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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How does face attendance win over other biometric systems?

Traditionally companies have used the thumb-based attendance system, which served as a good substitute to card-based systems. Neither of them were perfect and faced many setbacks on reliability and security. Attendance with face recognition has gained attention in recent years. While large companies have been quick to upgrade to face recognition attendance systems, many mid-sized organizations are still working with older technologies. Is it worthwhile to upgrade to face id attendance systems? Let’s evaluate the biometric systems objectively.

How face recognition attendance system works?

The system stores a database of faces. A screen, usually a mobile or tablet in case of Truein, is placed at the entrance and employees have to simply walk towards it. A match is triggered with the database and attendance is captured within a second. Systems like Truein are benchmarked with the eye so no amount of change in facial features or fashion accessories affects its ability to return accurate results.

Why is face attendance better than thumb-based or fingerprint systems?

Practically 100% accuracy: Thumb-based attendance systems have often failed in situations where the fingerprint is faded. Workers who work in oiling systems can’t register their attendance with faded thumb prints. Similarly heena applications or cuts on fingers return errors. It is often frustrating to try attendance multiple times before simply writing down in a manual attendance register. That is not the case with face recognition attendance. It has been tried, tested and proven that it is practically 100% accurate. Employees simply walk towards it and attendance is captured. It works even when hairstyles change or employees age. Touchless safety: With covid-19, the world has become increasingly aware of the risks of contact-based attendance systems. There is no attendance system, other than face id attendance system which is absolutely touchfree. The user has to simply show his face. The system is triggered automatically. Even after the world is covid-free, people will be conscious of the touches they make and it will be good to provide a hygienic system. No complex hardware: Thumb based systems always require that you install a machine at the entrance. While the upfront costs are a barrier in itself, the machine requires maintenance too. When you choose a face attendance system like Truein, there is no complex machine. You simply install the application on any Android or iOS system and it works. Often, companies use just a tablet or mobile for Truein face attendance. Remote access: Not every staff member steps into the office every day. There are remote workers or on-the-go field staff who report directly to client offices, distributor’s godown or other places. If you have rigid systems that require machines or hardware, it won’t work out for remote workers. With Truein mobile-based face recognition systems it is possible to allow on-the-go workers to take attendance from their own phone, wherever they are. Companies can restrict the mobile-based attendance to specific geographies, geo-fencing it, making it more secure and controlled. Wow experience: With attendance time cut-down to a second and no action required from the user-end, face id attendance is by far the best biometric system. It wows employees who don’t require training and are happy to adopt immediately. When a face id system is based by a powerful application, it is even more welcome. Employees can track their records from the phone and managers can track everyone in real-time. Reliability: Face recognition attendance systems like Truein have spoof-proof mechanisms. Employees may be required to blink their eyes before capturing attendance. It ensures no photos are used in the attendance process to mark proxies.

Frequently asked questions:

Which biometric attendance system is more reliable and accurate?

Time and again it has been proven that fingerprint systems fail when fingers are dirty, oily, wet or bruised. Face attendance is practically 100% accurate.

Which biometric attendance system is more affordable?

Thumb based systems require sensor-based machine installation at every site, making it costly in the beginning and also at the time of maintenance. With face attendance, any Android or iOS based mobile may be sufficient. Even employees can track their face ID with their own phone. Even retail stores with multiple outlets or construction companies with multiple sites find face attendance more affordable.

Make an informed decision

There are many choices available today. Not every finger print system or every face attendance system is made equal. Evaluate the options between various vendors or brands and make an informed choice. Be sure to ask questions like:
  • Does the attendance system have geo-fencing?
  • Does the system require hardware installation and maintenance?
  • Does the system have mobile-based capabilities?
Asking the right questions will help you choose the most advanced biometric attendance system.
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How retail chains are solving the age-old attendance & compliance problem?

It is (relatively) easy to track attendance in a corporate park or branch. How do you handle attendance tracking and compliance when you have dispersed outlets with varying staff strength of ten to fifty employees? Even large brands have not found the perfect answer. They end up using a mix of methodologies like thumb-based/card-swipe systems in larger stores and some manual registers in smaller ones. Neither are fool-proof and the age-old problem persists even today. 

What are the top retail attendance challenges and their solution?

Hardware Installation: Installing a hardware for attendance at every single shop is not practical, especially when the staff strength is not large. Besides, retail chains are always in an expansion mode and installing hardware in all new stores is not a scalable idea. 

Solution: Opt for a solution like Truein face attendance which does not require any hardware installation. How face recognition attendance system works? It works on any Android or iOS device. It can also be configured to work from an employee’s own phone. It is scalable to as many stores as one may need, without any added upfront hardware cost. 

Remote locations: A lot of retail stores are located in far-off locations, with limited internet access. Most attendance systems require the internet to function and may be redundant in smaller towns. 

Solution: Always check if the system you shortlisted works in offline mode. Truein face attendance can work offline and sync data online when the internet comes available. That way, all stores can have a single attendance system. No exceptions!

Parallel systems: When attendance systems like the thumb or card don’t work at all times due to non-detection or errors, people start using parallel systems like manual registers. Smaller stores don’t have the infrastructure for maintenance and resort to alternatives. That makes the organization prone to proxies and leakages in the system which add hidden costs. 

Solution: Try to use a system that does not allow people to slip through. A face attendance system like Truein works practically hundred percent of all times. Thumb not being recognised or the card getting damaged are not the kind of excuses you hear with face recognition. It simply works, no matter what! 

Store wise reconciliation: With retail chains using multiple systems across multiple stores, it is often a task to bring it all together at the end of the month and calculate salaries. Not to forget, there are sick leaves, casual leaves, public holidays and other such complexities too. It takes many man hours to sync this data across stores and of course, it can never be foolproof. 

Solution: An attendance system backed by solid software can link everything from holidays and leaves to shifts and compliances. Everything flows through just one comprehensive system so you can simply export the reports and disburse remunerations. No manual syncs! Truein makes it possible. 

No visibility: It is not possible for HR or leadership teams to see what is happening at different outlets on a day-to-day basis. Attendance, compliances and all are left to local teams. Head office comes to know about the attendance percentages only at the end of the month when there is a manual sync. The system is not agile. It is difficult to ensure that rules are complied with. 

Solution: It is important to choose a system that syncs data in real-time back to the head office or HR admins. Anybody can see analytics through the web dashboard or on their mobile. Truein brings this power and transparency. 

Shift management: Retail stores often operate for twelve hours. They have staff working in rotation shifts. Often, separate morning, afternoon and general shift registers are maintained to manually track the shift allocation and attendance. Again, another manual entry which has to be synced and is prone to human error. 

Solution: Have it all as part of the attendance system! Shift allocation is technically an extension of attendance and systems like Truein make it possible to link the two. One can allocate shifts in bulk to the entire staff via a simple spreadsheet upload or can do it individually for every staff member. 

Retailers can heave a sigh of relief

Finally, there is an attendance system that works in every situation – offline, with shifts, with compliance rules and more. One click enables complete sync and export for next steps like salary disbursement. 

Large retailers like PC Jewellers have trusted Truein and have rolled it out to their entire chain in no time – no hardware installation required, after all! When the pandemic posed more challenges to the already existing retail attendance woes, there was only one solution they could reliably depend on – face attendance with no hardware and a solid software. 

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Why you don’t need to install attendance machines?

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?

Initial investment

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. 

Recurring maintenance

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! 

Parallel systems

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. 

Onboarding pain

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.

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5 must-have workplace safety tools in the post-covid period

Ready to re-open offices? Well, even if you are ready, employees may have concerns on getting back. How do you give them that required peace of mind? By showing that you have thought about their safety and taken necessary steps!

It will also ensure that you don’t reopen only to shut down after few days again. Yes, it has happened before. Bold employers had to retreat with Covid-19 spread in their offices. 

So, here is a safe-return plan with five dependable tools. Be sure you tick all the boxes before you take the plunge. 

Wobot Hygiene:

Wobot Intelligence, an AI-based computer vision SaaS company has come up with a plug-and-play solution that can be inserted in existing CCTV camera to track hygiene activities – 20 second hand wash, cleaning activities and social distancing. 

All the visual data collected through analysis of objects and gestures is automatically converted into actionable reports. The notifications reach the decision-makers through the app or email. 

It takes away the pain of physically monitoring every activity. It has been used effectively by IRCTC and other Indian enterprises. 

Truein Face Attendance:

Truein has pioneered the touchless face recognition technology way before Covid happened. With many years of experience, Truein face attendance is feature-packed and is trusted by large enterprises like Godrej, Titan and more.

You don’t need any hardware installation. Install the app on any tablet or mobile and you are good to go. Employees walk to the kiosk (tablet at the gate), their face gets recognized (without any touch), face attendance is recorded in one second and they move on. Sure enough, it has Covid-19 features like mask detection (no entry without mask), screening questionnaire, Arogya Setu notification and temperature check 

Right when the employees enter the office, they must be assured of entering a ‘no-touch’ zone. No physical signing of books and no thumb-based access.

Safe Distance App:

Smart Citti and Wrld3D have developed safe distance app. It creates a 3D design of the office and maps everyone’s location. It is like creating a digital twin of the workplace. It shows real-time movement of people inside the office premises. It is easy to see which places are crowded and which are less busy. 

Employees can accordingly take turns to use canteen, lifts, pantry or other community areas. It is a big relief to employees who feel safe and mentally at peace. 

It is also a two-way app that allows employees to vent out their feelings and report any unsafe behavior around them. Rooms are monitored for maximum capacity too.

Truein Visitor Management:

Who you allow in your premises is critical as it concerns safety of your employees. Truein’s visitor management app detects mask and allows entry through touchless face recognition only. Of course, Arogya Setu status and temperature can be mapped too. 

Besides, hosts can allow guests only by invitation and avoid queues at the gate. How does one watch over all visitors manually? One does not. The admin or security personnel is notified for any breach of rules – non mask entry, entry after hours, entry on weekends, blacklisted entries and so on. 

Know who, where, when in real-time and take necessary actions before it is too late. 

ServiceNow Workflows:

ServiceNow has added new apps to its suite. It helps companies gauge their workforce readiness and prep for the same. 

Firstly, it uses Employee Readiness Surveys to take a democratic approach to the reopening. It lets departments take customized approach to making their team members feel safe. Secondly, it has Workforce Safety Management app that helps managers configure a socially distanced workplace, track PPE inventory, schedule shifts, schedule cleaning activities and other necessary Covid essential workflows. 

Get ready to reopen

While there has been a slew of new apps after Covid hit the world, most of the apps are duplicate efforts. They do what the Government approved Arogya Setu app does or is just an incremental effort. The overnight app launches also raise concerns about their safety from privacy point of view. Before you go ahead and install any app, be sure to look into its security features. 

That said, a lot of apps have been developed by established companies and have proven their mettle over time. Adopting proven technology can help you get back to work while ensuring employee buy-in. 

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How does Face Recognition Technology work?

How easy is it to identify a person you have met before? Usually, very easy! You may say it is because you remember him. Technically, your brain is matching it against a memory it has. Face recognition by machines work in a similar fascinating way. 

What is Face Recognition?

The Dictionary definition of face recognition is the ability of a computer to scan, store, and recognize human faces for use in identifying people. 

In 2020, this term is not very alien. Apple users use Face ID to unlock their phones. Airport security uses it to identify convicts. Workplace safety apps like Truein use it to mark attendance or authorize visitors. 

Steps for Face Recognition

There are many variations of this technology. We will look at the most common approach. Let’s break down the definition. 

Scan: A person walks by a machine that takes its picture and identifies its geometry. By geometry we mean distance of the nose from chin or location of eyes. There can be 60 to 80 such data points that make the complete face ID.  

Store: The face ID, a mathematical formula consisting of data points is stored in the database. The computer understands this as your signature – unique to you.  

Recognize: Next time you walk past the same machine, it can create a similar map and trace it against the database it has. Result? You are identified.  

Not all face recognition technology is created equal

Face recognition was first invented by Woodrow Wilson Bledsoe in 1960s. Back then the degree of errors was vast and the amount of time it took to return a result was huge. Part of it was due to computing power of machines back then. Besides, the number of facial markers used to create a Face ID were low. In 1970s there were 21 facial markers. Today, the sophisticated machines use as many as 80, increasing accuracy. 

Facial recognition gets seriously compromised if the machine is not geared to identify in low-light or with changing facial features. It will result in two things:

  • False negative: It won’t identify a person despite his ID being present in the database. It can be frustrating, but it is not dangerous. 
  • False positive: It will identify a person wrongly as another person. A false match is a bad sign, especially when law-enforcing agencies use it. 

It is therefore critical that you pick a face recognition technology that stands the test of time. A time-tested and proven technology by a trusted provider is the key to adopting this futuristic technology. 

What makes Truein’s face recognition technology unique?

We believe that accuracy has to be practically hundred percent. Any small error leads to manual work, beating the purpose of our technology. This hundred percent perfection has happened over many years through many iterations. Today, we are proud to meet those benchmarks.

  • Truein face recognition attendance is benchmarked with eyes. Result? No amount of facial changes can affect our performance. Ageing, hats, face masks – doesn’t matter. It works. We beat the odds.
  • Our face recognition technology has proved to work in low-light conditions as well. So common work conditions like night shift workers or outdoor construction sites don’t pose a challenge to our system. 
  • It works offline too. So, there are practically no barriers to primary enterprise activities – face attendance and visitor management. Distant sites or stores too can use it seamlessly. 
  • We have invested in the necessary infrastructure to make it super-fast. We surely don’t want people to wait in queues while the device scans and marks face attendance for each employee. It takes just three seconds, including changeover time. 

Why face recognition is the most futuristic ID system?

Biometric IDs are unique and beat the traditional paper-pen or card systems hands down. Cards can be swiped by proxies and attendance can be fudged. It is a common malpractice, often seen at plants within contract workers. 

The thumb IDs are biometric too, but they have failed to meet the hundred percent benchmark. Women using Indian Mehndi on hands feel frustrated when their thumbs don’t get identified at office machines. Similarly, plant workers who work on oily machines cannot walk past a thumb-based system easily. Besides, it is not touchless, and it takes multiple attempts for one correct match. 

Face recognition is truly the only unique identifier, doing its job in few seconds. It cannot be proxies or scope for manual overrides.

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