For any business, the most valuable resource is its workforce. As an HR manager, your role is to manage the employees in the best possible manner. An essential aspect of employee management is attendance keeping. It entails more than just recording the clock in and out.
With proper attendance management, companies can boost productivity and profit while increasing the turnover rate. The employee monthly attendance report is a tool that can help you avoid attendance management errors and ensure that the organization is compliant with all labor laws and regulations.
A monthly attendance report is also an effective way to ensure that all employees are paid accurately and on time. In this article, we will explain how to create an employee attendance report and how it will benefit the company and the workforce.
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What is an employee monthly attendance report?
The employee monthly attendance report helps you to keep track of employee attendance by month. It is an effective way of recording employee attendance information and reporting it to the management to assist in decision-making.
Automatic attendance systems like Truein can auto-generate monthly attendance reports, but HR managers can manually prepare the report using Excel or Google Sheets. If you are not aware of how to create attendance reports, then we can help.
How to create a monthly attendance report?
A comprehensive monthly attendance report keeps track of all the essential information regarding employee attendance – time in and time out, personal leaves, sick leaves, location, and days on which an employee did not show up or give prior notice. All this information is recorded every month and is a great way to track the attendance performance of individual employees and teams.
If you want to prepare a manual employee monthly attendance report, Excel or Google Sheets must be the tool of choice. We are about to explain how you can create an actionable attendance monthly report with Google sheets.
Vital information to be included:
The first column of the report must have the month as the heading. This column will specify the essential information for each employee, i.e., name, position, and department.
There will be additional 31 columns representing each day of the month.
You will create various labels to visually mark the attendance status of each employee in the cells. For instance, the S label can denote sick leave, P for personal leave, and so on.
Below each employee row, add another row to represent their attendance statistics, such as total attended days, sick leaves, announced leaves, etc. When you put the label in a cell, you can create counters to calculate the statistics to fill the data in this row.
At the end of the employee monthly attendance report, create two columns, one for notes and the other for monthly statistics for the combined attendance report for all employees.
To help you with the task, we have already created an employee attendance report with a counter function that you can download and use directly.
You can download the monthly attendance report template here.
How can an employee's monthly attendance report help manage attendance more efficiently?
1. Helps with shift management
To plan shifts, you will need attendance data that informs you about each employee’s attendance. A monthly attendance report can provide you with the information in a much more manageable way. You can plan and schedule shifts based on the number of available employees and workload.
2. Identify attendance issues before they impact productivity
Attendance issues like employee absenteeism, time theft, and regular late time in or time out can cost companies big money. Due to attendance issues and lost productivity, employers lose $84 billion annually.
HR managers are the first line of defense to protect organizations from slumping into such productivity losses by identifying issues early on. The employee department’s monthly attendance report can help with this problem.
3. Ensures accurate compensation
Payroll is a vital HR function, and the salaries must be calculated accurately by properly tracking employee time and attendance. You can ensure wages are paid accurately and on time when you have relevant employee attendance data. It is also to build trust within the organization to prevent compliance issues.
What are the disadvantages of tracking attendance manually?
Manual attendance reporting has its limitations. It can get tedious to maintain the employee monthly attendance report if your company employs a large number of workers. Tracking leaves, overtime, absenteeism, and other issues for a large workforce is challenging. It can lead to productivity issues and create much overhead for the HR managers.
Not being able to accurately or efficiently track attendance data can lead to errors in compensation. This can adversely impact employee morale and trust. It also affects the brand image of an organization.
A more efficient way to create employee monthly attendance reports is to use automated software that can easily integrate them into payroll systems.
Truein – An Alternative to Manual Attendance Reports
Truein is a face recognition attendance system that can records attendance for contractual, field, in-office, and distributed employees. While its attendance recording capabilities are robust, Truein also offers the ability to generate automated reports based on your organization’s attendance policies.
You can also download detailed attendance report spreadsheets or integrate Truein with your existing payroll system for all your payroll needs.
There’s a lot that goes into effective employee management. Attendance management is one of the most critical tasks for HR employees that help them meet productivity challenges and build a reliable employer brand. We hope this employee monthly attendance report-making guide will help you with attendance management.