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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How to make shift scheduling and job mapping a breeze?

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 Truein face attendance system comes with a powerful web dashboard and advanced shift scheduling features. Here is how it works:
  • 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 compliances, 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.
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