How do you track the time of your employees? With a first-in and last-out system? Well, that’s perfect for most employees, not all employees. There are times when you want to calculate the actual time spent at work. Not sure what that means? Let’s look at these examples.
Imagine your employee comes to work at 9 a.m. and realises he needs to head back home for an emergency. He attends to his emergency chores and comes back at 2:00 p.m. He finishes his work day at 6:00 p.m. and punches out on the attendance system. With the first-in and last-out system, you would see full-day attendance, even when he wasn’t in for half-day. That’s not what you want.
How can Truein help?
Truein face attendance can track every in and every out in the system and can be configured to calculate time between them. For example, when the employee comes in at 9:00 a.m. and leaves at 9:15 a.m., only 15 minutes get counted. When he is back at 2:00 p.m., the time count starts again. What’s more? An Admin in the Truein portal can override the system calculations if the manager decides to allow a paid time-off. And the logs of the ins and outs stay in the system, always. So if you need an audit trail, you are covered.
Imagine a sales representative moving from one area to another to complete his sales calls. He may mark his attendance at the office in the morning, but end his day with a punch at the distributor’s office in another location. Will the system be able to reconcile his attendance marks at different locations? If not, he may be marked absent and will lose his day’s pay. The situation gets even more complicated if he marks attendance from the Mumbai office for half a month and remaining time from the Chennai office.
How can Truein help?
Truein can be configured to create multiple site points - one at head office and another at distributor’s office. Attendance at any location will be counted and used for the purpose of compiling work hours. Truein in one-system with the flexibility to have multiple site points with their own rules. If there are site points across regions - Mumbai and Chennai for instance, each site can have their own set of holidays, sick leave rules or overtime compliances. The admin does not have to do any manual reconciliation. The system tracks all site points and compiles reports.
Diverse system for your diverse needs
Configure the Truein face attendance system to match the unique needs of your organization. Customise the system for every branch, every region, every department based on what your system or employees needs are. You don’t have to have one rule - First in, last out for everyone. And you don’t have to do manual tallies across regions. Let Truein intelligently handle it for you! Enjoy the power of attendance automation.
Tip 1: Let the contract workers self-onboard themselvesWhen it comes to contract staff, you don’t really know how long they will stick around. You may want to avoid time spent on creating ID cards. Afterall, you might see a new face tomorrow at your construction site or retail store. How can you make the onboarding hassle-free? Simply ask the new staff to register their selfie on your face attendance system. Their face is their ID.
Tip 2: Register the contractor agency in your attendance systemIt is a big process to get documents from the new contract staff, scan them and store them in the system. Companies outsource this to agencies but they lose transparency and efficiency. The documents are stored in an inefficient physical or digital folder system. It is not easy to pull the documents out when you need them. Are you running a risk? You sure are. You don’t know who turns up at your office everyday for work. There can be legal hassle eventually. You can have all documents handy right in your attendance system. Simply share access to your attendance admin portal with your contractor agency. Maintain just one system of truth.
Tip 3: Onboard just onceA contract worker working with you a year back may come today. Do you onboard him again? No. Save yourself and the worker this hassle. Your attendance system can have an easy deactivation - activation feature which lets you accept old employees back in the system. And guess what? It has his past attendance records so you know his track record. Besides, his documents and every other detail is handy already. You can welcome old employees back within a day. Be agile with efficient attendance systems
Tip 4: Manage their shifts automaticallyDon’t let your contractor workers struggle with information on their ever-changing shifts. Nor should you suffer trying to allocate shifts to them. Try to bring in an attendance system that allows you to automatically assign shifts based on punch-in times or based on admin configurations. They can see their allocated shift in the system too. If payments are based on shifts, an automatic calculation based on records in a face attendance system can be a blessing.
Tip 5: Contract staff rules and compliances can be complicated. Make it easy for them.You can set your face attendance system to include all the rules you want. For example, mark half day after 1 p.m., pay overtime after 9 hours, mark late after 9 a.m., give public holiday on 26th January and so on. The attendance system can do all the tracking and provide full reports. You don’t have to ask the contract worker to manually track all of it and your admin does not have to reconcile everything manually. Onboarding a contract staff has never been so easy. They just show up everyday to work - the rest is taken care of by advanced face attendance systems.
Tip 6: Let them mark attendance on day one even remotelyYou don’t have to ask contractor workers to report to head office on their first day if their actual site is somewhere in the field. They can mark selfie attendance from app based attendance systems. They just need their own smartphone or a simple tablet at the site office. It is especially true in case of advanced face attendance systems like Truein.
Single source of truthMost companies have a very clear onboarding process for new employees but they don’t apply the same rigour to contract staff onboarding. The agencies they outsource to do not have advanced systems either. Face attendance systems like Truein bring transparency, automation and compliance to the process and it can be shared with staffing agencies. One system of truth for everything from onboarding to attendance and reporting makes the entire system efficient.
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 systemsThere 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!
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 lineTruein 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.
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
- Selfie-based attendance
- Build a single-source of truth so that everything flows into payrolling and other systems too.
Upgrade to Truein shift schedulingThe 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 featureIf 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?
Never again go the manual wayTruein 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.
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 decisionThere 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?