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 according to the company overtime policy. 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.