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. 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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