Should You Implement Attendance Management Software In Your Company? 8 Considerations And Benefits

Employees working joyfully

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

A girl using laptop kept on desk

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.

1. Automation

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:

  • Coaching
  • Employee evaluations
  • Team building
  • Team development
  • Hiring and recruitment

2. Features

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.

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6 Benefits of Having An Automated Leave Management System At Your 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.

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Electronic Attendance System vs Hardware less Attendance System

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

Employee using biometric machine

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

Employee Swiping time card by swiping machine

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

Employee using proximity card machine to mark in attendance

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)

Employee using Interactive Voice Response to clock in in remote locations

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

Web based Login Station for creating static IP addresses of the employees

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.

4. Security

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.

There’s more, Truein automates payroll, leave managementshift rostering, and integration with third-party software.

Whatever your business’ attendance and employee management needs are, Truein can intelligently handle it all.

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Top 6 tips for efficient onboarding of your ever changing ‘contract staff’

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. 

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

Do you hire contract staff on hourly, daily or fixed contract wages? Such staff is not permanent and they change too frequently to invest in proper attendance protocols. Often companies don’t even create RFID cards. Contract staff attendance is almost always done manually with a register and pen.

It may not seem like a huge problem first. However, when you calculate the leakages it causes in the system and the financial impact of it, it becomes an issue worth looking into.

Why is manual attendance not the right way to go?

Buddy punching:

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

Manual attendance overheads:

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

Monthly report generation:

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

Reconciliation:

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

Face attendance is the solution to all manual attendance woes

Easy onboarding:

Contract staff may change frequently. So what? You can onboard them in no time with extreme ease on a face attendance system like Truein. 

  • You can upload all contract staff in bulk using excel on the web dashboard
  • You can upload them individually on the web dashboard 
  • You can take advantage of the self-onboarding feature of Truein. The contract staff can upload their selfie and get going with daily attendance

Mobile-based selfie attendance:

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

Extreme transparency:

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

Contract agency tracking:

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

Quick deactivation:

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

Switch to face attendance systems

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

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Why does Truein have an edge over other hardware based attendance systems?

When a company decides to install an attendance system, their choices include a hardware based card swipe system, a hardware based thumb attendance system and a hardware based face recognition system. None of those present a practical, low maintenance and quick implementation design. 

Truein has revolutionized this industry but introducing a leading edge technology - HardwareLESS face attendance. It has been adopted by more than 150 brands like Godrej, Titan, PC Jewellers, Bajaj Allianz and 1mg. 

Switching from a Thumb Biometric device to Truein Face based Attendance Software is definitely a huge advantage and has brought satisfaction to our 400+ employees who start each day with a “Selfie”!

By DIT University

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

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

The bottom line

Truein brings you new-age technology with practically no lead time to start and hassle-free lifetime satisfaction. Many leading brands have moved from other biometric systems to the Truein advantage

  The COVID Pandemic situation made us switch to new normal in many ways and one of them was switching from Biometric attendance system to touchless attendance system. We enquired with many vendors and suppliers for such products and finally we opted for Truein – Touchless Face based attendance system for our Shindewadi plant. The system support, software and product all are inline with our needs and expectations. Thank you Team Truein for the support and expecting similar experience in future.    Sandeep Deo

Sandeep Deo

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. 

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How FMCG companies are taking advantage of ‘GPS and face recognition attendance’ to empower sales and marketing staff

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

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

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

Embrace face attendance:

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

Allow selfie-based attendance:

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

Take advantage of Geo-fencing:

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

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

Rely on system stamps:

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

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

Create a unified system:

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

  • Marking attendance on kiosk or employee mobiles 
  • Sending leave requests and approving them 
  • Managing shifts 
  • 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 
    • Geo-fencing 
    • Selfie-based attendance 
  • Build a single-source of truth so that everything flows into payrolling and other systems too. 
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How does face attendance win over other biometric systems?

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

Is it worthwhile to upgrade to face id attendance systems? Let’s evaluate the biometric systems objectively. 

How face recognition attendance system works?

The system stores a database of faces. A screen, usually a mobile or tablet in case of Truein, is placed at the entrance and employees have to simply walk towards it. A match is triggered with the database and attendance is captured within a second. 

Systems like Truein are benchmarked with the eye so no amount of change in facial features or fashion accessories affects its ability to return accurate results. 

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

Practically 100% accuracy: Thumb-based attendance systems have often failed in situations where the fingerprint is faded. Workers who work in oiling systems can’t register their attendance with faded thumb prints. Similarly heena applications or cuts on fingers return errors. It is often frustrating to try attendance multiple times before simply writing down in a manual attendance register. 

That is not the case with face recognition attendance. It has been tried, tested and proven that it is practically 100% accurate. Employees simply walk towards it and attendance is captured. It works even when hairstyles change or employees age. 

Touchless safety: With covid-19, the world has become increasingly aware of the risks of contact-based attendance systems. There is no attendance system, other than face id attendance system which is absolutely touchfree. The user has to simply show his face. The system is triggered automatically. 

Even after the world is covid-free, people will be conscious of the touches they make and it will be good to provide a hygienic system. 

No complex hardware: Thumb based systems always require that you install a machine at the entrance. While the upfront costs are a barrier in itself, the machine requires maintenance too. When you choose a face attendance system like Truein, there is no complex machine. You simply install the application on any Android or iOS system and it works. Often, companies use just a tablet or mobile for Truein face attendance. 

Remote access: Not every staff member steps into the office every day. There are remote workers or on-the-go field staff who report directly to client offices, distributor’s godown or other places. If you have rigid systems that require machines or hardware, it won’t work out for remote workers. 

With Truein mobile-based face recognition systems it is possible to allow on-the-go workers to take attendance from their own phone, wherever they are. Companies can restrict the mobile-based attendance to specific geographies, geo-fencing it, making it more secure and controlled. 

Wow experience: With attendance time cut-down to a second and no action required from the user-end, face id attendance is by far the best biometric system. It wows employees who don’t require training and are happy to adopt immediately. When a face id system is based by a powerful application, it is even more welcome. Employees can track their records from the phone and managers can track everyone in real-time. 

Reliability: Face recognition attendance systems like Truein have spoof-proof mechanisms. Employees may be required to blink their eyes before capturing attendance. It ensures no photos are used in the attendance process to mark proxies. 

Frequently asked questions:

Which biometric attendance system is more reliable and accurate?

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

Which biometric attendance system is more affordable?

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

Make an informed decision

There are many choices available today. Not every finger print system or every face attendance system is made equal. Evaluate the options between various vendors or brands and make an informed choice. Be sure to ask questions like:

  • Does the attendance system have geo-fencing?
  • Does the system require hardware installation and maintenance? 
  • Does the system have mobile-based capabilities?

Asking the right questions will help you choose the most advanced biometric attendance system. 

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How retail chains are solving the age-old attendance & compliance problem?

It is (relatively) easy to track attendance in a corporate park or branch. How do you handle attendance tracking and compliance when you have dispersed outlets with varying staff strength of ten to fifty employees? Even large brands have not found the perfect answer. They end up using a mix of methodologies like thumb-based/card-swipe systems in larger stores and some manual registers in smaller ones. Neither are fool-proof and the age-old problem persists even today. 

What are the top retail attendance challenges and their solution?

Hardware Installation: Installing a hardware for attendance at every single shop is not practical, especially when the staff strength is not large. Besides, retail chains are always in an expansion mode and installing hardware in all new stores is not a scalable idea. 

Solution: Opt for a biometric attendance system that will benefit your retail store, and a solution like Truein face attendance does not require any hardware installation. How face recognition attendance system works? It works on any Android or iOS device. It can also be configured to work from an employee’s own phone. It is scalable to as many stores as one may need, without any added upfront hardware cost. 

Remote locations: A lot of retail stores are located in far-off locations, with limited internet access. Most attendance systems require the internet to function and may be redundant in smaller towns. 

Solution: Always check if the system you shortlisted works in offline mode. Truein face attendance can work offline and sync data online when the internet comes available. That way, all stores can have a single attendance system. No exceptions!

Parallel systems: When attendance systems like the thumb or card don’t work at all times due to non-detection or errors, people start using parallel systems like manual registers. Smaller stores don’t have the infrastructure for maintenance and resort to alternatives. That makes the organization prone to proxies and leakages in the system which add hidden costs. 

Solution: Try to use a system that does not allow people to slip through. A face attendance system like Truein works practically hundred percent of all times. Thumb not being recognised or the card getting damaged are not the kind of excuses you hear with face recognition. It simply works, no matter what! 

Store wise reconciliation: With retail chains using multiple systems across multiple stores, it is often a task to bring it all together at the end of the month and calculate salaries. Not to forget, there are sick leaves, casual leaves, public holidays and other such complexities too. It takes many man hours to sync this data across stores and of course, it can never be foolproof. 

Solution: An attendance system backed by solid software can link everything from holidays and leaves to shifts and compliances. Everything flows through just one comprehensive system so you can simply export the reports and disburse remunerations. No manual syncs! Truein makes it possible. 

No visibility: It is not possible for HR or leadership teams to see what is happening at different outlets on a day-to-day basis. Attendance, compliances and all are left to local teams. Head office comes to know about the attendance percentages only at the end of the month when there is a manual sync. The system is not agile. It is difficult to ensure that rules are complied with. 

Solution: It is important to choose a system that syncs data in real-time back to the head office or HR admins. Anybody can see analytics through the web dashboard or on their mobile. Truein brings this power and transparency. 

Shift management: Retail stores often operate for twelve hours. They have staff working in rotation shifts. Often, separate morning, afternoon and general shift registers are maintained to manually track the shift allocation and attendance. Again, another manual entry which has to be synced and is prone to human error. 

Solution: Have it all as part of the attendance system! Shift allocation is technically an extension of attendance and systems like Truein make it possible to link the two. One can allocate shifts in bulk to the entire staff via a simple spreadsheet upload or can do it individually for every staff member. 

Retailers can heave a sigh of relief

Finally, there is an attendance system that works in every situation – offline, with shifts, with compliance rules and more. One click enables complete sync and export for next steps like salary disbursement. 

Large retailers like PC Jewellers have trusted Truein and have rolled it out to their entire chain in no time – no hardware installation required, after all! When the pandemic posed more challenges to the already existing retail attendance woes, there was only one solution they could reliably depend on – face attendance with no hardware and a solid software. 

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How To Resolve Buddy Punching Issues At Construction Sites

Construction industry uses large scale manpower and has a unique challenge of dealing with the ever-changing contract staff attendance. We’ve helped construction companies get over their biggest bane with a practical solution, especially designed for them. 

The current attendance scenario in the construction industry

Construction companies would agree that there are no fixed sites. New sites come up and old ones close down all too often. It is not practical to install machines to track attendance. Manual attendance by the security guard is the most common practice. The result?

Buddy punching:

Who is signing attendance for whom? Nobody would ever know. The actual site may have ten people, but the company may be paying for twelve. Small leakages like these in the contract labour attendance system can result in big cheques and losses eventually. 

It can also have legal and security implications too as there is no real way of knowing who you are employing. 

Manual errors:

Even in a perfect world where everyone is honest and truthful at attendance time, there is scope for mistakes. There can be date errors or spelling errors. Contract labour may not be educated enough to realize it and it may go completely unnoticed. 

Reconciliation pain:

Manual attendance at the end of the day, week or month has to be converted into excels for payroll processing. It can be many days of unproductive work, further prone to errors. 

How can construction industry have better attendance monitoring?

Truein face attendance is one app with many solutions for the construction industry. Let’s break it down for simplicity.

Portability:

Your sites keep changing so you don’t have to invest in attendance infrastructure. Install any temporary stand to hold a tablet at the gate and let workers simply walk in using face attendance. Don’t have a closed gated site? Truein face attendance needs no hardware. It works on any Android or iOS mobile too. The security guard can be given a mobile to take face attendance of contract workers on site. 

No proxy:

What you see is what you get! A face recognition-based system cannot be fudged or overridden. Besides, Truein works in the most complex scenarios too:

  • Construction site has low-light or works in night shift? Our system works. 
  • Construction site is in a remote location with no internet? Truein works offline too. 

Truein works practically hundred percent of times so there is no scope for parallel systems like manual registers. 

Fast onboarding:

When you have contract staff that keeps changing every day, you cannot afford to have a slow or long onboarding system. How about a one-click system? The new joinee captures his face from the kiosk or mobile and his onboarding is completed. Every other detail like reporting manager, contractor agency, shift assignment etc. can be managed in our web dashboard later. 

Geo-fencing:

If you want to restrict the attendance of a worker to one site, you can do that using our technology. We allow you to fence the attendance by marking the GPS location. He can mark his attendance only within those geographical boundaries. 

All entries get stamped with location and time, so you have a verifiable audit trail at all times. 

Practically no-fuss, quick and accurate system is what we have to offer. 

What’s more? We have clients in the construction industry who have used our system for more than four years at multiple sites on a large scale. Tried and tested? You got it! 

Testimonial from a leading construction brand

Girish Nambalkar from SJ Contracts says, “Using a face attendance system at construction sites was a big challenge. Team Truein calmly understood our requirement and provided required customization too. Truein is an excellent solution. As of today, we are using Truein attendance system at our 22 sites. We found that Truein is more user-friendly and easier to use. The required reports ae also generated by the individual users irrespective of his location.”

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