Post-Covid, companies are increasingly adopting touchless technologies such as smart attendance systems to make workplaces safer for employees and customers. According to Statista, post-COVID-19, the adoption of touchless interfaces such as facial recognition, touchless apps, etc., is on the rise.
In India, 82% of people expected touchless interactions at the workplace or with other organizations during the pandemic, and 48% of them still want touchless technologies at work now. As more and more organizations use touchless sensing devices like a smart attendance system using face recognition, the touchless solutions industry is growing at 17.4%. It would touch $15.3 billion in 2025, more than doubling from $6.8 billion in 2020.
Why touch-based biometric attendance systems are a hazard?
Touch-based biometric systems' dependency on human contact to function makes them a source of infection. Attendance systems that use attributes like fingerprint recognition, hand geometry recognition, or typing recognition require physical touch. The surfaces of these systems accumulate germs, bacteria, and viruses with each touch and, at the same time, distribute them.
In the wake of the risk posed by touch-based biometric attendance systems, the Government of Delhi advised suspension of biometric attendance systems in March 2020. Physical risks and the touch-based attendance system also stress out employees. Because of the coronavirus scare, employees at the Maharishi Valmiki Hospital in Delhi reported "psychological unease" when using biometric systems. As a result, the hospital suspended the use of these systems as a precautionary measure.
Rise of touchless IoT based smart attendance systems
Touch-based biometric systems offer an enhanced way to deal with time theft and buddy punching, but relying on hardware sensors that require physical contact makes them less sensitive in case fingers are smudged in oil or grease, or if workers are wearing hand gear. Post pandemic businesses have to adjust the existing infrastructure to minimize the need for contact. Solution providers utilized IoT or Internet of Things technologies to fill this requirement gap to offer touchless attendance systems.
Many companies adopt IoT-based facial recognition attendance systems to automate logging and boost productivity.
Here are some examples:
- Tata 1mg adopted Truein to automate attendance logging across their 14 facilities within a couple of days. The company is using Truein to record the attendance of their 2000 employees in real-time across geographical locations.
- Godrej Lawkim Motors is another brand using Truein to automate attendance logging and employee tracking in real-time. The company uses Truein to keep track of its 700+ employees with geofencing and GPS technologies.
The far-reaching benefits make smart attendance systems a requirement rather than a choice in the post-pandemic landscape.
Benefits of smart attendance system
An efficient smart attendance management system can help companies improve their organizational ethics and work culture. The benefits go beyond attendance logging. The main benefits include:
Attendance tracking in real-time
Most modern touchless attendance systems are cloud-based. These systems log data in real-time. They can be used on mobile devices and personal computers; they help track employees for efficient management. Automatic attendance systems can provide direct payroll processing input to improve productivity further. All the information is available in real-time, making it easier to schedule shifts, delegate tasks, and manage absentees.
Manufacturing industries can use these systems to track employees scattered over a large area without additional hardware. Attendance systems like Truein work on smartphones seamlessly.
Fewer errors because of minimum human intervention
Manual attendance systems have a high error rate. As these systems entirely depend on human input, there are many issues. Sometimes employees can forget to log in their arrival time, and at other times, they willfully abuse the system by logging extended periods. With automated attendance systems, companies eliminate all these issues.
These systems function without human intervention; they record data with high accuracy. Companies can rely on their data to analyze workforce behavior and make critical management decisions. Touchless face recognition attendance systems like Truein collect and log data in real-time. Therefore, there is no scope for employees to meddle with the system.
Cost-saving because of lesser payroll error
Manual attendance systems are inaccurate due to human errors. Introducing highly accurate attendance systems saves companies much money lost through payroll frauds and mistakes. In the United States, businesses lose over one billion dollars every year due to time theft. A smart attendance system using face recognition can not only eliminate time theft but can also increase the productivity of the HR department by automating a large part of payroll management. By adopting a smart attendance system, your organization can save up to $1600 per employee each year.
Ideal for the contractual and distributed workforce
Companies with distributed workforce require attendance systems customized for different time zones and locations. Smart attendance systems allow this customization feature to accommodate different time zones. You can also set various policies and payroll rules for employees based on their physical location. It makes it a lot easier to manage a distributed workforce.
More secure than a manual attendance system
Most IoT-based smart attendance systems have highly secured architecture. As the primary goal of these systems is to log accurate timing, they thwart any attempts of time theft, such as buddy punching, reporting extra hours, and longer lunch breaks. Biometric systems use unique individual physical traits that cannot be transferred or copied. Organizations where security is a primary concern use smart attendance systems.
Small to big data- all can be managed easily
As mentioned before, smart attendance systems use cloud-based infrastructure. One of the benefits of using the cloud is scalability. Companies can use these systems to store data of 10 or 10,000 employees with the same ease. Cloud infrastructure extends as the requirement for data storage increases. Once you deploy a face recognition-based smart attendance system like Truein, you will never have to worry about upgrades to accommodate more employee data.
Automatic report generation for employees' working hours
A smart attendance system is cloud-based; it stores data in decentralized databases that can be accessed anywhere. The HR managers no longer need to go through tedious data sorting and manual timesheet retrieval to calculate salaries or overtime. Smart attendance systems provide analytical report generation tools. It drastically saves the time and effort required to create business insights to optimize the workforce and productivity within an organization.
How can Truein help your organization with a smart attendance system?
Truein is a touchless face recognition attendance system that uses IoT technology and AI algorithms to offer a centralized and foolproof attendance system. It is a smart attendance system designed for employees, contractual, and distributed workforce.
Brands like Tata 1mg, Bajaj Allianz, and Titan trust Truein for their attendance management needs. It is a complete attendance system for any industry due to its extensive features such as accurate face recognition even with a mask on, mobile/tablet-based operation, 50+ automated policies, real-time view, and multiple custom reports and analytics.
Smart attendance systems offer more than time logging. Modern-day face recognition attendance systems like Truein can be tailored to the specific needs of any industry. Automated workforce management, increased productivity, and satisfied employees are some of the benefits that make a smart attendance system a worthwhile investment.
What is an automated time and attendance system?An automated time and attendance system is a cloud-based or local-server-based app and web system that organizations use to record attendance. Automated attendance systems are of several kinds, such as biometric attendance systems, punching systems, and face recognition attendance systems. Let's look at the benefits of automated time and attendance systems.
8 Benefits of automated time and attendance system
1. Improves productivityManagers have to spend long, tedious hours keeping track of employees from when they check in till their shift gets over. It is a waste of time for them, and so by using an automated attendance system, they can utilize their time on strategies to improve productivity. Such a system helps track, monitor, and update employee details on the payroll. In the absence of an automated time and attendance system, monitoring and recording time becomes a full-time job. When managers are free from this repetitive administrative task, they can focus on formulating business strategies and improving decision-making. It brings efficiency and productivity into the teams and increases profits.
2. Dependable accuracyFewer errors and improved accuracy are essential benefits of automated time and attendance systems. According to a survey by Axsium Group, companies lose around $1,600 per employee every year due to human error in attendance management. Manual attendance systems can contribute to financial losses. Cloud-based automated attendance systems like Truein can collect employee data in real-time accurately. Such time and attendance systems also provide all-in-one scheduling and overtime management services. Also, the dependable accuracy of attendance apps ensures no over or under-payments. All employees are paid accurately for the hours they work.
3. It saves time and moneyAutomated attendance systems save time and improve productivity but also help keep costs. When managers have accurate data on overtime, leaves, and shifts, you pay employees for the hours that they have worked, not extra. Automated systems prevent time theft that additionally saves money. Apart from these direct cost savings, automated attendance systems help find issues in shift management to improve productivity that boosts revenue. With automatic time and attendance recording, you save money in the short and long run.
4. HR can better handle shift managementShift rostering is essential to maintain a 24/7 work schedule without causing employee burnout. Automated time and attendance systems allow scheduling, and managers can plan shifts based on analytics and reports to ensure there are no gaps in the availability of the employees. Tracking the employees in real-time helps distribute work at peak hours more efficiently. It is also possible to notify employees about shift changes as soon as there is any change. It allows employees to plan their timing and prevents absences.
5. Improve employee satisfaction by preventing payroll errorsCompensation is a big motivator for employees. Any payroll error can lead to dissatisfaction among employees. For instance, it can be highly demotivating if the employees work overtime to help the company meet its production goals but do not get the money for hours outside the shifts. Automated attendance systems help prevent such inaccuracies in payroll. Automatic time and attendance recording allow employers and employees to keep track of how many hours an employee is working, eliminating any scope for miscommunication or errors. Systems like Truein integrate with some of the most popular payroll software allowing companies to maintain a high level of employee satisfaction.
6. Designed for the contractual and distributed workforceCompanies with distributed teams and contractual workers can significantly benefit from the automated time and attendance systems. These systems allow segregation of employees based on the type of employment. Managers can include distributed and contractual workers' policies within the system to let them know of overtime and payroll terms.
7. Better security than manual systemsAutomated time and attendance systems contribute to the overall security of the workplace. You can integrate most of these systems seamlessly into existing payroll solutions. They aid identity time theft and other kinds of employee fraud. Such systems allow tracking of employees in real-time, enabling the deployment of security measures to prevent any suspicious activities. Automated attendance systems use encryption to store all the employee data. This security feature prevents identity theft and helps protect both employees and customers. Employee identity compromise also puts customers at risk as cybercriminals can use the stolen identity to reach customers as employees and scam them.
8. Easier to manage as compared to a manual attendance systemAutomated attendance systems are usually cloud-based, making them decentralized on the operation level however at the same time centralized for admin control and real-time view. It makes them lightweight to deploy. Installation is possible with a few clicks, and employees do not have to do a lot to mark attendance. Manual attendance systems require full-time attention to record time and attendance. Furthermore, there is no way to import or export data, making it more difficult to make payroll decisions. Any company not embracing modern attendance solutions risks its profits and productivity in the digital era. Companies can free their managers from repetitive administrative tasks with automated time and attendance systems. It will allow human minds to focus on more critical tasks like strategy and positioning rather than recordkeeping.
How can Truein help you with automating the time and attendance system?Truein is a cloud-based and AI-powered touchless face recognition attendance system with all necessary features. It is an employee attendance management solution that companies can also use for shift scheduling. It allows companies to store all their timekeeping data in a cloud database, accessible to managers on any device. Any business can benefit from Truein's capabilities. Manage attendance, track payroll, overtime, and shifts using the powers of this modern-day attendance and schedule system.
Practicing human resource management has evolved drastically over time. The world of business as we know it is changing as the world comes out of one of the most defining times for businesses, both small and large. The COVID-19 pandemic showed us that digital transformation is crucial to business development. Accordingly, companies are finding ways to adapt.
One type of HR software that companies should start deploying as the world shifts to automated and more productive setup is a cloud-based attendance management system. Time and attendance software is on track to becoming one of the most highly used HR management tools, poised to make up to $2.56 billion in revenues in 2024.
But what are attendance management software solutions and why are they beneficial for businesses?
Why Attendance Management Matters
An attendance management system is software that helps track, monitor, and manage company attendance.. For companies dealing with Contractual or distributed workforce, attendance management directly helps boost workforce productivity and plug attendance related leakages if any. An attendance management tool can help an HR professional or business owner do any of the following:
- Manage team clock in and clock out
- Track leaves and absences
- Automate shift scheduling
- Payroll integration
- Analytics and reporting
- Attendance compliance automation
- Boost workforce productivity
- And so many more
So why would a company need an attendance management system for their team? Here are a few of the most convincing benefits of having an attendance management system for your team.
5 Benefits of Attendance Management System
1. More efficiency
Having an attendance management system is efficient for both your team and your managers. Countless HR managers spend several hours a week manually creating shift rosters, tracking absences and leaves, and managing worker attendance. With attendance management solutions, you can automate and streamline activities like shift scheduling, absence tracking, and many more. Efficiency also improves for your employees as it will now become easier to apply for leaves, track their schedules, and report any attendance issues. This works for both online and offline teams as cloud-based software can also be geotagged so that team members can only clock in when they’re in the vicinity of their office or place of work.
2. Less effort
With more efficiency comes lesser effort to maintain and comply with attendance management protocols. Imagine this scenario— HR people had to manually check Bundy clock punch in cards daily and then manually compute salaries. Now, with an online attendance app, people can clock in on the cloud, and then managers can access analytics dashboards that summarize work hours and absences so admins will have an easier time calculating salaries.
Many attendance management applications integrate seamlessly with payroll software so HR departments can spend less time calculating salaries and more time disbursing them promptly. This use-case is one of the many ways team attendance tracking software helps teams. It can also lessen the effort spent creating attendance reports for evaluations, shift scheduling, leave tracking, and many other aspects of attendance monitoring.
3. More results
Now that HR managers and business owners spend less time on administrative tasks related to attendance management, they can spend more time on high-level tasks that bring more results, like networking, product development, employee engagement activities, marketing, and so on.
We’re coming into a time when work culture will matter more than ever before. Human resource managers will have to spend more time and energy creating ways to build a strong work culture. Reserving their time for that can now be possible if they automate other parts of their HR tasks like attendance management so they can drive needed results for the team as a whole.
4. Happier staff
Higher workplace engagement brings about up to 41% less incidences of absenteeism and up to 21% more profit. So focusing on happiness in the workplace doesn’t just benefit the staff. It also benefits the company.
Attendance management software can also have a direct impact on employee happiness. For one, leaves will be honored faster given that these tools automate many of the notification and approval tasks involved in leave management.
When there is a single unified system, it is easy to manage massive records and there is no need for manual reconciliations.
5. Healthier staff
Companies should also start viewing employee engagement as a goal and not just a means to more profit too. So healthy staff is a great goal or benefit to achieve with attendance management. Overwork is one of the leading causes of workplace burnout, a phenomenon that costs the U.S. industry alone over $300 billion annually. Businesses and managers have a responsibility of protecting their staff members’ workplace health, in both physiological and psychological terms.
Attendance management is a part of that process—checking who among staff members are overworked and addressing accordingly by lessening their workload or giving them time off.
3 Considerations When Choosing a Leave Management System
Having an online attendance management system can bring all kinds of benefits to your team. So how does one select and set up an HR software for attendance management? Here are some considerations you should have when choosing the best leave management system for your team or company.
The first consideration to keep in mind with your leave management system is the available automation it provides. You want something that has the most automation available. The goal of a software solution is to make your or your team’s lives easier. Automations can do that by removing manual tasks and setting up alerts and notifications so you and your team can take your mind off the repetitive parts of human resource management and focus more on things like:
- Employee evaluations
- Team building
- Team development
- Hiring and recruitment
The next thing you need to look out for is the features that are necessary for your context. Not all systems are built equally, and not all companies need the same kinds of features. Each HR software solution is unique and has other selling points. So you want to be sure that you’re doing all the research necessary to find out which solution fits your context best.
Make a list of tasks you want to automate in attendance management systems, turn it into a checklist, and start looking for solutions that provide those features. Here’s a list of features of HR software that you can check out to build that list.
Also, consider what kind of team setup you have. If you have an onsite team, for example, then you might need a biometric attendance management system.
3. Ease of Use
The last consideration in choosing your attendance management system is the ease of use. Is the software easy for your managers to access and use? Moreover, is it easier for the rest of the team to use? Select a system that has a user experience that fits your team best. For teams with lesser tech-savvy members, you might want to choose an app that’s straightforward and has lesser functions.
Every team will have its own set of preferences. You can also choose a solution that allows for more white labeling so that the software will match more with the company’s identity and give users a higher sense of ownership.
HR in the Future
Human resource management is undoubtedly changing. So HR practitioners should start adapting to these changes and looking more frequently into automation and digital solutions. As times change, that adaptability will allow you to stay relevant, competitive, and progressive as a professional and as an organization.
An integral part of day-to-day business operation, leave management might appear to be a simple task. Indeed, it is if you have only a few employees. As more people join your team, leave management gets painstaking and ultimately deviously complicated when more people join in.
This is why a leave management system is a worthwhile addition to your business tool to manage risks and avoid costs. In this article, we will cover all aspects of an employee leave management system so you can benefit your business as well.
What is an employee leave management system?
Leave management is more than just keeping the count of days an employee has taken leave of absence. An online leave management system is a tool to keep track of types of leaves-stipulated, medical, casual. Some leaves are planned, some are unplanned but monitoring leaves for all employees is needed for the proper functioning of the organization.
A leave management system is a comprehensive system that can entirely automate the HR task of tracking leaves consumed by employees. Employees can easily put in an application for leave along with supporting documents. Furthermore, a leave management system can be made an integral part of the whole HR Management System such that complete employee management can be done from a single dashboard including payroll, attendance, rosters, etc.
There are two types of leave management system - A manual leave management system where a physical log book is maintained and employees sign in & sign out at the start and end of day. This is tallied manually at the end of the month to calculate the number of leaves that an employee has taken. The process is cumbersome and far more prone to errors.
The second is an automated leave management system where a biometric such as fingerprint or face recognition is utilized and the employee in and out times are automatically logged in & stored on the cloud. Leave reports can be automatically generated at the end of each day/month and given its efficiency, accuracy & ease of use, increasingly organizations are replacing manual leave management systems with automated leave management system.
Why leave management is important?
Employee leave management system is important to enforce a leave policy at the workplace. It helps with record-keeping to allow organizations to effectively offer benefits like paid leaves. Modern-day face recognition based attendance system like Truein can keep employee leave stats so they are aware of leave balance and entitlements right on their mobile screens.
Such systems also help companies stay compliant and get a holistic view of the trends in leaves and attendance through reporting and analytics. Essentially, a leave management system can help you take corrective or preventive measures when needed. Furthermore, the leave management system helps stop revenue leaks. Without a maintained and updated leave record, companies can end up paying for the absences. It also helps avoid confrontations between employees and the employer benefiting the brand image.
For smooth business functioning, it is important to ensure that the employees taking leaves do not become a reason for business losses. The best way to achieve this is to check the rooster to approve or reject a leave after evaluating the impact on the work.
6 Benefits of Automated Leave Management System
1. Significantly less paperwork
One of the benefits of using software tools is the reduction of dull and repetitive tasks. An online leave management system offers integration and automation that significantly reduces the amount of paperwork. A paper trail of leave management is cumbersome as well as a deterrent to the environment. Printing and filling forms is a headache for employees and record keeping of such files is painstaking for employers.
With a few clicks, the entire process of leave application till approval is completed when you have an employee leave management system at work.
2. Auto-update leave balance
There is no point in buying an HR management software if HR staff has to compute and update leave data manually. With the right attendance management system like Truein, the entire process of tracking leave history and accessibility to the managers and employees is automated.
3. Real-time information and updates
When approving leaves or applying for leaves it is important to have information if it is the right time to approve or apply for a leave. Unless there is a leave management system that provides information in real-time, it is going to be difficult. Also, outdated information can result in conflicts between the managers and employees because it can cause rejection of applications of employees who need a vacation. Real-time updates are also important to avoid situations where too many permissions are granted resulting in understaffing.
4. Save the time of administration
The benefits of a leave management system for administration are equally important. The total elimination of repetitive tasks makes leave management a lot faster and more convenient. Modern leave management systems can easily be integrated with other office tools. Such a level of automation saves a lot of time for administration and offers a more comprehensive ecosystem for employee management.
5. Transparent and accurate
The online leave management system provides a comprehensive view of all leaves, either planned or unplanned in a single dashboard. For employers, it provides a tool to have accurate data on employees abusing leave policies or underusing their vacations.
This transparency helps spot productivity leaks and tackle problems related to absenteeism.
6. Easily Manage Holidays
An automated leave management system can help employers to manage the holiday and vacations of their employees more efficiently. With the help of the leave management system, your employees will be able to mark any leave of absence like holidays, sick leave, etc. Moreover, your employees will have access to their holiday leave at any moment.
Truein: An Attendance System With Leave Management Solution
Truein is a comprehensive attendance system designed to help organizations automate employee attendance management entirely.
A cloud-based system, Truein automatically uploads and updates leave data without any need for human intervention. The data is available for the employees and employers alike. A hardware-less tool, Truein makes it possible for employees to view their leave data on their mobiles. They have access to a dashboard to check the used and unused leaves.
For employers, it offers many capabilities such as the ability to add different leave policies and update existing ones.
If your company is still using legacy methods for leave management it is high time to switch to Truein to automate and accurately track leave. As a comprehensive leave management solution, it can help to record and analyze leave patterns and resolve issues.
All businesses have a requirement to record attendance to keep the track of workers. An attendance system helps recognize which workers are arriving late and how much to pay them. The traditional method of taking attendance involves old-fashioned punch clocks, attendance sheets, or some other kind of manual system that require human supervision. However, electronic attendance systems are also known as e-attendance systems and they are completely autonomous and require no human oversight.
Hardware-less attendance systems are the latest innovation in the industry that is also autonomous and doesn’t require any complicated hardware deployment at the site to mark attendance such as a mobile-based attendance system.
In this article, we are about to compare electronic attendance with hardware-less attendance systems to determine which one is best suited for your business needs.
What is an electronic attendance system?
An electronic attendance system has electronic components that are managed by software to take attendance. These systems are popularly known as automated attendance systems as they require minimal human supervision to function.
Depending on their operation, time and attendance systems can be of various types.
Types of electronic time and attendance system
1. Biometric attendance system
The most popular electronic attendance system is biometric. These systems are designed to identify unique physical traits of a person such as a fingerprint, handprint, retina, or face to record attendance.
2. Time Card
A time card attendance system is comparatively less expensive than other electronic attendance solutions. Their operation is simple, each employee receives a time card that they swipe on the machine. Every time a card is swiped, the data is collected and automatically transferred to a timesheet, eliminating any manual paperwork. The major drawback of this electronic time attendance system is buddy punching.
3. Proximity Cards, Badges, and Key Fobs
A more proficient upgrade to the time card system, these types of attendance systems work on geofencing or GPS technology. The employees only pass the proximity card, page, or key fob in front of the reader to mark the attendance. These systems can also be customized to track employee movements throughout the facility.
4. Interactive Voice Response (IVR)
The IVR attendance system allows employees working in the field or at remote locations to clock in by calling in over a landline or cell phone.
5. Web-based Login Stations
Most IT businesses where employees work from laptops or personal computers employ Web-based login stations. These systems set up a static IP address every time an employee logs into the computer.
Advantages of electronic attendance system
1. High Accuracy
The systems designed for electronic attendance are highly accurate. As these systems are entirely automated there is no scope for human error. On top of that, an electronic attendance system can keep track of any number of employees simultaneously, making the process highly efficient.
2. Simplifies Payroll
Let’s face it, tracking employee hours, verifying and collating payroll is a laborious and time-consuming task. Thankfully, an electronic attendance machine can simplify this process by automating the entire workflow of attendance keeping and the payroll process.
3. Integration / Configuration
An electronic attendance system can be customized to suit your needs based on the nature of work and policies. Most of these systems are designed to integrate with some of the most popular payroll software and services like Tally ERP and QuickBooks Intuit.
Most electronic attendance management systems are built for security. These systems have highly secure architecture, especially biometric systems. The organizations where security is a primary concern can trust electronic attendance systems.
5. Productivity / Efficiency
Such attendance systems can free up precious administration time that is otherwise spent on keeping track of employees and managing the payroll system. The saved time and effort when combined with data accuracy improves productivity and hence the profits.
Why pick electronic attendance systems over manual systems?
An electronic attendance system is far superior to any manual system. These systems are much more accurate, require no human oversight, easily integrate with existing payroll software, and cannot be fooled easily.
In a world where modern technologies are making it cost-effective to deploy smart business management solutions, if you are still stuck with a manual attendance system, you are losing revenue and may also be paying for the hours your employees never worked.
That being said, there are some aspects where electronic systems lack.
Drawbacks of electronic systems compared to hardware-less attendance systems
An electronic time attendance system is not always a viable option. For instance, these systems have limited scope for businesses where employees are scattered over a large geographical area.
Hardware-less systems are more reliable in such a scenario as workers can clock in using their mobile phones.
Dependency on hardware sensors limits the efficiency of electronic systems in industries with a blue-collar workforce like mining and forging companies. Fingerprint systems are not as efficient here as workers’ fingers are often covered in dirt. For such a working environment, hardware-less systems like facial recognition are more efficient.
Post pandemic work culture is shifting towards minimizing physical contact for the safety of employees, making hardware-less attendance systems more viable.
Furthermore, electronic systems have higher maintenance cost due to hardware components. They also require more space for installation.
Do you need a hardware-less attendance system?
Yes, you do.
Irrespective of what type of your business is, a hardware-less system is a worthwhile investment. It can perform all the functions an electronic attendance system can, but is far more cost-effective. Truein is one such attendance system that is designed for employees, contractual and distributed workforce.
Why choose the Truein attendance system
Truein is an ideal hardware-less attendance system that is trusted by some of the biggest organizations. A touchless face recognition attendance system, Truein is designed to automate attendance policies and reports for your business.
A major upgrade Truein provides over other hardware-less attendance systems is the capability to recognize a face with a mask on. The AI-powered face recognition system can detect a person accurately even with a mask on or any facial attribute change such as beard or glasses.
There is a minimal cost of deploying this attendance system for your business. Employees can use their mobile or tablet to configure Truein’s app to mark their attendance.
Whatever your business’ attendance and employee management needs are, Truein can intelligently handle it all.
Very few biometric technologies are attracting as much attention as facial recognition. Facial recognition technology offers a host of benefits such as in authentication, monitoring, access control, indexing, and maintenance of surveillance applications.
Face recognition systems have led to the advancement of multimedia information access. Also, implementing network access control via face recognition not only makes it virtually impossible for hackers to steal a user’s password but also improves human-computer interaction. This is one of the reasons why facial recognition attendance systems are gaining popularity.
On a side note, Truein for a limited time period is offering an "absolutely free trial" of its contactless face recognition attendance for upto 90 users. Fill this single page form to start your free trial immediately.
Here we are going to explore the scope and advantages of the face recognition attendance system for companies.
What is a Facial Recognition Attendance System?
Simply put, a face recognition attendance system makes use of facial recognition technology to identify and verify a person and mark attendance automatically.
Fingerprint scanning systems are almost the standard for attendance systems but recent struggle with the pandemic has brought forth the issue with systems that require physical contact. A facial recognition attendance system is a contactless technology that provides freedom from any physical interaction between the man and the machine.
It is much easier to understand how attendance systems with face recognition can make buildings and premises safer and efficient if we know how the technology works.
How Facial Recognition Works?
A facial recognition software captures and compares patterns on a person’s face and analyses the details to identify and verify the individual. While the underlying system is complex, the whole technology can be broken down into three steps:
- Face Detection: An essential step is locating human faces in real-time
- Transform Data: Once captured, the analogue facial information is transformed into a set of data or vectors based on a person’s facial features
- Face Match: The system matches the data above with the one in the database for verification
Almost every big tech company including Amazon, Google, Microsoft, and Cisco is leading the effort to make face recognition more mainstream. There are many reasons to adopt the technology.
8 Advantages Of Using Face Recognition Attendance System
Apart from being efficient, self-managed, and highly scalable, these systems offer unmatched advantages.
1. Automated Time Tracking System
Entry and exit time monitoring done manually or with other biometric systems can be fully automated with facial recognition attendance systems. There is no need for human intervention or physical validation as the system’s advanced algorithms can locate and identify faces autonomously. It is effortless to track time for employees with facial recognition.
A facial recognition attendance system can save business resources by automatic employee time tracking. A solution like Truein can be used on mobile devices making it more affordable for small-scale and medium businesses. Irrespective of the business size, such an attendance system can:
- Increase employee productivity by 10%
- Cut administrative costs by 5-10%
- Save 15% supervision time, helping supervisors with attendance control
The cost savings are even higher as data received from the face recognition-based employee attendance system is in real-time and valid.
3. Touchless Sign In System: A Post Pandemic Requirement
Pandemic like Covid 19 can be better managed by minimizing physical contact in public places and work environments. Post pandemic there has been a significant increase in demand and adoption of contactless technologies. The industry has recognized the benefits of facial recognition and the adoption of attendance systems like Truein. Workplaces and multi-tenant environments can greatly reduce the frequency of contact between individuals, thus minimizing the risk of virus transmission.
4. Facial Recognition With Ageing Changes and Accessories
Face recognition attendance systems are not dependent on a few facial features but they are highly robust and identify a face on several data points. Therefore, these systems can screen for face masks and identify people without removing the mask or any change of facial attributes like beard, specs etc. It is a major advantage over any other biometric system as employees don’t have to take off their masks. Modern-day attendance systems use highly accurate face recognition algorithms that can also track changes in facial attributes like glasses, beards, hats, etc.
5. More Accurate and Better Worker Attendance
Industrial floor time frauds are common worldwide and one of the most common work ethics violations. While a vast majority of workers are honest, but the nuisance of buddy punching cannot be ruled out. Teaming up with staff members or security personnel, some workers skip work and still get paid. Such time fraud is not only detrimental to companies but is also unfair towards honest contributing workers.
With a face recognition attendance system, the entire environment is automated. You won’t just take the attendance but also automatically record the entry-exit time of the employees. It also adds to the security of the workplace as the system can recognize who left the designated area and when accurately.
6. The Ubiquity Of Cameras On Mobile Devices
Systems like Truein make use of mobile devices for time and attendance using facial recognition. Nearly all smartphones, tablets, and laptops have built-in front-facing cameras. This implies there is no need for any additional hardware to implement a facial recognition attendance system. This is cost-effective and convenient as compared to other biometric systems like fingerprint scanners. As every employee is already accustomed to the use of the front-facing camera on their mobile device, there is no need for any training or orientation for work-from-home employees. These systems have intuitive UI, easy for anyone to use.
7. Easy To Manage
As compared to manual attendance systems, AI-based attendance systems are highly automated. These systems store and update day-to-day records in real-time. From maintaining daily attendance to preparing high-accurate timesheets of individual employees, facial recognition attendance systems are programmed to handle it all on a very large scale. Imagine handling a large crowd of 10,000 people without any fuss and recording the attendance in an organized manner. Such is the efficiency of AI facial recognition systems.
8. Smart Integration
Integrating a face recognition attendance system with any other HRMS or Payroll system is quite easy. As these systems are modular and highly customizable, the time-in time-out and date formats can be customized to be compatible with other systems implemented in an organization. It makes organizing data a lot easier. Also, the time zone settings can be easily changed as per geo-location that making it possible to use software worldwide without any additional requirement. A company with geographically distributed offices can implement GPS based attendance system for attendance monitoring in all the offices.
Applications of Face Recognition Attendance System
- Attendance and Leave Management: The most obvious application of these systems is for attendance recording and leave management. As these systems work on face identification, they are immune to malpractices like buddy punching and timesheet manipulation.
- Access Control: Face recognition attendance systems can also be used for access control applications, such as office access and computer login. These systems can also be programmed to monitor employees based on their facial identities.
- Surveillance: Face recognition attendance systems can also have surveillance applications to boost the security of the premises. It is beneficial for securing large office spaces and identifying unauthorized personnel.
Face recognition attendance systems are modern utilities that are a requirement of even the post-pandemic era. These systems make employees’ attendance tracking accurate while saving costs. Such a system also adds a layer of security in the workplace. Facial recognition systems are the best modern-day solution for tracking employee hours.
If your organization is still burdened by a manual attendance system, it’s time to upgrade to a facial recognition attendance system.
Contract staff keeps changing and the changeover is so frequent that companies don’t bother with systematic onboarding. They are tracked through manual registers and their documents lie with the contractor agency. Sounds familiar? You don’t have to row in the same boat. There are solutions to ensure that even contract staff is onboarded efficiently. Every step in the process can be transparent and easily backtracked.
Let’s jump straight in and uncover some secrets.
Tip 1: Let the contract workers self-onboard themselves
When 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 system
It 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 once
A 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 automatically
Don’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 according to the company overtime policy. 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 remotely
You 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 truth
Most 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.
Do you hire contract staff on hourly, daily or fixed contract wages? Such staff is not permanent and they change too frequently to invest in proper attendance protocols. Often companies don’t even create RFID cards. Contract staff attendance is almost always done manually with a register and pen.
It may not seem like a huge problem first. However, when you calculate the leakages it causes in the system and the financial impact of it, it becomes an issue worth looking into.
Why is manual attendance not the right way to go?
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.
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
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.
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.
If a contract worker is absent for too long, he can be deactivated from the system. You can easily blacklist or block troublesome workers too. If a worker is on vacation and comes back later, you don’t have to go through the onboarding process again. His previous profile can be reactivated.
Switch to face attendance systems
There is no entry barrier to this upgrade. You don’t have to install large machines or set up any infrastructure. Truein works on any mobile or tablet. Say goodbye to age-old manual attendance. Manual attendance costs you more than you think!
When a company decides to install an attendance system, their choices include a hardware based card swipe system, a hardware based thumb attendance system and a hardware based face recognition system. None of those present a practical, low maintenance and quick implementation design.
Truein has revolutionized this industry but introducing a leading edge technology - HardwareLESS face attendance. It has been adopted by more than 150 brands like Godrej, Titan, PC Jewellers, Bajaj Allianz and 1mg.
Switching from a Thumb Biometric device to Truein Face based Attendance Software is definitely a huge advantage and has brought satisfaction to our 400+ employees who start each day with a “Selfie”!
By DIT University
Why does Truein win over the other hardware-based systems?
|Points of Consideration||Truein||Other hardware based attendance systems|
|How does it work?||It can work with any tablet or mobile. Simply download the app and get going.||They require specific hardware which works only with their system|
|What are the upfront device costs?||You can install one tablet at every premise or you can ask the employees to use their own phone. So the costs are negligible to nil.||You need to buy their hardware for every premise.|
|What are the entry barriers?||You can start off in one day, practically. There are no major installations required. It is like installing an app and using a web-based dashboard.||You would need to purchase the hardware and wait for it to get installed. If you have the attendance hardware of your old system, it has to be discarded for a new one by the new vendor.|
|What are the exit barriers?||You don’t have any hardware to discard. You can move on easily.||You have to think about return on investment of your hardware and wait for a reasonable period before you think of system or vendor change.|
|What are the lifetime hassles?||You have to incur no maintenance cost. The software upgrades are included in your license. Any issues with the tablet or mobile can be easily troubleshooted. It requires only Android or iOS knowledge.||You have to maintain the hardware through an annual maintenance contract. If the system is not working, you have to wait for the service manager to visit the premises and fix it.|
|What are the offline capabilities?||Truein works online as well as offline. In case there is no internet, data gets synced up later. Even remote shops or offices can use Truein without any hassle.||Most of them work only online.|
|What are the reporting capabilities?||Truein gives daily updates on SMS and mobile dashboard to all managers and admin. There is a live dashboard for instant actions.||Most of them require manual calculations at month-end for a clear view of the attendance statistics.|
|What are the technology advantages?||Truein face recognition system is AI-powered and is benchmarked with eyes. It can recognize with 100% accuracy even when facial features change.||Non-recognition errors are very common. Lack of accuracy and reliability gives rise of parallel systems like manual registers.|
The bottom line
Truein brings you new-age technology with practically no lead time to start and hassle-free lifetime satisfaction. Many leading brands have moved from other biometric systems to the Truein advantageThe 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.
Sr. Manager HR, 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
- Managing employee overtime policy and calculating overtime hours 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.