truein app. If you have a construction site, the workers don’t need a kiosk to mark attendance. Outdoor sites can ensure compliance through selfie-based mobile attendance. Remote site? No problem. Truein works offline too.

Extreme transparency:

You know who is in and who is not on a real-time basis on your Truein app. You don’t have to wait until the month-end to see loopholes or compliance issues. Take action now and on a daily basis. Because the system records face attendance, there is no scope for buddy punching. Face is the best ID, afterall.

Contract agency tracking:

You can track agency-wise attendance of contract staff. That way the hiring agency can be held accountable for meeting the required numbers and sending sincere staff. It is possible to share the tracking with the agency through user-level access and app access. There can be meaningful discussion around real numbers.

Quick deactivation:

If a contract worker is absent for too long, he can be deactivated from the system. You can easily blacklist or block troublesome workers too. If a worker is on vacation and comes back later, you don’t have to go through the onboarding process again. His previous profile can be reactivated.

Switch to face attendance systems

There is no entry barrier to this upgrade. You don’t have to install large machines or set up any infrastructure. Truein works on any mobile or tablet. Say goodbye to age-old manual attendance. Manual attendance costs you more than you think!
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Why does Truein have an edge over other hardware based attendance systems?

When a company decides to install an attendance system, their choices include a hardware based card swipe system, a hardware based thumb attendance system and a hardware based face recognition system. None of those present a practical, low maintenance and quick implementation design. Truein has revolutionized this industry but introducing a leading edge technology - HardwareLESS face attendance. It has been adopted by more than 150 brands like Godrej, Titan, PC Jewellers, Bajaj Allianz and 1mg. Switching from a Thumb Biometric device to Truein Face based Attendance Software is definitely a huge advantage and has brought satisfaction to our 400+ employees who start each day with a “Selfie”! By DIT University

Why does Truein win over the other hardware-based systems?

Points of Consideration Truein Other hardware based attendance systems
How does it work? It can work with any tablet or mobile. Simply download the app and get going. They require specific hardware which works only with their system
What are the upfront device costs? You can install one tablet at every premise or you can ask the employees to use their own phone. So the costs are negligible to nil. You need to buy their hardware for every premise.
What are the entry barriers? You can start off in one day, practically. There are no major installations required. It is like installing an app and using a web-based dashboard. You would need to purchase the hardware and wait for it to get installed. If you have the attendance hardware of your old system, it has to be discarded for a new one by the new vendor.
What are the exit barriers? You don’t have any hardware to discard. You can move on easily. You have to think about return on investment of your hardware and wait for a reasonable period before you think of system or vendor change.
What are the lifetime hassles? You have to incur no maintenance cost. The software upgrades are included in your license. Any issues with the tablet or mobile can be easily troubleshooted. It requires only Android or iOS knowledge. You have to maintain the hardware through an annual maintenance contract. If the system is not working, you have to wait for the service manager to visit the premises and fix it.
What are the offline capabilities? Truein works online as well as offline. In case there is no internet, data gets synced up later. Even remote shops or offices can use Truein without any hassle. Most of them work only online.
What are the reporting capabilities? Truein gives daily updates on SMS and mobile dashboard to all managers and admin. There is a live dashboard for instant actions. Most of them require manual calculations at month-end for a clear view of the attendance statistics.
What are the technology advantages? Truein face recognition system is AI-powered and is benchmarked with eyes. It can recognize with 100% accuracy even when facial features change. Non-recognition errors are very common. Lack of accuracy and reliability gives rise of parallel systems like manual registers.

The bottom line

Truein brings you new-age technology with practically no lead time to start and hassle-free lifetime satisfaction. Many leading brands have moved from other biometric systems to the Truein advantage The COVID Pandemic situation made us switch to new normal in many ways and one of them was switching from Biometric attendance system to touchless attendance system. We enquired with many vendors and suppliers for such products and finally we opted for Truein – Touchless Face based attendance system for our Shindewadi plant. The system support, software and product all are inline with our needs and expectations. Thank you Team Truein for the support and expecting similar experience in future. By GODREJ Truein’s support team is fast, friendly and always available to help you through a smooth on-boarding. Request a demo to get started.
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How FMCG companies are taking advantage of ‘GPS and face recognition attendance’ to empower sales and marketing staff

Large FMCG companies have a sales workforce that tends to report directly to their sales beats or to the distributor point. Similarly, the marketing staff has to do market visits or go for meetings at agency offices. Rarely does the sales or marketing team report to head office for attendance. 

More often than not, there is a manual attendance register that gets reconciled at month-end. In other cases, the managers receive out-of-office request emails from their subordinates and the manager has to manually override absent marks in the system. Either ways, it is a painful exercise. 

FMCG companies have figured an easier way to overcome this issue. What did they do?

Embrace face attendance:

Face attendance is the only form of attendance that cannot be fudged or misused. Card based attendance can invite proxies as workers do buddy punching. Thumb based attendance is known to have recognition issues which give rise to parallel systems like manual registers. Face attendance, especially on reliable systems like Truein, works with practically 100% accuracy. No misrepresentation. FMCG companies have built trust and reliability within their sales departments with the power of face attendance

Allow selfie-based attendance:

Large FMCG companies have given up the idea of calling the sales team to head office for attendance. It is not practical and it is not productive. They have placed an attendance system in every salespersons’ palm. Sales people simply download the Truein app and turn their very own mobiles into attendance systems. They can upload their attendance selfies and register attendance from wherever they are - on field, at agency office or in market. 

Take advantage of Geo-fencing:

Companies have marked territories by defining GPS boundaries in the Truein face attendance system. Sales and marketing staff can take selfie attendance from wherever they are, as long as they fall within the approved geography. So a sales person can’t log attendance from home. He has to be at a specific location which need not be the head office. It can be the distributor’s office, geo-fenced by their HR team.

Geo-fencing lets companies adapt progressive policies like ‘anywhere attendance’ without worrying about misuse. 

Rely on system stamps:

Can employees change their device time and location to manipulate attendance stamps? No way. Companies that have implemented the Truein way of attendance know that the system is robust. The system stamps take only the server time and cannot be played around with. 

All time and location stamps are preserved, creating a robust audit trail. Sales and marketing staff can be made accountable and can be questioned if the records look suspicious. 

Create a unified system:

The biggest reason why some FMCG companies have been able to overcome the age-old attendance problem is through their reliance on forward-looking technology. They cut down the parallel systems like manual registers or email approvals completely. They use Truein as the single-source of truth for all attendance related matters. Truein is used for all of the following:

  • Marking attendance on kiosk or employee mobiles 
  • Sending leave requests and approving them 
  • Managing shifts 
  • Calculating overtime and other compliances 

When there is a single unified system, it is easy to manage massive records and there is no need for manual reconciliations. 

Key learnings from FMCG

  • When you are dealing with a large workforce that works from out-of-office, you need the power of automation. Manual registers won’t do. 
  • There has to be a balance of freedom and compliance. Employees are less stressed out and yet the company has audit trails. 
  • It is important to work with proven technologies like Truein and overcome many problems in one clean shot.
    • Face based attendance 
    • Geo-fencing 
    • Selfie-based attendance 
  • Build a single-source of truth so that everything flows into payrolling and other systems too. 
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How to make shift scheduling and job mapping a breeze?

If you run an organization that requires workers to come in at different shifts, it can be a hassle to track their shifts and attendance. Often the HR or admin department uses a manual register to allocate shifts - morning, evening, general and so on. Staff often changes their shift based on personal situations too. It is difficult to sync that with attendance machines and there is a manual reconciliation required at the end of the month. The entire process is tedious and cumbersome, to say the least. If you’ve been suffering from this, you will be delighted to find an easy and technological solution.

Upgrade to Truein shift scheduling

The Truein face attendance system comes with a powerful web dashboard and advanced shift scheduling features. Here is how it works:
  • The admin can upload a spreadsheet with shift details for the entire staff in one go in the Truein dashboard
  • Alternatively, the admin can assign shifts individually to every worker from the web dashboard
  • The workers’ face attendance everyday will get mapped against their allocated shift
  • It is also possible to schedule shifts automatically based on attendance. In other words, if a worker punches attendance during general shift timings, the system will automatically assign general shift to him.

Get the Truein job mapping feature

If you activate job mapping, every worker will have to select his job ID at the time of attendance. If his job ID gets wrongly selected, the admin will have the rights to change it from the web dashboard. This ensures attendance is linked to job IDs.

Why should you link an attendance system with shift scheduling and job mapping features?

Make it fool-proof: An attendance system has critical records about a worker’s in-time, out-time, hour clocked, leaves, overtime and so on. It is important from a compliances stand point and also from remuneration point of view. It should not be left to manual syncs and reconciliations. When you automate everything, you can be assured of an audit trail too. Make it convenient: It is easy for everyone to view their allocated shifts through the Truein face attendance system. The admins can focus on the more important tasks and let Truein automatically allocate shifts or track assigned shifts. Get powerful analytics: When you do job mapping and shift scheduling through the attendance system, you are recording critical data on a daily basis. It builds into our powerful analytics and reports. You can see insights around:
  • How many workers are coming in their allocated shifts?
  • Which shifts have least or most attendance?
  • Which shifts have overtime issues?
  • Which worker or department needs to be appreciated or warned?
All of it can be viewed in real-time by the employer as well as the workers in the web dashboard or the mobile dashboard. Critical decisions need not wait until the end of the month; the organization can be more agile. Meet compliance standards: Time tracking is an important legal requirement as well. Compensation may vary depending on shifts - night workers may have higher hourly pay for instance. The overtime rates may also vary based on shifts - weekend rates may be higher. All of this can be managed from one powerful Truein system. The time and location stamps are tamper-proof. They are not dependent on the user’s system but on our servers. So, they can be used for all audits.

Never again go the manual way

Truein face attendance system has been tried and tested by big brands across the country with large shift-based staff. We’ve fine-tuned the system through many years to make it powerful and useful. Experience the power of linking everything - face attendance, time-tracking, overtime compliances, shift scheduling, job mapping, leave management and more. It can all be exported into one master sheet which can feed into your remuneration and audit reports. Got questions? Schedule a demo with our team and experience Truein first-hand.
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How does face attendance win over other biometric systems?

Traditionally companies have used the thumb-based attendance system, which served as a good substitute to card-based systems. Neither of them were perfect and faced many setbacks on reliability and security. Attendance with face recognition has gained attention in recent years. While large companies have been quick to upgrade to face recognition attendance systems, many mid-sized organizations are still working with older technologies. Is it worthwhile to upgrade to face id attendance systems? Let’s evaluate the biometric systems objectively.

How face recognition attendance system works?

The system stores a database of faces. A screen, usually a mobile or tablet in case of Truein, is placed at the entrance and employees have to simply walk towards it. A match is triggered with the database and attendance is captured within a second. Systems like Truein are benchmarked with the eye so no amount of change in facial features or fashion accessories affects its ability to return accurate results.

Why is face attendance better than thumb-based or fingerprint systems?

Practically 100% accuracy: Thumb-based attendance systems have often failed in situations where the fingerprint is faded. Workers who work in oiling systems can’t register their attendance with faded thumb prints. Similarly heena applications or cuts on fingers return errors. It is often frustrating to try attendance multiple times before simply writing down in a manual attendance register. That is not the case with face recognition attendance. It has been tried, tested and proven that it is practically 100% accurate. Employees simply walk towards it and attendance is captured. It works even when hairstyles change or employees age. Touchless safety: With covid-19, the world has become increasingly aware of the risks of contact-based attendance systems. There is no attendance system, other than face id attendance system which is absolutely touchfree. The user has to simply show his face. The system is triggered automatically. Even after the world is covid-free, people will be conscious of the touches they make and it will be good to provide a hygienic system. No complex hardware: Thumb based systems always require that you install a machine at the entrance. While the upfront costs are a barrier in itself, the machine requires maintenance too. When you choose a face attendance system like Truein, there is no complex machine. You simply install the application on any Android or iOS system and it works. Often, companies use just a tablet or mobile for Truein face attendance. Remote access: Not every staff member steps into the office every day. There are remote workers or on-the-go field staff who report directly to client offices, distributor’s godown or other places. If you have rigid systems that require machines or hardware, it won’t work out for remote workers. With Truein mobile-based face recognition systems it is possible to allow on-the-go workers to take attendance from their own phone, wherever they are. Companies can restrict the mobile-based attendance to specific geographies, geo-fencing it, making it more secure and controlled. Wow experience: With attendance time cut-down to a second and no action required from the user-end, face id attendance is by far the best biometric system. It wows employees who don’t require training and are happy to adopt immediately. When a face id system is based by a powerful application, it is even more welcome. Employees can track their records from the phone and managers can track everyone in real-time. Reliability: Face recognition attendance systems like Truein have spoof-proof mechanisms. Employees may be required to blink their eyes before capturing attendance. It ensures no photos are used in the attendance process to mark proxies.

Frequently asked questions:

Which biometric attendance system is more reliable and accurate?

Time and again it has been proven that fingerprint systems fail when fingers are dirty, oily, wet or bruised. Face attendance is practically 100% accurate.

Which biometric attendance system is more affordable?

Thumb based systems require sensor-based machine installation at every site, making it costly in the beginning and also at the time of maintenance. With face attendance, any Android or iOS based mobile may be sufficient. Even employees can track their face ID with their own phone. Even retail stores with multiple outlets or construction companies with multiple sites find face attendance more affordable.

Make an informed decision

There are many choices available today. Not every finger print system or every face attendance system is made equal. Evaluate the options between various vendors or brands and make an informed choice. Be sure to ask questions like:
  • Does the attendance system have geo-fencing?
  • Does the system require hardware installation and maintenance?
  • Does the system have mobile-based capabilities?
Asking the right questions will help you choose the most advanced biometric attendance system.
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