5 Attendance compliances you can automate easily (like-never-before)

 

One big advantage of activating 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.

Calculate overtime

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 and even BPOs or 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.  

Detect mask

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. 

There are other Covid compliances also. They can be activated in the form of a quick survey to include questions like – are you experiencing any symptoms, did you travel anywhere etc. 

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. 

Read more: How you can ensure 100% attendance of your employees amidst Corona Outbreak!

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How geo-fencing takes touchless attendance to the next level?

Face recognition based attendance is the straight off answer to the touchless solution the world is seeking today. Or may it is not as straight. Not all face recognition attendance is made equal. It is important to consider specific use-cases before picking the one that works for you.

Today, we will focus on use-cases for geo-fencing – a powerful feature on Truein’s contactless attendance system.

What is geo-fencing?

With Truein, organizations can allow users to mark attendance from their very own phone. Organization’s ability to limit such attendance to only a specific geography (usually a radius around the office) is called geo-fencing.

Geo-fencing can be activated to ensure that employees don’t queue up in front of the kiosk at the main gates, conveniently use their own phone but do not misuse it while vacationing.

Who is it most relevant for?

Retail chains

Large retail chains can avoid putting a kiosk at every store. Each individual store can geo-fence attendance for their site and employees can mark attendance from their devices. It can result in huge savings while ensuring automation that syncs data back to the head-office in real-time.

Construction sites

In case of outdoor locations, the supervisors need not report to office before going to the site. They can go to their work site directly and mark attendance after reaching that geo-fenced boundary.

It makes sense for even contract workers who keep changing and report to site directly.

Marketing and event agencies

Any organization that employs a large workforce that is on their feet and always on field, would find geo-fencing very useful. The geo-fencing feature can be used to mark radius around the distributor’s office where sales team reports. It can also be used to mark an event location where the marketing team is working.

Any other large organization

In case you have a large employee strength, you can shorten the queue at the main gate by activating user-device based geo-fenced attendance.

What are the key advantages?

Being compliant:

We believe that automation of attendance should always be 100%. If you leave scope for manual entries in case of remote sites, on-field force etc., you are increasing chances of proxy and plenty of paperwork.

When data for the entire workforce gets automated – no matter where they are, all of it can feed back into compliance and salary calculations.

Being progressive:

The hard part about allowing employees to report directly to remote sites is the ability to track and trust. You can leave all of it behind and embrace progressive HR policies. Geo-fencing is your safety net – an assurance that all will be well even when you adopt laissez-faire policies.

It sure leaves a good impact on employee satisfaction score as well.

Being safe

When social-distancing is active and you have a large workforce queuing up at the kiosk, you could consider moving to geo-fenced user-device attendance.

People can space out and mark attendance from their desks if they please.

What should you know about geo-fencing on Truein?

Truein has evolved over the last 4 years to include more than hundred features. Geo-fencing is only one of them. Like always we have focused on keeping it simple.

  • It can be activated or deactivated by the user at a click of a button
  • There is no limit to how many locations can be activated
  • It is possible to geo-fence attendance by adding Google location address or latitude/longitude co-ordinates
  • It is also possible to define the radius around the marked address.

The bottom line

Face recognition is the buzzword in touchless attendance. However, that is just the beginning. Making it more widespread and employee-friendly is what true evolution would be. Activate geo-fencing and other hundred plus features to suit your specific HR policies.

Read more why do you need face technology in your organisation and how you can Implement Face recognition based attendance for your organisation in hours.

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Why face-recognition technology is the only way forward for businesses?

Face recognition technology was used to bar intruders in the Avenger Towers. Does it ring a bell? What was sci-fi yesterday, is a reality today. The most obvious application is security – the Forensics department identifying criminals, the Highway authorities identifying speeders, the Airport authorities recognizing fleeing convicts. 

There are more fun applications too – Facebook allowing you to tag your pictures. Have businesses used these insights? Of course, yes. When you read these use-cases, you might get a ‘Aha’ moment

Business Applications of face recognition technology

Face recognition attendance

While biometric attendance has been around for a while, face recognition attendance is way ahead of the curve. Let’s look at the top three reasons why businesses have embraced it with both hands. 

It leaves no margin for error

The swipe not working, or the thumb not being recognized – which one are you used to? When you use an attendance system that doesn’t work at all times, you are allowing manual systems to take over. The manual system has to be synced back for the final tally. There is a scope for proxy as well as human error.  

Face recognition attendance is practically 100% accurate and reliable. It leaves no room for parallel systems. Leading face-recognition technologies benchmark the system with the eyes. An employee may grow old or fashionable - it doesn’t matter. No facial or hair change can hamper its ability to recognize. 

It is non-intrusive

Most attendance systems require a user action like placing their thumb on the keypad for identifying its geometry. Many may or may not want to part with this personal data and may find it unsecure. Users have shown less concerns with leaving their picture behind as it is easily accessible on social media or other public domains any way. 

It is contactless

The user just passes by the hardware and the system completes the scan. With COVID, this is a necessity. Even otherwise, it reduces attendance time to one second and leads to zero queuing up outside the gates. Can you imagine the happiness score when an everyday chore becomes this convenient? 

We’ve seen this work like charm in even organizations with fifty thousand employees. And that is not the benchmark – it can work with an unlimited database. 

Face recognition visitor management system

It is appalling to see large organizations leave important matters such as security to one man at the gate. While we don’t doubt his efficiency, it is definitely not fool proof. Here are top three reasons enterprises have moved to face recognition-based visitor management system. 

It is as secure as it can get

With face recognition, anybody stepping in leaves a record in the system which can be back tracked or verified by anybody in the organization at a later date. Well, it is also real-time so large organizations can have multiple watchful eyes. Going to think of it, is there any other system that can leave breadcrumbs that lead back to the face of the visitor – the true identifier? 

It leaves a good impression

Signing manual books or standing at the gate while the employee confirms appointment is definitely not pleasing. And imagine standing in a queue to make a pass! We’ve all been there and done that. We’ve cursed and we’ve left stamping our feet. Why would we want to leave visitors with such agony? A face-recognition based technology at the door speaks volumes about how progressive your organization is. 

It is always-on

An enterprise never sleeps and is not on a holiday during weekends. You need systems to blacklist people, to send you notifications and to be vigilant. A face-recognition based system lets you manage visitors remotely and have an extra pair of eyes at the door.  Again, there is no margin for error. 

Face recognition technology is accessible

Back in the 60s when the technology was first identified, the computing power was too low to render quick results. In the 2002 Super Bowl, the experiment failed badly due to false criminal alarms. Today, we have left it all behind and have achieved exceptional accuracy and reliability. It is not a privilege of multi-national organizations alone. It is affordable and accessible to even startups. It does not require any complex hardware as well. An organization deciding to implement it can start as early as yesterday with practically no barriers. It truly is the only way forward. Businesses that don’t adopt it run security risks and productivity losses. 

This technology is becoming widespread – out of the movies into our very own premises. Are you game? 

Visit Website: Truein.com 

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