Paid Time Off (PTO) Guide- Everything you need to know about what’s PTO

PTO or paid time off is the employee leave policy where a company can sanction a set of leaves for the employees for which there will be no pay cut. PTO policy means that employees will get their pay even when they do not attend the office for a specific period. PTO leave can be taken for various reasons, including grief, sickness, vacation, marriage, or even when you want to spend some personal time with your family.

What is PTO?

Paid time off is when you are paid for not working. It includes holidays, sick time, and all wrapped up under one category that permits you to use the time as you want. In a large organization, a PTO leave policy bundles the personal days off, vacation, and sick days in a specific block of hours rather than separating days for each reason. 

More and more companies now offer unlimited PTO leaves where you do not have to accrue time before taking paid leave from your work. But there are stipulations like being with the organization for a specific time.

How does PTO work?

PTO primarily works by allowing employees to accrue leave over a particular time. When the employees work for, say a month, a specific number of PTO leaves is granted. It is like a savings bank account- the more you invest, the more you earn the interest. For instance, salaried employees get 1.5 PTOs each month, so their accrued PTO will be 18 days collected over a year.

Also alternatively, companies can allot a set number of paid time offs and hours to the employees based on what policy they have in their organization. In such cases, PTO is not accrued, but they stay constant throughout the year. This is how PTO works in traditional setups.

In various systems, PTO leaves are as per the company policy. For example, a company provides 30 leaves per year- 10 vacation leaves, 10 casual leaves, 8 sick leaves, and 2 personal leaves. PTO offers employees these 30 days under a single category- Time off. The organization can also sanction all these leaves at once or divide the days into 7 for each quarter or 15 days for every 6 months.

Types of PTO

While many people link PTO with sick time or vacation only, the actual meaning of PTO can apply to when employees get paid while they are not working. As a result, you can say there are many types of PTO. Here we will list the most common PTO types.

1. Vacation time

Vacation time is the pre-planned time that an employee takes for rest, recreation and relaxation. The amount of leaves an employee takes for vacation is typically between a few days to 2 weeks. The employee requests the time off and schedules well in advance so that there is no disruption of work while they are away.

2. Sick time

Sick leaves are the period of time when the employee stays at home to recover from an injury or illness, and takes medical treatment for themselves or their family members. Mostly the sick leaves are not planned as the employees cannot predict their sickness time or when a family member will get injured or ill. In such cases, the work gets hampered to a certain extent. But there are certain cases where an employee can plan in advance to use the sick leaves, like when they are preparing for some upcoming surgery, etc.

3. Personal days

Personal days are when an employee takes off from work for personal reasons other than vacation or illness. Here, employees can use the personal days according to their will, which may or may not be pre-planned. Some examples of personal days include but are not restricted to attending some appointments, moving/shifting, taking a break to prevent burnout, responding to some emergencies, etc.

4. Bereavement leaves

Bereavement leave is when an employee takes off to grieve and cope with the death of some family member. The employer has the discretion to take the decision who qualifies as the immediate family member, with most companies recognizing the relatives of an employee as their immediate family members like spouse, children, parents, and parents in law, son in law and daughter in law, grandparents, grandchildren, brother, sister, or any other member from the same family.

A company’s bereavement policy establishes a pre-determined amount of time that an employee can take off after the death of a family member, with some employers even offering flexibility in extending the time period over others.

5. Parental leaves

Parental leaves are the days when an employee gets away from work, getting the full payment when there is a new addition to the family. Parental offs vary company by company, with some offering more parental leaves than others. There are some companies as well that are more lenient when it comes to approving parental leaves. 

Also, some companies offer maternity leaves to just women who are pregnant or who have just given birth. Other firms offer paternal leaves to fathers as well. Further, some companies approve parental leave for employees who choose to adopt a child.

6. Paid holidays

Paid leaves are when a company offers its employees paid day off to spend some time with their family or even celebrate a publicly recognized holiday. Some companies remain open on the paid holidays and offer their employees the choice to attend the office for double the pay that day. Companies can select which holidays they offer as paid leaves with many of them recognizing approximately 10 holidays per year.

7. National holidays

National leaves are the set publicly declared holidays that the employees get. The companies usually set these under their PTO policy.

Floating leaves

Floating holidays are the leaves when a company allows employees to choose a paid holiday. Employees can use the floating leave for publicly recognized holidays when their company doesn’t consider a specific leave a paid holiday. Some companies even allow employees to use the floating holidays for the crucial days that are non-publicly recognized like birthdays or anniversaries of the employee.

Why is it important to understand the PTO policy of your company?

Knowing how your company’s PTO policy works are crucial as it helps to ensure that you maximize your employee benefits. Knowing and understanding how the PTO policy works allows you to plan the time you take off and to create a healthy life-work balance. You may wish to use the PTO to address your family's needs, recover or heal from a sickness or injury, or even take a vacation for relaxation.  

Knowing how the company’s PTO policy works can further help the employees to use their time at work productively and improve their overall job performance. When you understand what to expect from your PTO policies, you can use the time at work in a better way and focus on the tasks that need your attention rather than finding time to address things that need your attention outside of work.

Advantages and disadvantages of PTO

Advantages of Paid time off

  • PTO policy can serve as a recruitment incentive and attract employees
  • Provide vacation time to the employees who do not use the banked time for other things 
  • The employees can use the leaves as and when required when some unforeseen situations arise 
  • Shorter and more frequent vacations can help to maintain that work-life balance 
  • Reduces absenteeism 
  • Easier for HR to manage the leaves 
  • Offers flexibility and autonomy to employees

Disadvantages of Paid time off

  • A lot of employees may wish to take some days off at the year-end to avoid losing the leave
  • When an employee quits, the management has to honor PTO commitments 
  • A large number of hours can look like a lot of time than it actually is to the employees who do not consider that it covers several purposes
  • Employees may even run out of PTOs and may be required to work when they are sick or lose their pay 
  • Some employees hoard sick leaves

Conclusion

Employees of a company need long paid time off. An organization gains more popularity if it has an impressive PTO policy. The employee can take a break from work without affecting their pay. Companies also benefit from the PTO policy since the employees return to work with refreshed minds, more energy, and relaxation. This way, employees get more focused on work after unloading the stress.

Offering several types of PTO leaves to employees provides an apparent reason for taking the leaves by employees. And due to this, the organization can better understand the employee's situation. The company can further track the leaves taken the maximum number of times. Also, companies should include paid time offs in their policy to provide better flexibility to employees.

How can Truein help?

Truein has an impressive leave management feature where the companies can create different leave policies and assign them to the employees.

Adding Leave for Employees in Truein

You can view the full image here.

The employees can also easily apply for leave directly from the dashboard. It makes PTO running even more accessible for the employee and the employer both. Schedule a free demo today and see how Truein offers tremendous advantages over traditional attendance monitoring, PTO, and other leave policy solutions.

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Top 3 Face Recognition Attendance Machines in India With Prices (2022)

Facial recognition technology has come a long way. Today, it is widely used in various real-world applications at airports, hospitals, and other public establishments. Even smartphones now utilize the security benefits of facial recognition to unlock mobile devices and verify mobile wallet transactions.

Post-Covid, face recognition attendance machines have also seen extensive adoption in corporates and small businesses. That’s because unlike most commonly used biometric attendance systems that use fingerprints, facial recognition attendance systems are hands-free. Touchless technology offers a host of benefits such as helping reduce the spread of viruses, preventing buddy punching, and letting staff sign into the system quickly and safely.

When choosing a face recognition attendance machine for your place of work, it is important to choose one that is reliable and value for money. And given the vast array of face attendance machines available in the market offering varied features, it can be daunting for any consumer.

As a company that has been in face recognition technology for close to a decade, we have been closely following the market. We narrowed it down to the top 3 face recognition attendance machines available in India in 2022.

Note - All prices are at the time of writing. Prices of machines may vary over time.

1. Matrix COSEC ARGO FACE

Matrix COSEC ARGO FACE

Matrix is among the highest-selling brands in the security and attendance system domain. Its COSEC ARGO FACE is an intelligent time and attendance face recognition machine that offers multiple credential options for workers to clock in. Available for around INR 28,000, Matrix COSEC ARGO FACE is a hardware-based time and attendance system that features face detection, adaptive face enrollment, and deep learning technology.

However, its heavy reliance on hardware limits its application in manufacturing and construction, where workers are remotely located.

2. eSSL AiFace-Venus Face Biometric Machine

eSSL AiFace-Venus Face Biometric Machine

Another quality face recognition attendance machine, the eSSL AiFace-Venus, uses an AI algorithm to offer direct sign-in for workers. The face biometric machine's price is around INR 22,000. It offers several security features, such as an anti-spoofing algorithm against print attacks, video attacks, and 3D mask attacks. Some users, however, reported problems with its accuracy in dim light conditions.

3. Mantra BioFace-MSD1KW

Mantra BioFace-MSD1KW

Offered at a face attendance machine price of just INR 9500, the Mantra BioFace-MSD1KW is the most economical product. This low-cost facial recognition terminal is suitable for small businesses. It offers multimode biometric technology that supports several identification validation methods such as fingerprint, face capture, and RFID card.

Though the price of the Mantra BioFace-MSD1KW face recognition attendance machine is on the lower side, we found it lacking on the durability front and the material quality could be improved.

Who Should Use A Face Recognition Attendance Machine?

If you have a physical location that requires employees to punch in and punch out, then a face recognition attendance machine is a far better solution than a fingerprint attendance system.

Cons of Face Recognition Attendance Machine

In an era of hybrid work where employers are opening up to remote work with an increasing number of employees choosing to work from home, the purpose of a face recognition attendance machine can be negated in many ways. A face recognition attendance machine thus is a utility only if all your employees are working from a single location. Plus hardware setup and upkeep are also important.

If your machine doesn’t work or malfunctions, you can lose employee data till the time the issue is resolved.

Why A Hardwareless Solution Makes Sense?

While all the above-listed face recognition attendance machines deliver their capabilities, the problem is their overdependence on hardware.

A hardwareless solution is a far superior option as it can be deployed anywhere and expanded as the workforce grows without any extra investment.

Another benefit of hardwareless systems is their scalability. Without the hardware limitation, these face recognition attendance systems are virtually limitless. Depending on the software product you buy, it can be scaled to accommodate any number of workers. Additionally, with no hardware components, hardwareless time and attendance systems require minimal maintenance.

Introducing Truein: A hardwareless face recognition attendance system

Truein is a cloud-based face recognition attendance system that requires no installation of a physical face attendance machine. Watch video below

https://www.youtube.com/watch?v=s58lVluWMLM

You can deploy Truein directly on a worker's phone, and its geofencing capabilities ensure that employees are present on-site when checking in or checking out. Furthermore, it offers automatic report generation, mass worker data export, and 70+ customizable policies. Powered by artificial intelligence, it can also identify workers with face masks. 

Truein is not just an employee time and attendance system but a complete solution for overtime calculation, leave management, and payroll. It easily integrates with most payroll software, freeing managers from the tedious task of tracking and calculating work hours, including overtime. Sign up for free demo to explore the features of the tool.

Points To Consider While Buying A Face Attendance Machine

Face recognition attendance machines, while useful, are still limited in their capabilities. If you still plan to opt for a face attendance machine, our recommendation is to get a demo from the providers before you select one.

The ease of reporting in addition to machine accuracy should be the two most important criteria to look at while choosing a machine followed by pricing.

Read user reviews on the web, and ask companies if they can provide contacts of any clients who are currently using the machine to get their feedback. Purchasing a face attendance machine is often a one-time activity because changing machines can be cumbersome.

So make sure that you are spending sufficient time on research before ultimately selecting one.

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How To Create An Effective Employee Attendance Improvement Plan?

Meeting business goals can become complicated if you cannot manage employee attendance at the company. Poor attendance eats up revenue, reduces productivity, and drains employees' morale, who have to pick up the slack. If absenteeism has started affecting the company's bottom line, you need an employee attendance improvement plan. Every company needs an attendance improvement plan because, according to Reference.com, the average number of sick days per employee is 5.2. At the same time, it may not seem like a significant number, but when you multiply it by the number of employees, you will see the problem. This is why it is essential to implement an employee attendance improvement plan. This article will discuss how you can better track and manage employee attendance.

Why do you need an employee attendance improvement plan?

Before the why let's understand an employee attendance improvement plan. An employee attendance improvement plan is the formal document that a supervisor or manager sends to an employee to address their excessive absenteeism. When an employee is regularly taking offs or is absent without notification, managers can first schedule a face-to-face meeting with them to discuss the underlying issue. Suppose the meeting doesn't solve the issue. In that case, you can share the employee attendance improvement plan to help workers understand the problem and the consequences of their continued absence. Good employee attendance is essential to ensure productivity is maintained in the company. Also, for customer-facing jobs, proper employee attendance means consistent service with minimal waiting time. It improves the customer experience and boosts brand loyalty. Your organization needs a comprehensive employee attendance improvement plan to prevent distracting other employees, burdening the management with overtime costs, and diminishing team morale. If your company struggles with employee absenteeism, here are some tips for creating an employee attendance improvement plan.

Six tips for creating an employee attendance improvement plan

1. Create a clear and easy-to-understand employee attendance policy

An attendance policy is a must for every organization. Even it is a legal requirement to inform the workers about their attendance rights so they can feel more in control of how they manage their work and personal lives. Before creating an employee attendance improvement plan, you have to provide them with an attendance policy so they can be held responsible if they are not following the instructions. Managers should take the time to create an attendance policy that's transparent and employee-friendly. We assume you already have an attendance policy in place; all it might need are a few amendments to include the following.
  • From the beginning, ensure that company's expectations about employee attendance are mentioned.
  • Encourage feedback from workers about the policy, and if there are some suggestions, be open to incorporating them into the policy for the betterment of the workers.
  • Be transparent about the consequences workers might face if they don't meet the expectations.
  • It is also necessary to be precise with the language. The attendance policy must be easy to understand, and there should not be any ambiguity that might confuse the workers. Try to be specific and detailed about the policy guidelines. The employee attendance improvement plan template will help to reach out to employees.

2. Track the attendance of employees

Suppose an employee is sick; how easy is it for them to request a leave? Or, how easily can you track the no-shows if there are absences? To ensure that employees can stick with the attendance policy guidelines, facilitate the easy request, approval, and tracking of employee absences. For this purpose, invest in quality employee time and attendance management software like Truein. Truein is a cloud-based, AI-powered face recognition attendance system that offers total employee time and attendance tracking features a company requires. Employees can quickly request information about absences through the Truein app on their smartphones. Managers and supervisors are instantly notified about the request. Not every time do you need to give a worker the employee attendance improvement plan if they do not show up for work. Tracking their absences keeps you in the loop and informed about their leave. You have the opportunity to arrange for a replacement. Truein tracks the attendance of employees in real time and can produce insights that can help you decide on whether a worker should be given the employee attendance improvement plan or not.

3. Identify the causes of absence

Poor attendance is not always due to unfriendly work culture or lack of worker discipline but can be an indicator or a more significant problem. You must identify the cause of absence. Usually, it's an injury or illness which cannot be controlled, but if the reasons are one of the following, you need to provide a solution:
  • A conflict between workers and supervisors can result in absenteeism. If it happens frequently, the company's bottom line is badly impacted. Managers need to take action to identify and resolve conflicts proactively.
  • Issues with work itself at times can result in employee absences. For instance, an unbalanced workload or unrealistic deadlines can push workers into a corner. It affects their mental well-being. Lack of training can also be a reason for poor productivity at work.
  • Personal issues and family commitments can also result in absences.
All these issues must be resolved at a personal level. Ensure you do not initiate disciplinary action against employees before understanding why for attendance issues. It might be the worker is protected under the FMLA or ADA law. It is your responsibility to understand the problems and help workers get back on track.

4. Explain what will happen if employees take unplanned leaves

Workers are less likely to take unplanned leaves if they know the company's stance on such absences. It would help if you elaborated on the consequences and the actions that can be taken against employees who frequently take unplanned leaves. There should be complete transparency on how and what disciplinary measures will be taken. This will ensure that employees are aware of the actions that can be taken against their behavior of frequent absences.

5. Train managers on how to deal with absenteeism

Managers and supervisors must be trained on how to deal with absenteeism properly. There is nothing wrong with enforcing the employee attendance improvement plan, but they must show compassion and empathy. Clear communication with absent employees, asking for their well-being and informing them about the impact of their absence on other coworkers and the overall work is a better way to take the initiative. Train managers how to personally reach out to unscheduled absentees to enquire about the circumstances. This shows workers that the supervisors and managers care about their well-being and allows them to discuss the effect of their unscheduled absence. Such an approach will encourage employees to take responsibility for their work presence. Supervisors are the first point of contact and workers reach out to them when they need to leave. Initially, supervisors should accept their requests without asking too many questions if the reasons for the absence are understood. However, they should feel free to initiate employee attendance improvement plan sharing if they see a pattern developing and employees start abusing the policy.

6. Allow a flexible work schedule

The work schedule must not result in a compromise between work and life balance. Your employees will appreciate a flexible work schedule that can accommodate their requirements, such as doctor appointments, attending sick children, or jury duty. A flexible work schedule includes the option to work from home, telecommute, share jobs, or ability to swap shifts with a coworker. While a flexible work schedule may not be feasible for all companies, if it is an option for your organization, you should implement flexibility as it can improve attendance and engagement of employees. When you give freedom to employees about when and where they are from, you can eliminate call-offs due to unexpected personal issues. Like standard work schedules, all the policies regarding flexible schedules should be appropriately documented and mentioned in the attendance policy so that management can track and monitor such programs.

Conclusion

An employment attendance improvement plan is a powerful tool, but it should be implemented only when required. If you can implement the tips we have shared in this guide, you will be able to better communicate with your workers and understand the reason behind their absence. This will provide an opportunity to improve attendance proactively, and you are less likely to have to give workers the employee attendance improvement plan to follow.
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What Is Employee Self-Service, How It Works and What Are The Benefits?

A degree of self-reliance is essential for employees in any organization. Many companies have employee directories, a highly desirable HR tool. A survey shows that 73% of US employees prefer self-service HR tools. Just as consumers can do transactions with online banking or self-checkout at supermarkets, the workplace can also have a certain degree of autonomy and automation. With employee self-service (ESS), your workers can request time off, record attendance, track work time, and much more. In this article, we discuss how your company can benefit from ESS.

What is employee self-service (ESS)?

Employee self-service is a system that offers significant automation for the HR department to work more efficiently and save valuable company resources. At the same time, it increases data accuracy by enabling employees to take up some administrative matters on their own. For instance, workers can add, update or delete information about them without interference from managers or supervisors. This improves the accuracy of the data as workers are not likely to commit errors when recording their details. As the need for a digital workplace is increasing, and organizations are adopting digital transformation, it is becoming increasingly necessary to look for solutions beyond Excel spreadsheets and word documents. ESS offers a digital solution for companies to automate workforce management, save valuable working time, create transparency and ensure data accuracy, all of which increase employee satisfaction.

How does ESS work?

Automation of various administrative functions is what an employee self-service system is about. Modern software tools help companies gain employee access to different functions. The ultimate goal here is to optimize the administrative processes by allowing workers to perform specific tasks such as time tracking, attendance recording, annual leave planning, and updating staff information on their own. For instance, when a worker requests leave, it is sent to the superiors, who can validate it with a single click. This gives freedom from visiting the human resources and printing out leave requests for approval. With ESS, the working hours can be tracked and monitored within seconds, which helps with overtime calculation, shift scheduling, and much more. Furthermore, employees can handle and edit their information keeping it correct without visiting the HR manager. A self-service system significantly increases the workforce and the HR department's efficiency.

Five benefits of employee self-service (ESS)

1. An employee can view their data and apply for leave easily

One of the essential ESS benefits is the ability for employees to manage their paperwork and edit any errors. This gives them the freedom to keep the employment information up to date and include any relevant changes without seeking permission from HR. Workers can also use an employee self-service system to apply for leaves digitally and instantly.

2. Data is centralized, accurate, and can be easily accessed by managers and employees

Data centralization is at the core of ESS. For any company to accurately manage employee data accessible to workers and managers, it must be kept at a central location. This brings transparency and accuracy between teams, departments, and workforce management.

3. Saves HR time

Understanding how an employee self-service system can save valuable HR time is not complex. Employee time and attendance systems like Truein can dramatically improve time and attendance recording for any industry. It is a cloud-based, face-recognition attendance system that updates data in real time at a central location. HR managers can easily see employee attendance, overtime, leave requests, and absences, create attendance policies, and put GPS and geo-fencing based on rules. Truein integrates with most payroll software, saves a lot of time, and minimizes the scope for any human error in salary calculation.

4. Easily manage remote employees

Employee self-service systems are entirely decentralized and often use cloud-based infrastructure, making them accessible from any device and location. This is why it can be used for managing remote as well as in-house employees with equal ease. As employees can access the ESS system from anywhere, there is no need to manage a different system for remote employees.

5. Compliant with government laws

It is challenging for companies with large workforces spread across different states or even countries to comply with several local and state labor laws. An employee self-service system can help be compliant with government laws. Several government regulations, such as EEO, OSHA, and FMLA, have stringent reporting requirements. With an ESS system, you can help reduce human mistakes and easily avoid penalties, fines, or potential lawsuits. Some systems also come with the ability to generate reports in the required government format for easy reporting.

Conclusion

If, as a manager, you are struggling to manage the workforce’s leave and attendance, consider implementing an ESS system. With software like Truein, you can implement a successful employee self-service system increasing your company’s productivity and efficiency.
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How To Track Employee Time and Attendance?

For a successful business, workforce management is essential. Rising labor costs can be a trouble that can spiral out of control, fast eating up profits. How to track employee time and attendance to handle workforce expenses better? You need reliable attendance tracking that can provide data to get an overview of the expenses to stay within budget, maintain accurate records, and remain compliant with labor laws. Whether a small business or an enterprise, there is a need for taking time and attendance for smooth workplace functioning. We have put together this guide to give you an overview of available options to track employee time and attendance.

Five ways to track employee time and attendance

1. Paper-based attendance registers or timesheets

Attendance registers or timesheets are the oldest ways to track employee time and attendance. Evidently, with modern tools available, paper-based attendance recording is an outdated way that's counter-productive. HR managers have to spend tedious hours maintaining attendance registers which is not a productive utilization of their time that could be better invested in action-oriented work. With the changing work environment and various work modes, such as remote hybrid work culture becoming popular, paper-based timesheets are no longer relevant. Also, calculating employee working hours manually every day adds to the administrative burdens, which can be easily avoided with automated attendance systems.

2. Manually recording employee hours in a spreadsheet

Most small businesses use spreadsheet programs like Excel to manage employee attendance. While in comparison to paper systems, it is an upgrade, in 2022, the technology has become outdated. Compared to modern software tools, spreadsheets are categorized as manual entry systems. The requirement is to manually enter employee time and attendance data, which is time-consuming and prone to errors. Manual attendance keeping is a repetitive task that can lead to employee burnout. Another issue with manually recording employee hours in the spreadsheet is no security is provided to keep the data safe. With the rise of cybersecurity concerns, any online attendance tracking system implemented in an organization must be fully secured.

3. Swiping an employee ID card, key card, or badge

Another way to track employee time and attendance is with card swipe time clocks, key cards, and employee ID cards. Punch cards were popular to record employee time and attendance during the 80s. It is not difficult to imagine a line of workers queuing up at a manufacturing unit to start their workday. Some industry is still using punch cards, but their drawbacks, like buddy punching and other time theft fraudulent behavior, cost employers too much money. A modern equivalent of punching card machines is the card swipe time clock. Such a time and attendance system require employees to swipe a scanned badge or employee ID card to automatically upload data into the system. While these systems are not as secure as biometric time clocks, they still offer a level of automation and can be a feasible option for some companies.

4. Biometric time and attendance tracking systems

The most widely implemented attendance tracking hardware is the biometric system that recognizes and records attendance based on the employees' biometric data. It significantly improves physical ID cards that can be lost or forgotten. These systems use employee fingerprints, retinal scans, or facial recognition to offer security and accurate attendance. Biometric Time and attendance-keeping systems eliminate time fraud and human errors that can contribute to maintaining a safer work environment.

5. Software-based employee attendance systems

The pandemic forced companies to adopt attendance systems that are easy to manage and offer touch-free operation. The software-based employee attendance systems are designed to offer cloud-based centralized control over employee data. This provides them with unmatched security and scalability. Today, software-based employee attendance systems are used in several industries for workforce management. Truein is one of the best software-based employee attendance systems. It is a hardware-less, cloud-based face recognition attendance system that offers exclusive features such as leave management, attendance policy implementation, geo-fencing and GPS tracking, and easy integration into most payroll systems. Truein is a cloud-based application that employees and managers can use directly through their phones as an app. It uses AI-based technology for facial recognition, which makes it highly accurate. Industries like construction, manufacturing, and mining require Truein to easily record the attendance of workers without relying on biometric features like fingerprints that can be covered in dirt or smudged with oil, making recording attendance challenging.

Conclusion

For a profitable business, you need to manage your labor costs and other workforce expenses efficiently. A modern employee time and attendance tracking system like Truein can provide tools that help HR to make data-driven decisions. It is an essential step towards creating a workplace ecosystem where employees are satisfied and accurately paid while the company enjoys increased productivity and revenues.
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How does an Online Attendance System Work?

An attendance system is one of the critical requirements to ensure the company's productivity is optimized. While it is hard for many managers to directly co-relate attendance with productivity and revenue, it is an integral part of payroll management. Digital optimization is at the forefront in 2022, and companies across industries are adopting online attendance. Technology has always been the mediator between increased productivity and workforce satisfaction. With an online attendance system, your company can automate an essential workforce and payroll management segment. If you have ever been a manager or supervisor, you understand how tedious and time-consuming manual attendance recording can be. In the digital landscape, there is no place for redundant manual labor. Any company, irrespective of its business nature and size, can benefit from adopting an online attendance app. In this comprehensive guide, we look in-depth at how the technology behind an online attendance tracker functions and why companies need to adopt such a solution.

How does an online attendance management system work?

An online attendance system is a dedicated software designed to manage attendance but also offers a robust set of tools for workforce management. A typical online attendance app like Truein is based on cloud architecture with a centralized database with fail-over and backup of infrastructure done across multiple regions. Managers, supervisors, and employees can access the data stored within the online attendance system with a varying degree of access defined by the organization. Since online attendance is entirely paperless, HR managers get freedom from managing timesheets, manually calculating leaves and holidays, accurately converting overtime hours, etc. The time saved can be invested in essential business activities to boost productivity and revenue. The working of an online attendance system is pretty straightforward, which is why companies across industries are openly adopting them. No infrastructural changes or system upgrades are required to implement online attendance within an organization. As mentioned before, it operates on the cloud; everything related to online time attendance exists on cloud servers. To set up an online attendance system, managers have to enter the details of the employee and allow access. Depending on the method you are using, verification of the employee might be required. For instance, an online biometric attendance system uses physical traits like fingerprints, iris scans, thumb impressions, face recognition, etc., to identify workers and record attendance. One of the most significant advantages of adopting an online attendance system is the easy data availability from anywhere, anytime. Managers can access attendance data for payroll with a click. Similarly, supervisors can check the availability of workers without any interference from the managers. An online attendance app allows employees to access shift data, record attendance, and get notified about schedule changes.

Types of online attendance systems

There are several types of online attendance systems available. A company can choose an online time attendance solution that best matches its requirements.
  1. Card punching machines are the most basic type of online attendance system. These machines use a time card that stores the employee ID and other related information about a person. To record clock in and out time, the workers must swap the time card on a machine. The problem with card punching machines is that they are prone to buddy punching.
  2. Online biometric attendance systems are primarily popular. Biometric attendance systems rely on physiological or behavioral characteristics to identify an employee and record attendance. Physiological biometric attendance systems capture and compare a person's fingerprints, hands, face, iris, etc. At the same time, behavioral biometric attendance systems rely on a person's behavior, such as voice, keystroke, and signature.
  3. Mechanized attendance systems record online attendance when input is provided. Such attendance systems depend on passwords to automatically register in and out the timing of the employees. These systems offer a degree of automation but are highly prone to time theft.
  4. Cloud-based attendance systems are the latest inclusion in the category. Truein is one of the leading cloud-based AI-powered time and attendance management systems that utilize modern cloud infrastructure and captures attendance by using face recognition technology. The benefit of implementing such systems is decentralization. Cloud-based attendance systems like Truein don’t require any additional hardware and can be used through mobile apps.
While evaluating the necessity of online attendance within your organization, you must look beyond the upfront costs and anticipate the benefits. In detail, let's discuss some of the essential benefits of an online attendance app.

Benefits of online attendance system

  1. Prevents error: Online attendance systems eliminate human error vulnerability. Often staff complaints about incorrect data from the HR team result in inaccurate attendance calculations and ultimately affect salary. With online attendance management, such errors can be easily prevented.
  2. More efficient: Manual attendance keeping is cumbersome because it involves manually recording attendance in timesheets. As managers have to maintain these timesheets and manually input data into payroll software periodically, it's not difficult to anticipate how time-consuming this entire process can be. Online attendance systems entirely automate the timekeeping of employees. Modern online attendance apps like Truein can be easily integrated with payroll software. It eliminates the requirement to manually share data between attendance and payroll software.
  3. Real-time tracking is possible: A unique feature of some online attendance systems is that they allow real-time monitoring of employees. In industries like mining, construction, and manufacturing, where the workforce is scattered over a large area, real-time attendance tracking effectively discourages time theft and calculates working hours more accurately.
  4. Automatic reports generation: The comprehensive set of tools we spoke of earlier includes automatic reports generation. Automated attendance and time management systems like Truein have built-in capability to generate insightful reports. The data in these reports can facilitate a company's productivity and workforce management decisions.
  5. Integrate with other software: Plug and play feature of online attendance apps make them more robust. The cloud infrastructure of online attendance systems enables compatibility with HRM, accounting, marketing, and payroll software. It is incredible freedom from migrating data from one software to another, which is a technical task and often requires the services of a third-party engineering team.
  6. No additional peripherals are required, accessible from the phone: Cloud-based software is also known as a mobile-based attendance system or hardware-less application. It is called hardware less because it does not require the setup or installation of any peripherals. These apps can be deployed on the workers' smartphones or you can use it as a kiosk and require an initial configuration to record real-time attendance.

Which industries can benefit from an online attendance system?

Manufacturing & construction

These industries do not have a workforce tied to a desktop computer at one location. Workers in the manufacturing and construction industries are pleased with several remote areas. With online attendance systems, workers in these industries can be tracked, and their attendance can be accurately recorded. Furthermore, geo-fencing and GPS targeting ensure that workers are at the worksite while recording their attendance.

Facility management

Managing employee time and attendance for facility management staff can be challenging since most managers are always on the go, traveling from one location to another to serve customers. With online real-time attendance management systems, facility managers can remotely track employees. They can also access essential employee data such as time, location, number of workers, etc.

Education

Attendance is an integral part of the education industry. Unsurprisingly, schools and colleges are one of the main customers of online attendance system manufacturers. In the wake of the pandemic outbreak, more educational institutions are proactively adopting touchless online attendance systems.

Healthcare industry

In the healthcare industry, HR teams are usually busy with medical practices and keeping up with insurance, billing, and compliance. Amidst all these responsibilities, employee time tracking can be a significant productivity hassle. This is why the healthcare industry is one of the prime customers of cloud-based timekeeping solutions.

Truein: A modern online attendance and time management system

Truein is a full-fledged online attendance and time management system that helps companies automate attendance keeping. An AI-based face recognition attendance system, Truein offers HR managers complete control over employee time tracking. It is a hardware-less, cloud-based software available as online attendance app. Apart from real-time and efficient attendance and time tracking, it offers powerful report generation, shift scheduling, and leave management, and easily integrates with the most popular payroll software systems. Here are its top features:
  • Realtime and accurate time and attendance management
  • Mobile/tablet app-based (Android, iOS)
  • Easy Payroll integration
  • Enterprise-grade data security and privacy
  • Review and approve hours
  • Geo and GPS-based time tracking

Conclusion

Online attendance is mandatory for businesses adopting digital transformation. Traditional recording attendance is highly prone to time theft and costs businesses billions of dollars annually. Your organization can boost productivity and eliminate time theft by adopting a reliable online attendance management system like Truein.
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Importance Of Time Management In The Workplace and How To Improve It

For any company, labor and time management are two core operations that decide its success. Time is a valuable resource, and proper time management can help improve productivity and profit. The lack of understanding of time management in the workplace leads to inefficiency. If your organization frequently struggles with employee efficiency and productivity issues, then poor time management can be the reason.

This article will explain the importance of time management in a business environment and explore ways companies can prioritize effective time management.

What is Time Management?

Time management is planning and managing an organization's work schedule to help boost productivity. It helps plan and prioritize tasks so that most critical tasks are completed within the deadline without overly exerting pressure on workers. Time management aims to ensure that the workers utilize time to accomplish the tasks they are given with less effort.

HR managers are responsible for controlling the shift schedule; time management can give them the much-needed capabilities to make the work environment productive and achieve better productivity in less time and without stress. When workers slack off at work, or there are task delays for no reason, time management can help increase efficiency and plug any productivity loopholes.

4 importance of time management in a workplace

1. It helps to deliver work on time

The importance of time management is evident from how easy it becomes to deliver work without delays. Proper time management is highly effective in managing the workload and ensuring that workers are not feeling stressed at work. Often when the managers and supervisors are not managing time effectively, they fail to provide a smooth workflow for workers.

It is one of the most significant reasons why workers feel burnout. When there are time-boxed tasks, workers follow the structure and accomplish the allotted task within the desired timeframe. This results in productivity and efficiency without causing anxiety or confusion. Companies that can help workers deliver work on time can increase their revenues multifold.

2. Increase employee productivity and efficiency

Practical time management skills are necessary to be productive and efficient at work. Companies that can ensure effective time management within the workforce can deliver quality results without compromising the quality of the workplace environment. Another importance of time management skills is that it helps employees finish a task as early as possible without overstretching themselves.

The organization's overall productivity goes up, resulting in reduced overtime expenditure. Effective time management requires managers and supervisors to prioritize tasks as per importance and urgency. It helps workers to focus on an important task that improves their work quality. The improved focus builds momentum that ensures workers are productive throughout the shifts.

3. Reduces stress and anxiety of employees

The overwhelmed workforce is neither productive nor focused on providing quality tasks. Poor time management often leads to lacking shift scheduling. Workers might be working too many hours frequently, affecting their productivity and well-being. Companies with poor shift scheduling suffer from severe productivity issues, and their workers are highly dissatisfied at work.

Excessive stress and hypertension can lead to heart diseases, depression, and obesity. It is the responsibility of the employers to ensure that there exists no unnecessary stress and tensions in the workplace for workers.

4. Balance employees' work and life

The importance of time management at the workplace is not only to improve the quality of work life, but it can also benefit the life of workers outside the workplace. When employees can keep things under control on the professional front, they get more time to focus on their personal lives and ensure a proper balance between work and life.

It is a fulfilling experience encouraging them to do better at their jobs. When workers know the tasks and know they can accomplish them within the given time frame, they feel a sense of calmness. This improves their quality of life as they are less stressed and happier.

How to improve time management in the workplace

Plan all your work and task well in time

Planning is the first step toward time management at the workplace. When you are planning your work and tasks before executing your plan, you are better positioned to accomplish the tasks without stressing out over a limited time. Planning is one of the critical time management skills for workplace success as it allows you to look over a strict routine and work smarter.

You can decide which tasks require most of your time and how much you can accomplish within a day. Time management ensures you make smarter decisions every time without losing focus or compromising on work quality. According to the best-selling workplace author Brian Tracy, "Every minute you spend in planning saves 10 minutes in execution; this gives you a 1,000 percent Return on Energy."

Prioritize the important work

Another critical factor of successful time management skills is prioritizing the work list. When you sort through the available tasks, arrange them in a list based on priority. You have limited work time and can only focus on a few daily tasks. Prioritization is how you ensure that the critical tasks are completed on time.

Not everything you do at work is of the same importance. Focusing on the essential tasks first ensures that you have high output. When you can figure out the most critical tasks that need to be completed urgently, you will be able to focus on what needs to be done. You can take the assistance of project management tools for this.

Stop multitasking

Common myth employees suffer from is that multitasking can help them achieve more in less time. Several studies have shown that less than 2.5% of people can multitask effectively; the rest waste time trying to do several things simultaneously. Workers trying too many things end up achieving nothing at all.

The best way to be most productive is to take one task at a time and complete it before jumping to the next task. As mentioned above, prioritize the essential tasks and cut them off the list. This is how you can focus on the task and complete it without errors.

Cut off all your distraction

Distractions are everywhere, be it in personal or professional life. When you are distracted, you lose valuable hours of your day without accomplishing the tasks. Smartphones make it even more challenging to focus on work as we are continuously disturbed by notifications. Chatty workers and social media are other common distractions at work that waste hours.

You have to be self-disciplined enough not to let such distractions affect your performance or productivity at work. The easiest way to remove these distractions is to take some time to evaluate the culture at work and understand what's wasting your time. Please turn off your phone notifications and only check them at a fixed time during the day. All these steps will help you remain productive and focused at work without being distracted.

Use a time and attendance management software

Companies can utilize time and attendance management software to ensure that things are monitored and managed effectively. Time management is essential in the workplace for employers and employees. Automated attendance management software tools allow employee time tracking that can help significantly improve the time management skills of HR managers.

Intelligent time management is necessary to ensure you keep productivity high without compromising the work culture quality. In the absence of a time tracking tool, you are at a disadvantage as you do not know where is the workers' time going or who is lenient with work and shifts.

How can Truein help?

Truein is a powerful AI-backed brilliant time and attendance management tool that offers a suite of features to help companies stay on top of schedule every day. A face recognition attendance system allows employers to provide the best time management opportunities to HR managers and supervisors. It offers employee time tracking and shift scheduling capabilities that improve teams' productivity and ensure work is delivered within set deadlines.

As Truein provides a bird's eye view of the employee time and attendance data, managers can look at important time management metrics such as shift timing, punching in data, leaves, availability of workers, etc.

Furthermore, it allows managers to create shift schedules and overtime policies. As workers can record attendance from their smartphones using Truein, it helps managers to ensure that workers are available for the tasks to complete them by the deadline.

Conclusion

We hope to explain the importance of time management in a business environment with this article. Time management can be crucial in ensuring productivity and quality at work. Intelligent time and attendance software like Truein is the best way to manage time within a company.

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What Is Workforce Management, and How To Improve It?

The last two years saw global workforces struggle to keep afloat. The pandemic highlighted the importance of workforce management as companies adapted new work models. In all the chaos, the responsibilities of HR professionals were significantly changed as they have to ensure good workforce management. A lot has to be done to ensure that employees are managed to keep business operations up and running.

Workforce management (WFM) systems existed before the pandemic, but they became much more evident, prompting companies and organizations to focus on effective workforce management.

In this article, we will take a closer look at the importance of workforce management and how to improve it.

What is workforce management?

Workforce management is a set of processes and procedures used within an organization to increase the productivity and efficiency of the workers. All software firms in manufacturing industries employ WFM to optimize their business processes.

Workforce management is a broad term that encompasses many other activities. Its primary focus is to enable all possible opportunities to maintain a productive workforce. There are several workforce processes involved in WFM, including:

  • Human resource management (HRM)
  • Human capital management (HCM)
  • Performance management
  • Data collection and analytics
  • Budgeting and forecasting

Workforce management largely resembles human capital management's tasks, where employee recruitment, management, and development are concentrated. The difference lies in the focus of WFM activities on maximizing employee performance and productivity while HCM is solely focused on ROI.

For any company, workforce management is essential. It ensures workers are performing at an optimum pace without strenuous work shifts. Companies that employ workforce management tools to track work in real-time can increase production and revenue multifold.

How does workforce management work?

Workforce management starts with employee hiring and ends with forecasting, including everything in between. A successful workforce management process is made up of several processes.

HR managers are responsible for managing all the tasks related to workforce management. However, it might not be possible to perform all the workforce management tasks alone. You might have to partner with department leaders and the analytics team to ensure critical initiatives run smoothly. To ensure that you are meeting the workforce management targets, you must understand the key elements and create solutions to implement them for your workforce.

Here are the most important task involved in workforce management.

Forecasting the employees and budgeting

Workforce management provides a lot of historical data that can be used to forecast when labor demands will change. Such employee forecasting can help optimize deployment and balance workload. Every business has peak hours when there is a requirement for much more workers than at other times.

For retail stores, this is the time during the holidays, and for manufacturing companies, it is when a large number of orders are to be processed. Workforce management processes can forecast high turnover rates, drop productivity or profits, prepare for events when the workload is significantly impacted, and examine past data for accurate labor and resource estimates.

Human capital is the most costly and variable expense for almost every company. You can budget the employees' hiring, retention, and management with workforce planning. As WFM automates scheduling, it helps organizations adhere to labor laws and ensures that too much is not spent on overtime costs. Several studies show that workforce management offers the highest return on all HR investments.

Staff scheduling according to availability

Besides automatic time and attendance tracking, workforce management also helps correctly forecast and schedule staffing needs. Whether an organization has multiple staffing levels or fewer employees, shift scheduling can be complex, requiring many resources. Staff scheduling ensures that all the variables such as vacation, availability, workload, and absences are considered when shift schedules are made.

The primary responsibilities included in workforce management scheduling are managing the number of workers available, resolving overstaffing or understaffing issues, and forecasting for team growth. For any organization, a reliable scheduling system must be in place to ensure an understaffed workforce does not affect productivity during critical times. It also provides opportunities to discover the overstaffing in the workforce to ensure revenue is not lost in hiring more than required workers.

Tracking time and attendance

Time tracking might seem simple enough, but there is a lot involved than just managing timesheets. Manual time and attendance recording are highly cumbersome. For efficiency, you require reliable employee time tracking software. When you use an automated attendance system like Truein, you can access analytics that helps identify absenteeism, overtime, and undertime patterns.

By ensuring a reliable time and attendance tracking process in your organization, you provide:

  • Future workload forecasting
  • An appropriate number of workers are available at all times
  • Delegate tasks correctly

Effective employee time tracking is also helpful in time management and boosting workforce productivity.

Vacation and leave planning of employees

As part of WFM, HR managers must perform payroll duties and leave management. Any workforce management plan largely depends on the employees' availability, including their day-to-day availability. Maintaining a proper record of vacation and leave is essential for workforce management.

Furthermore, it helps with analyzing labor costs, tracking paid time off, offering incentives to employees like happy hours, and ensuring the number of workers available during shifts. Vacation and leave planning go beyond deciding the paychecks; it greatly benefits employee performance and morale.

Check employee performance and reports

Another process involved in workforce management is employee performance and report reviews. Generating performance reports is time-consuming, but it is essential for evaluating performance, productivity, and overall employee experience. As part of WFM, HR managers perform several evaluations by tracking employee timing, measuring employee activity, and gauging customer experience and satisfaction.

Every company and team has a different way of managing team performance, but quarterly performance reviews are the best way to achieve results. Performance reviews help employers keep the work quality high and allow employees to evaluate their performance and improve under-constructive environments.

What are the benefits of workforce management?

By implementing a comprehensive workforce management system, you can empower your workforce to impact productivity and profits.

But by successfully putting the workforce management processes in place, HR managers can drastically impact a wide range of business operations. Here are some of the benefits of workforce management for a company.

Improves productivity

There is no better way to put productivity at its peak than to delegate and communicate the work to the employees effectively. By tracking time, forecasting workload, reviewing performance, paying fairly, and enabling efficient communication, workforce management can help the team to boost productivity.

This improved productivity affects the amount of work delivered and positively impacts the quality of work. Effective workforce management creates a productivity win-win for employees and employers. Such productivity comes without stressing out workers to work overtime or disturbing their work-life balance.

Reduce overstaffing and overtime

By automating employee time tracking, scheduling, and payroll, companies save work hours, make life easier for managers, and also help reduce overstaffing and overtime. Workforce management processes can provide you with definitive data that you need to adjust staffing levels per the situation. When a company can forecast the ebbs and flows of the workload, it can drastically reduce staffing costs and micromanage overtime expenditure. It helps save essential resources and invest them in the growth of the business.

Payroll with better accurate data

One of the benefits of workforce management is that it entirely automates the payroll and increases its efficiency by providing accurate data. It also eliminates costly human errors and compliance risks. Managers can minimize the time spent on tedious payroll processes and better focus on more productive activities.

This automation ultimately shows that workers are paid accurately for the number of hours they work. It boosts their morale and builds trust in the employer. All these outcomes significantly improve the quality of work and pump up the revenue stream.

Automation of HR process

An efficient workforce management results in the automation of HR processes. It improves communication and encourages managers to make independent decisions regarding their teams that can help streamline the workforce. With HR workflows being automated, it helps keep the quality standards high at all levels.

It also helps maximize resource utilization, and managers can increase the amount of work without increasing labor costs. Automation of HR also ensures that there is no wastage of resources, tangible or intangible. It also improves the efficiency of managers and supervisors, making them much more productive.

How to choose a workforce management solution?

The most efficient way to handle workforce management is to adopt workforce management software. It provides the necessary automation to boost productivity, eliminate redundancies, and lower the margin of human error.

Several workforce management solutions are available, but your choice must depend on its features. In workforce management, you must conduct time tracking and shift scheduling, ensure open communication, manage human capital, and do talent acquisition and employee engagement. Choose a solution that enables automation of all workforce management processes. You might have to invest in more than one software solution if your business operations are highly diversified or your target customers belong to several industries.

Truein is an AI-empowered face recognition time and attendance management software that you can use to automate some of the workforce management processes. It is a complete employee time tracking solution that creates timesheets, shifts schedules, overtime policies, overtime calculation, leave management, and much more. This cloud-based attendance system requires no additional hardware and can be accessed by employees on their smartphones. It can also generate reports and analyze the data to identify productivity issues such as absenteeism, excess overtime, and time theft.

Conclusion

With workforce management, companies can improve internal processes and automate business operations where possible. It also helps create a more enjoyable place to work. Some of the largest organizations in the world utilize workforce management processes to ensure teams are productive and workers are satisfied in their roles.

We hope this guide will help you understand how to improve workforce management and how software tools like Truein can help automate workforce management processes. Ultimately, WFM is focused on maximizing the efficiency of the two most essential resources - employees and time.

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What Is An Employee Time Clock, and Why Do You Need It?

Paying employees accurately and on time is necessary for a business of any size. It also constitutes a major part of attendance keeping. HR managers are responsible for meticulously streamlining the payroll process.

Automatic attendance systems like Truein enable businesses to simplify payroll and automate workforce management, but many companies still rely on traditional attendance-keeping methods. This usually involves manually tracking employee timesheets, calculating overtime hours, and converting minutes to hours before the salary can be calculated. Such an approach uses valuable time and too many resources to ensure company policies are followed and workers are paid correctly.

Systems like employee time clocks allow workers to input and manage their hours. It eliminates the burden of the managers and supervisors manually recording, collecting, and verifying employee attendance. Furthermore, these systems can be integrated into the payroll software, streamlining the entire process.

In this article, we will learn everything about time and attendance clocks and how companies use them to their advantage.

What are employee time clocks?

An employee time clock is a device often used to record the start and end times of hourly workplace employees. Most modern time and attendance systems like Truein are capable of offering employee time clock functionalities. Several types of time and attendance clocks are available that you can choose to install within your organization. A face recognition time clock like Truein offers better security over other biometric and punch-in employee time clocks.

Depending on your business and the kind of work environment in your company, you can choose from several available time clocks for small businesses.

The 5 most common types of employee time clocks.

1. Punch Card Clocks

The simplest type of employee time clock allows employees to insert a paper card when they arrive or leave work. The clock stamps the time and date on the card that indicates their shift's start and end time. Many small businesses prefer punch card clocks due to their simplicity. However, these clocks are prone to time theft practices such as buddy punching. Also, they cannot be used by companies that employ remote workers.

2. Digital Employee Time Clock

A digital employee time clock uses a swipe card with a magnetic stripe instead of a punch card. Workers swipe the magnetic stripe through a machine that records the time and date of the employee. Another variation of a digital clock is an electronic touchpad that doesn't require workers to use a card. Instead, they can input a PIN into the machine to automatically save the punch-in data. The HR managers can then import the stored data for payroll.

3. Time Station Software

Time Station software is an employee time clock that allows workers to clock in and out through a computer. There is a dedicated computer that employees utilize for all punch-ins. Some businesses also integrate time station software with a personal computer that allows employees to enter the time at their workstations. Many IT and software companies use such software. One of the most significant advantages of time station software is that the data can be integrated with the payroll software system. It makes it simpler to conduct payroll later.

4. Biometric employee time clock

A biometric time clock uses a person's human traits, such as fingerprint, Iris, thumb impression, etc., to record the attendance and shift timing.

The fingerprint time clock is the most common type of biometric clock used in companies. Workers put their fingers on a scanner that identifies them by matching them with the fingerprint data stored in the database.

The clock marks the attendance and punch-in time if the match is accurate. Organizations prefer biometric fingerprint employee time clocks because they can prevent buddy punching and any other time theft frauds. Another benefit is that workers don't have to remember code or carry a punch card. However, biometric time and attendance clocks are not suitable for every industry. For instance, workers' fingers are usually covered in dirt or oil in the mining industry, making it hard to punch in. Portability is another issue as these biometric attendance systems are in a fixed position and need dedicated hardware with sensors to read the feature (fingerprint, iris, retina, etc.) and record attendance.

5. Application-based employee time clock

Such employee time clocks use a mobile or web application to authenticate clock in or clock out employees' time. Truein is one such employee time clock that authenticates an employee based on their facial features using their smartphones instead of any biometric devices. It is a complete no-hardware solution, that depends on modern smartphones for employee identification and attendance recording.

Why are time clocks important?

Time and attendance clocks are necessary for an accurate representation of the shift. It helps workers and managers know when they start working and when they finish. Timekeeping devices help HR managers to keep track of employees and to ensure that they are not spending too much time here and there while at work, such as taking a too long lunch break or frequent breaks in between.

The employee time clock is also necessary to ensure that employees work only the specified hours and not more. An adequate time and attendance management software ensure that workers are honest with their shifts and working when they're supposed to be. The punch-in data can also provide evidence to confront irregular and unpunctual employees. This ensures that there are no productivity or efficiency issues within the workforce.

Time clock software can be integrated with payroll software, making it much easier for HR managers to calculate and pay salaries. Payroll integration also helps to comply with labor laws and ensure that employees are getting paid correctly for the number of hours worked.
In the absence of employee time clocks, payroll management can be tedious and cumbersome for the HR department.

Five benefits of using the time clock

1. It Saves HR time and money

Time clock software automatically collects and calculates the attendance data enabling HR managers to spend less time verifying attendance data. Managers and supervisors must no longer sort through hundreds of timesheets to conduct payroll.

There is no conversion of minutes to hours or overtime estimations, so there is less room for human error. Employees are accurately paid for the number of hours worked. Inaccurate calculations can cost businesses a lot, as correcting payroll errors is a long process.

Employee time clock software eliminates any room for human error and boosts the productivity of the HR department.

2. Helps to decrease fraud in attendance

Employee time clocks eliminate the possibility of time theft frauds. Face recognition attendance clocks like Truein utilize AI to identify and record employees' attendance. Such timekeeping software can also use GPS to ensure that employees are at the location they are supposed to be when punching in. It is a valuable feature for manufacturing, construction, and mining industries where workers are distributed over a large area. Geo-fencing can ensure that employees are present at the required site and not fraudulently marking their attendance from somewhere else.

3. Make it easier to track overtime and cost

As accurate employee attendance data is available, employers can see the number of hours workers work and identify areas with expensive labor. It assists companies with labor cost management.


Another advantage of an employee time clock is that it can quickly help you recognize employees using the most overtime to complete work. HR managers can estimate the accumulated cost due to overtime. It will help managers make more informed decisions and ensure no one is exploiting the overtime policies within the company.

4. Helps to increase productivity

Time and attendance clocks can positively impact the productivity and efficiency level of the employees. As workers have immediate access to payroll data, they can self-assess their performance and make improvements wherever necessary. When they are informed with accurate data, they can address the attendance issues, and the management can take the steps needed to increase productivity.

5. Decreases absenteeism

Absenteeism is serious trouble for organizations as it can cause constant interruptions in business operations and decrease productivity. Furthermore, when some employees are absent regularly, it can hurt the morale of hard-working workers. Time clocks are excellent devices to track workers who tend to be absent frequently.

Truein: The most efficient employee time clock

Truein is a face recognition-based time and attendance system designed to boost workforce productivity and plug revenue leakages. Comes with 70+ automated policies, this employee time clock software does not require any additional hardware for deployment. Employees can use their smartphones to punch in. It offers advanced attendance management policies such as GPS targeting, geofencing, overtime calculations, leave management, and shift scheduling.

It is a cloud-based centralized attendance system that companies across industries use to automate and streamline their payroll management.

Conclusion

An effective employee time clock is essential for accurate payroll and efficient labor management. Whether a small business or an enterprise, time and attendance management are the core requirements for a profitable business. Manual timekeeping wastes resources, so you must invest in time clock software. The time and attendance clock automates attendance and payroll management, prevents time theft, and enforces shift schedules based on workforce analytics.

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What Are The Benefits Of Employee Time Tracking?

As businesses are getting more competitive than ever, managing time better is one advantage that can boost productivity. The more your workforce is managed, the more work gets done, and you can increase profits faster.

Employee time tracking is one way to manage the workforce for maximum productivity. You are missing several benefits if your company is not tracking employee time.

What is employee time tracking?

Time tracking is the process of keeping track of the number of hours employees work so they can be paid accurately at the end of their payment cycle.

The benefits of employee time tracking are not just for the workforce, but employers also get meaningful insights that help them track and eradicate malpractices like time theft, excessive overtime, and regular absenteeism.

There are many more reasons to ensure your organization has accurate employee time tracking arrangements. Let's take a closer look at some of these benefits.

8 Benefits of employee time tracking

1. Helps to increase staff productivity

It is common to find employees working casually even when a deadline looms. Also, when employees are not encouraged or motivated enough with a sense of urgency to deliver, there can be a severe lapse in company productivity.

What might seem like your employees are slacking off might be an unorganized workforce in the absence of time tracking. Scheduling and work allotment issues can arise without employee time tracking. Employees take ownership of their workload by tracking their time; they are much more organized. Time tracking helps them identify how long they take to complete a particular task. It also helps them gauge their performance.

Overall, with employee time tracking, you can help boost employee productivity.

2. Bill clients for the exact work that has been done

When you track time for employees, you are in a better position to bill clients for the actual work that has been done. Estimated invoices for work done aren't the same as an accurate log. You can't bill clients accurately if you are not using tools for employee time tracking. Missed minutes can accumulate to severe losses. For instance, if a job takes 20 minutes longer than estimated and your company completes ten assignments weekly, you are missing 170 billable hours every year. By accurately timing, you will get the revenue you deserve.

3. Track time across different devices

One of the benefits of time tracking software is that you can maintain consistent time keeping across multiple devices. For companies where workers are distributed over a larger area like mining and construction, keeping track of employees with a single machine is difficult.

Cloud-based employee time tracking apps like Truein help workers accurately record attendance and work hours irrespective of location.

4. Review employee performance

Reviewing employee performance is necessary to ensure that their performance is not lacking. When HR managers have to conduct annual performance reviews, the data from employee time tracking is a great reference source. It is easier to compare an employee's performance to other employees. Such analysis can help employees to evaluate their performance. If they are inconsistent with their attendance, they can be warned with evidence.

5. Accurately report hours

Companies must abide by the labor laws and compliance provisions to ensure workers are not exploited. For HR managers, it can be a tedious task to compile the report at the end of each month or quarter to share with management. But if the employee time tracking is done accurately, it's infinitely easier for managers to create a report. One of the benefits of time tracking software is that it allows you to create reports periodically and automatically. With employment time tracking, compliance can be done in minutes.

6. Prevents employee burnout

Without proper employee time tracking, it will be hard to schedule shifts or to identify if any worker is overextending themselves by working too many shifts. If HR managers create a too hectic schedule, they can burn out the workers. It can negatively impact productivity and can disturb the work-life balance of employees. One of the benefits of employee time tracking is that it can create a great working culture that allows employees to balance their well-being. With time tracking, managers and supervisors can know when and where employees are working and what tasks are being assigned.

7. Automate payroll process

Payroll calculation is essential to pay employees accurately. With employee time tracking, it is easier to monitor the number of hours an employee has worked at the end of the pay cycle. Companies with a large workforce can imply cost savings in payroll management. Erroneous paychecks are an additional overhead for the managers to correct. It also affects your employer's brand negatively.

8. Easy calculation of employee overtime

According to the Fair Labor Standards Act (FLSA), unless exempt, employees working over 40 hours in a workweek must be paid overtime at a rate not less than time and one-half their regular rates of pay. Also, as per Indian law, companies must pay twice the average pay rate to workers for overtime hours. If you are not tracking overtime accurately, you will have a substantial financial burden that can affect your profits. With accurate time tracking, overtime can be managed, and you can ensure no worker exploits overtime policies within the company.

There are several benefits of tracking employee time, but how do you track time efficiently?

Let's see the common ways to track employee time.

What are the different ways to track employee time?

1. Paper timesheets

The most traditional way of timekeeping in companies is paper timesheets. It is a simple format sheet with a table with the Date, Day, Time-in, and Time-out fields. While paper timesheets are easy to create, they are not sustainable when managing a large workforce. Furthermore, managers are forced to calculate the work hours manually, which is prone to errors. It results in inaccurate pay that can hamper employee morale.

2. Excel timesheets

These are similar to paper timesheets used to track the punching time of the workers, the only difference being that these time sheets are created with the help of software.

While Excel timesheets offer a level of automation for calculation, they are still complicated to manage. All the data must be entered manually, which takes a lot of time. The chances of human error are higher. Also, you cannot create productivity reports using Excel timesheets automatically.

3. Time tracking software

The best tool for employee time tracking is time and attendance management software. With the help of these tools, you can entirely automate workforce, schedule, and payroll management. When you use time tracking software, managers and supervisors don't have to waste hours or even days managing timesheets and conducting payroll. These tools include additional features such as automated report generation, shift scheduling, invoicing, etc.

Truein: The Ultimate Time Tracking Software

Truein is one of the most comprehensively created AI-powered face recognition-based employee time tracking software used by several companies across industries. It is a cloud-based time tracking and attendance software that allows companies to track employee times accurately. It also features overtime tracking that ensures workers are paid only for their work hours.

Furthermore, it provides geo-fencing and GPS-based punch-in for onsite workers to ensure they are at the destined place when they record the attendance. You can create overtime work policies within the software and enforce them for employees. This ensures that there is an even distribution of work between employees. The software manages employee attendance, overtime, and leave data within a centralized database that managers can access at any time to create accurate reports.

Truein easily integrates with most of the payroll software that companies use. This allows seamless automation of payroll management.

Conclusion

We hope this article informed you of the benefits of employee time tracking effectively. For any company, employees are an essential resource. Employee time tracking can ensure that workers are rewarded for their work ethics and performance. It also adds to your employer's brand when workers are paid accurately on time.

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