Attendance management is among the prime duties of the HR department. Automated attendance management applications like Truein can make it easier to record attendance. Automating attendance recording and payroll management is not the only benefit of adopting such systems. Attendance regularization is another crucial advantage that automated attendance systems offer.
Let’s understand why there is a requirement to regularize attendance and how vital attendance regularization is for any organization.
What is attendance regularization?
Attendance Regularization is a feature in the time and attendance management system that enables employees to correct the ‘in’ and ‘out’ time. This is an important feature required to introduce flexibility in the workplace.
Suppose your company uses a biometric system for attendance recording. If an employee has to leave for some fieldwork or attend a meeting with the client, in the absence of any option, the attendance system will mark them on leave. Their inability to mark attendance will wrongfully lead to a pay cut. To overcome the issue, employees will have to contact the HR team to inform them about their situation, who will correct the attendance. The whole process is tedious.
A better way is to provide an attendance regularization option to the employees to correct their work hours if required. Attendance regularization is also “Work from home” friendly. When working from home, employees have to step out of work from time to time to attend to their kids, pets, or some other responsibilities. In such a scenario, they have to clock out and later clock in to complete their work shift. But as they have not worked continuously, they have to regularize their attendance to make sure they get paid for their hours.
How can Truein help to regularize attendance?
Truein is an AI-based face recognition attendance system that makes attendance regularization a simple task. Companies can record all attendance and leave related activities into a cloud database through Truein’s user app or web interface.
This attendance system allows both employees and HR managers to initiate and complete attendance regularization.
Attendance Regularization Email Template For HR Managers
You can use the below email template to give feedback to an employee attendance regularization request.
From: HR Manager
Subject: Feedback Regarding Attendance Regularization Request
Please consider this letter feedback of your concern regarding attendance regularization. As reported in the attendance records you worked for a total of ______ hours on ______. According to your request the total working hours are updated to _______ hours.
Your continued level of good attendance is greatly appreciated. We expect you will keep up the good work. This attendance regularization update will be including in your performance appraisal in the area of “attendance”.
Your good health and presence on the job are very important to us and are essential for the smooth operation of the department.
Employee’s or Representative’s Signature Date
cc: Personnel File
You can also include any information regarding their performance, attendance, leaves or any additional comment related to their payroll.
Apply and approve regularization requests from Truein User App
It is straightforward to apply for attendance regularization from the user app.
- Employees can open the Truein app and scroll down to ‘Quick Actions’
- From the menu, select ‘Request Correction in Attendance’
- To apply for attendance regularization, select ‘Request Correction’
HR managers can approve or reject the regularization request with the same ease. Follow the above three steps, and in the Regularization menu, select ‘Manage Employees Regularization.’
Manually regularize employee attendance
If an employee forgets to clock in or out, Truein allows managers to regularize their attendance manually. To do so:
- Open the Truein Web Dashboard
- Go to Attendance Log
- Select the date
- It will open a list of employees, search for the respective employee
- Select ‘Edit In Time’ or ‘Edit Out Time’ and update accordingly from the right column.
Truein also allows for attendance regularization in bulk. You can know more about this option here.
Attendance regularization ensures that employees get paid for the hours they put in at work. If your organization still lacks the attendance system that allows easy attendance regularization, switch to Truein.
Shift Rostering Benefits & 5 Ways for Organizations To Optimize Employee Shift Management Effectively
As businesses are embracing digital transformation, they are expanding beyond geographical boundaries. The traditional 9 to 5 hours for companies with global customers are not sustainable anymore. To offer round-the-clock service, companies need to employ shift management.
Shift rostering is becoming popular among employees as it allows them to work outside the conventional 9-5 schedule. Shifts are crucial for prompt customer care, continuous business operations, and avoiding any service gaps.
In this article, we will explore shift management and its benefits.
What is shift rostering?
A shift roster also known as shift management is a schedule that determines the hours of work or ‘shift’ that employees should work for in a company. It typically includes a list of employees and information regarding their schedules, such as the timing, location, and responsibilities. Most companies use shift management to ensure that each shift has an adequate number of employees. It is necessary to ensure that the productivity remains the same and the work distribution is even.
When there is a larger workforce or multiple shifts, problems can often occur, and shift management helps spot the issues.
Importance of shift rostering for a company
Employers can use shift management to get high productivity from employees in each shift. If you are not already using shift rostering to manage workers’ schedules, you miss several benefits of shift management.
1. Well-managed shifts allow employee flexibility
Employees value flexibility, and ever since the pandemic struck, employees have wanted flexibility more than any other thing in a job. According to a survey, 63% of employees want more flexibility in their careers. Work shifts allow employees to manage their time better. Employees with childcare responsibilities want early shifts, while university students might wish to go for evening shifts. Well-managed shifts let employees manage their time well, reducing the attrition rate.
2. Increase productivity and company growth
When employees work in shifts, they are not over-worked or burdened with tasks due to uneven work distribution. It makes them more productive and prevents employee burnout. Also, companies can use shifts to stay open for longer and be well-staffed to increase output and revenues. It leads to company growth.
3. Help reduce labor costs by saving overtime
Overtime is a significant cost for businesses. Most companies report that the overtime budget comprises 10% to 15% of their annual budget. With effective shift planning, companies can tailor the staff number as per their need in shifts. For example, a company can divide a workforce of 60 into three shift rosters of 20 employees. Then the shift hours can accommodate peak hours and ensure that the maximum number of employees are available at these hours. Such a shift management system will help reduce labor costs without compromising efficiency and productivity.
Shift management is essential, but most managers think shift rostering is about letting staff know the number of hours they need to work. It is this thought process that prompts them to do shift rostering manually. Unfortunately, manual shift rostering can be highly challenging.
Why manual shift rostering is a problem?
According to a study, most companies with manual shift management spend 19,741 person-hours every year on it. Manual shift management relies on human intervention. Every change and following updates in the roster are done manually. It is challenging to plan the roster every time there is a change as it is highly time-consuming.
Furthermore, when no automated system exists, HR managers cannot keep track of who is working and who’s not in real-time. It also makes it challenging to manage shifts, and check the absentees manually.
Manual shift management is rigid; any shift change will require hours to rearrange the entire roster. It also makes frequent shift swapping tedious. Also, with no central data storage or tools to extract the data, HR will depend on worksheets to make resource management decisions. It is time-consuming and leads to frequent errors in shift management.
How to optimize shift management effectively
As manual shift management is not sustainable, companies need automated solutions to optimize and improve shift rostering. Here are some benefits of such optimization:
1. Plan shift requirements in advance
Effective shift management is about timing. To reduce the number of absentees and absence requests, you must provide them with the work schedule ahead of time. When you plan things like the number of shifts, no. of employees in each shift, and the work, you allow enough time for employees to prepare for their shift.
This flexibility is essential to give plenty of room and avoid last-minute scrambling. Managers must focus on shift planning to reduce the overall stress and tension associated with last-minute schedules. It does not have a positive impact on employees.
2. Use automated tools to manage shifts
Digital transformation of businesses is essential, and so, when companies embrace technology, they become adaptable and future-proof. For schedule management optimization, companies can use scheduling software solutions like Truein.
Today, flexible and user-friendly automated tools are available that HR managers can use to manage shifts. Paper tables and spreadsheets are outdated; automated tools help companies optimize their shift planning and reduce costs and workforce overheads.
3. Plan the schedule in the software or tool
Manual shift planning adds much overhead for both employees and managers. For instance, if an employee requests a shift change, he will put a request manually in the absence of software or tool. Then the manager has to review and approve the request manually. But somewhere along the way, the request can be forgotten or miscommunicated. A tool or software can make the entire scheduling process quick and effective.
4. Track employees
Managers can quickly identify absentee replacements, track employees in real-time, and handle shift swaps and approvals when the company has software for shift management. For instance, Truein has options to optimize resource allocation by tracking employees. It allows planned work distribution among available employees in a shift.
5. Detailed report of the roster
Most shift rostering software provides reporting features. From a central dashboard, managers can view and generate reports like the number of shifts, employees, detail of employees, etc. These detailed reports help optimize company resources and boost productivity.
Truein for ultimate shift management
Truein is an AI-based touchless face recognition attendance system that offers shift rostering capabilities. It is designed for businesses of all sizes and has brands like Tata 1mg and Godrej as clients.
Whether a company wants a shift management solution for employees, contractual workers, or distributed workforce, Truein can accommodate all requirements.
It requires no additional hardware as employees can download the app on their smartphones while managers can track and manage employees and shifts from a central dashboard from their mobile or laptop screens.
Some features that make Truein stand out:
- It auto-assigns shifts by detecting the arrival time of an employee. There is no need to prefix the roster.
- It allows multiple shift tracking, i.e., employees can break the total duration of their shift into various shifts.
- Managers can manually change shifts anytime.
- Shift rostering analytics and summary are available in the central dashboard.
- Entirely customizable-employers can configure the shift timing, weekly rotational off, leaves, etc., as per their company policies.
If you don’t want managers to waste a lot of their working hours on shift planning, you need to deploy an automated shift rostering software solution. Truein is an all-in-one shift scheduling & employee attendance management app that businesses of all sizes can use to manage their employees from one place.
Some of the world's most successful companies have favorable employee policies. Among these rules, the overtime policy is a crucial aspect. Surprisingly, many employers are oblivious to employee rights and labor laws governing the overtime policy.
Most common is the private sector, employees often work overtime past their working hours to achieve the company's target and increase productivity. As a competitive corporate and business environment demands hard work from the workforce, companies must not overlook the need for a well-structured overtime policy.
Understanding the overtime hours
Overtime is the period for which employees work after their regular working hours. In India, legally, an employee can be subject to 8-9 working hours a day, that's 48-50 hours a week.
As per the overtime policy in India, any employee working for more than the established working hours must receive the remuneration for the period worked beyond the mandatory working hours. Companies must have an overtime policy in place to set ground rules.
Why does your company need an overtime policy?
As part of employee-friendly work culture, companies must clearly define the overtime policy and procedure to help employees know whether working overtime is optional, mandatory, limited, or prohibited.
It would help if you outlined the policies to address how you handle overtime hours. In India, the remuneration for overtime hours is 200% (twice the regular hourly rate), implying high costs. For full-time and contract workers, overtime policy differs. Usually, contract workers are not paid overtime. An overtime policy is essential to address how the company handles overtime hours for exempt and nonexempt employees.
How to draft an overtime policy?
Your employees must be aware of the overtime management policy at the company. It will provide them with all the essential reference points if they have any questions about the company's overtime procedures or management policies.
The overtime policy must clearly explain the employee overtime rules and procedures. There should be no ambiguity in the terms and conditions. Any comprehensive overtime policy must have the following information:
Who are exempt employees are and who are non-exempt employees?
Exempt employees are those who do not receive overtime pay, nor do they qualify for minimum wage. Exempt primarily means employees who are exempt from receiving overtime pay. Nonexempt employees are entitled to receive federal minimum wage and qualify for overtime.
What are the essential working hours?
In principle, essential working hours must not exceed 40 hours per week or eight hours per day, excluding breaks for US employees. As per the UAE Labour Law, private sector working hours are 8 hours per day or 48 hours per week and according to the Factories Act 1948, in India employees cannot work for 48 hours a week or nine hours per day.
The Indian state of Maharashtra has amended Section 65(2) of the Factories Act 1948. Under this amendment seeking the state's permission before giving overtime to workers is no longer compulsory. Furthermore, the management can extend overtime hours as they deem fit.
Whether overtime is optional, mandatory, or prohibited
You can make overtime mandatory, optional, or ban it entirely, depending on your business. If your company has hectic weeks when the demand to deliver is high, you can set up weeks with mandatory overtime hours. Some businesses do not need employees working overtime, but they don't ban it and make it optional. In some scenarios, overtime costs can be too high, prompting employers to prohibit it.
What are the overtime limitations, if any?
Altogether banning employees from working overtime can be counterproductive. To reduce cost, you can put limitations.
For example, you can specify how many hours an employee can work overtime a week. It will help you control the cost.
Procedures to follow for working overtime
Do employees need permission to work overtime? If so, how can they request to work overtime? How can employees report overtime?
These are some examples of procedures to include in your overtime policy draft.
How much is the overtime pay?
While overtime pay is generally 1.5-2x times an employee's normal salary per hour, you can also choose to reward salaried employees working extra hours with additional perks.
How is overtime paid?
Will the overtime pay be included in regular wages, or will the company run a separate payroll for overtime hours?
It must be answered in the policy.
Disclaimer specific to the company, outside the applicable labor laws
Depending on the type of industry, companies can have specific disclaimers on how they handle events during overtime hours like food privileges, traveling allowance, etc.
These are the general guidelines to help you draft an overtime policy for a company. A viable employee overtime policy must include all the elements listed above and applicable rules and procedures depending on the industry and the local law.
Accurate overtime tracking is a must
Tracking overtime hours is not only a legal requirement, but it also makes your company a better place to work. When you are tracking over time, you can better manage team resources and adjust workloads to ensure the well-being of the employees. For companies, accurate overtime tracking is the only way to compensate employees for their overtime hours.
As employees and employers have rights and entitlements in the context of overtime policy and procedure, accurately tracking overtime is in the interests of both.
Before the pandemic struck, an average employee worked a little over four hours of overtime, and 59% of the distributed workforce worked overtime at least a week. As the crisis unfolded, these numbers increased substantially. Recent research found that one in four public healthcare managers worked more than 20 hours overtime during the pandemic crisis.
Benefits of tracking overtime hours for employers
These numbers indicate that keeping track of overtime hours is more important than ever. Tracking overtime hours is mandatory for companies to ensure compliance with labor laws. Furthermore, it lets companies keep track of one of the most significant ongoing expenses. Employers must commit to maintaining overtime visible and accountable to provide compensation accordingly.
For HR, tracking helps with effective resource management. Managers can better review company-wide work patterns and improvise to split work effectively between employees. It has tremendous value for the employer brand as it can prevent employee burnout, disengagement, and unhealthy workplace culture.
Benefits of tracking overtime hours for employees
Accurate overtime tracking ensures proper compensation. It is effective in protecting against wage theft. Furthermore, employees get paid faster as time tracking updates the payroll department about the number of overtime hours in real-time. It helps employees fight unsustainable and unfair working practices. With overtime tracking, employees become more aware of their weekly capacity. It helps them make more intelligent and more efficient decisions about using their time.
Automate Overtime Tracking with Truein
Truein is an advanced attendance system based on touchless face recognition technology. It is a centralized attendance management system designed for employees, contractual, and distributed workforce.
Some of the biggest brands and most prominent companies use Truein to automate time tracking and enforce overtime policy. The app can capture overtime hours in the background without any interference from the employee or employer. Truein uses AI at its core, helping companies automatically draft timesheets.
Employers can set the app to track overtime accurately based on the company's overtime policy. Truein calculates overtime based on preset inputs by the companies. It allows for rules such as what counts as overtime, when to count weekly offs, and how to calculate overtime hours based on the employee's department.
A comprehensive overtime policy is in the interest of both employers and employees. Well laid out employee overtime rules and procedures help companies justify remuneration for the extra work. It also empowers employees with indisputable evidence for addressing wage theft or unsustainable working practices. Employers or employees can't protect against abuses or inequalities without accurate overtime tracking.
Truein offers the capabilities to track over time as part of its wholly automated attendance system solution.
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.
How do you track the time of your employees? With a first-in and last-out system? Well, that’s perfect for most employees, not all employees. There are times when you want to calculate the actual time spent at work. Not sure what that means? Let’s look at these examples.
Imagine your employee comes to work at 9 a.m. and realises he needs to head back home for an emergency. He attends to his emergency chores and comes back at 2:00 p.m. He finishes his work day at 6:00 p.m. and punches out on the attendance system. With the first-in and last-out system, you would see full-day attendance, even when he wasn’t in for half-day. That’s not what you want.
How can Truein help?
Truein face attendance can track every in and every out in the system and can be configured to calculate time between them. For example, when the employee comes in at 9:00 a.m. and leaves at 9:15 a.m., only 15 minutes get counted. When he is back at 2:00 p.m., the time count starts again. What’s more? An Admin in the Truein portal can override the system calculations if the manager decides to allow a paid time-off. And the logs of the ins and outs stay in the system, always. So if you need an audit trail, you are covered.
Imagine a sales representative moving from one area to another to complete his sales calls. He may mark his attendance at the office in the morning, but end his day with a punch at the distributor’s office in another location. Will the system be able to reconcile his attendance marks at different locations? If not, he may be marked absent and will lose his day’s pay. The situation gets even more complicated if he marks attendance from the Mumbai office for half a month and remaining time from the Chennai office.
How can Truein help?
Truein can be configured to create multiple site points - one at head office and another at distributor’s office. Attendance at any location will be counted and used for the purpose of compiling work hours. Truein in one-system with the flexibility to have multiple site points with their own rules. If there are site points across regions - Mumbai and Chennai for instance, each site can have their own set of holidays, sick leave rules or overtime policy. The admin does not have to do any manual reconciliation. The system tracks all site points and compiles reports.
Diverse system for your diverse needs
Configure the Truein face attendance system to match the unique needs of your organization. Customise the system for every branch, every region, every department based on what your system or employees needs are. You don’t have to have one rule - First in, last out for everyone. And you don’t have to do manual tallies across regions. Let Truein intelligently handle it for you! Enjoy the power of attendance automation.
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.
If you run an organization that requires workers to come in at different shifts, it can be a hassle to track their shifts and attendance. Often the HR or admin department uses a manual register to allocate shifts - morning, evening, general and so on. Staff often changes their shift based on personal situations too. It is difficult to sync that with attendance machines and there is a manual reconciliation required at the end of the month. The entire process is tedious and cumbersome, to say the least.
If you’ve been suffering from this, you will be delighted to find an easy and technological solution.
Upgrade to Truein shift scheduling
- The admin can upload a spreadsheet with shift details for the entire staff in one go in the Truein dashboard
- Alternatively, the admin can assign shifts individually to every worker from the web dashboard
- The workers’ face attendance everyday will get mapped against their allocated shift
- It is also possible to schedule shifts automatically based on attendance. In other words, if a worker punches attendance during general shift timings, the system will automatically assign general shift to him.
Get the Truein job mapping feature
If you activate job mapping, every worker will have to select his job ID at the time of attendance. If his job ID gets wrongly selected, the admin will have the rights to change it from the web dashboard. This ensures attendance is linked to job IDs.
Why should you link an attendance system with shift scheduling and job mapping features?
Make it fool-proof: An attendance system has critical records about a worker’s in-time, out-time, hour clocked, leaves, overtime and so on. It is important from a compliances stand point and also from remuneration point of view. It should not be left to manual syncs and reconciliations. When you automate everything, you can be assured of an audit trail too.
Make it convenient: It is easy for everyone to view their allocated shifts through the Truein face attendance system. The admins can focus on the more important tasks and let Truein automatically allocate shifts or track assigned shifts.
Get powerful analytics: When you do job mapping and shift scheduling through the attendance system, you are recording critical data on a daily basis. It builds into our powerful analytics and reports. You can see insights around:
- How many workers are coming in their allocated shifts?
- Which shifts have least or most attendance?
- Which shifts have overtime issues?
- Which worker or department needs to be appreciated or warned?
All of it can be viewed in real-time by the employer as well as the workers in the web dashboard or the mobile dashboard. Critical decisions need not wait until the end of the month; the organization can be more agile.
Meet compliance standards: Time tracking is an important legal requirement as well. Compensation may vary depending on shifts - night workers may have higher hourly pay for instance. The overtime rates may also vary based on shifts - weekend rates may be higher. All of this can be managed from one powerful Truein system. The time and location stamps are tamper-proof. They are not dependent on the user’s system but on our servers. So, they can be used for all audits.
Never again go the manual way
Truein face attendance system has been tried and tested by big brands across the country with large shift-based staff. We’ve fine-tuned the system through many years to make it powerful and useful. Experience the power of linking everything - face attendance, time-tracking, overtime policy, shift scheduling, job mapping, leave management and more.
It can all be exported into one master sheet which can feed into your remuneration and audit reports.
Got questions? Schedule a demo with our team and experience Truein first-hand.
One advantage of face recognition attendance system is ‘automation’. All data gets synced back in real-time, churning reports that can go straight into salary calculations and other reporting.
Is that really practical? Can you actually do that without the need for manual overrides and physical syncs? After all, there are so many exceptions – branch wise holidays, employee wise weekly offs and so on.
Well, we worked on all those exceptions and made them a rule within our employee attendance app. You can define all these unique possibilities and automate practically 100%.
Let’s look into top 5 such compliances
Top face attendance automations
Assign weekly off
While most of your employees may have Saturday and Sunday as weekly off, there would be contract workers or shift employees with different week offs. It is particularly true for call centers, plant operations or retail stores.
How would the system know if an employee is absent or just has a weekly off? You get to define it. You can define employee categories (full time, part-time, contract, temporary, factory etc.) and then assign specific weekly offs for them.
Of course, you can do it at an individual level or as a bulk action – either ways weekly offs can be taken care of easily.
Define public holidays
In case of multinational organizations, the geography of the branch office defines the public holidays. For instance, an office in Maharashtra may have a public holiday on Uttaran. However, a branch in Kerela may have a public holiday on Onam instead.
These differences don’t have to be manually entered. Each branch can be defined as a separate site with its own set of public holidays and other rules.
Set workhour calculations
Are your salary calculations dependent on total hours clocked by the employee? There are several ways organizations can calculate it and it is possible to define your own rules.
You can set the system in a way that it uses the ‘First in, Last out’ rule to report total hours clocked. Alternately, the system can calculate the actual time based on every single in and every single out.
Either ways, it is easy to spot outliers who have too many outs or break-time. You can go a step further and define all days with less than 5 hours as part-time.
If you have workers who get daily wages or whose renumeration is calculated ‘per hour’, you might have to pay them overtime for every extra hour. It is a common practice in factories, BPOs and Government organizations.
Even this can be automated using a simple toggle (on/off) for each of the below pre-defined rules
- Above 9 hours in a day to be auto added as overtime
- Consecutive 7th day of work to be auto added as overtime (public holiday not counted)
- Work hours on public holiday will be added to overtime
- Overtime apply only when OT is more than 30 minutes
- Work hours on weekly off will be added to overtime
If you would like to apply these rules to only a specific set of employees, you can segregate them by categories and tick or untick ‘apply overtime’ on relevant categories. Employers can use this feature to automate time tracking and enforce overtime policy.
Would you like to restrict entry to employees who are not wearing mask? Truein face recognition attendance system is geared to identify masks on their faces. It will deny entry in case attendance is marked without it.
When convenience meets compliance
Truein has always had its ears to the ground. We release a new upgrade almost every month, resulting in over hundred features in the last four years. Objective? Ease the life of our HR colleagues so they can focus on the most crucial tasks.
They are legal mandatories which take days to reconcile and are mostly done manually even today. Is it time to upgrade? A lot of productive manhours are wasted on clerical work which can be easily assigned to AI & automation.
Make your attendance system practically 100% automated to save time and effort, whilst taking care of all compliances.