When companies evolved from paper-based attendance to one that was technology enabled, they were asked to install machines for card swiping or thumb imprints. Once upon a time that felt like an obvious choice. Not anymore! If you are still installing bulky attendance systems, you are probably living in a cave.
There are choices. Go hardware-less!
Introducing hardware-less face recognition attendance
The charm of technology is not in its complexity, but in its practicality.
Consider Truein’s face attendance app – it can be installed on any tablet or mobile to get started in no time. A common tablet (any Android or iOS device) at the gate is all the infrastructure you need. Or better still – install nothing!
Ask your employees to do a selfie-attendance from their very own phone. How do you ensure they are not marking attendance from home or a beach holiday? With Truein geo-fencing, of course. Our geofencing attendance feature lets employees mark selfie attendance only from geographical boundaries set by you. Define the radius from your office and you are set.
Why does hardware-based attendance increase liability?
If you have hundred construction sites or two hundred retail stores, would you invest a machine everywhere? The cost would multiply manifold. Besides, nothing lives forever. You are looking at a similar investment every few years.
Hardware that you or your IT does not understand will always have an external dependency. It will have its maintenance requirements. It means calling the technicians every time you hit a snag. It can also mean annual maintenance contracts and more cost.
In comparison an Android or iOS based simple tablet or mobile needs little to no troubleshooting. And anyone can do it!
Lack of portability
Typical hardware-based systems have heavy installations which act as permanent fixtures. They are immovable. They sit with your furniture. When you move somewhere, you need a technician again.
Contrast that with a simple iOS or Android-based mobile attendance system with a temporary stand. Move it around as you please. Rainy days? Move it inside. No problem!
Whether it is card-based system or thumb-based system, you always hear complains about card not getting recognized or thumb not being accepted. An oily hand or scratches on card are common reasons for the system to not work. Result? The admin pulls out a manual entry register which is reconciled end of the month.
We take attendance seriously. With Truein face attendance, you get practically hundred percent accuracy and reliability. No parallel systems, please!
Limited use case
When you install a hardware, you are only thinking about your desk employees. What about your field workers or mobile workforce? Can a marketing manager mark attendance from agency’s office? Can a salesperson report from distributor’s office? Not if they need a large machine to mark attendance.
Consider the Truein mobile-based selfie attendance. It works for very many use cases:
- On field staff doesn’t have to come to office only to mark attendance
- In construction industry or similar industry where sites keep changing, there is no unnecessary infrastructure created. The security guard can take attendance of all contract workers from his device.
- Retail outlets which run in hundreds and thousands can just geo-fence their stores and let employees mark attendance from their phones.
Every time a new employee joins in, there is a long process of thumb registration or card activation. How would you like to replace it with a face recognition system that lets new employees click a selfie and onboard themselves in no time? You will like it very much, especially when the organization grows. Think scale? Think ease of onboarding with face attendance.
It becomes even more relevant when you are dealing with contract staff that changes on daily basis. The common bane in the construction industry!
Step into the future
Don’t hold yourself in the past. In the 21st century, getting an attendance machine is like buying a keypad based mobile. It is like using pigeons when you can use emails. Embrace technology that is light, portable and practical.
Go touchless, go hardware-less.
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.
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.
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.