How to start taking Employee Attendance Digitally?

Capturing employee attendance so that salary can be disbursed against the performance is a basic task that every organization would take up, whether small or big. However, many SMEs use the traditional way of capturing employee attendance to perform this HR function which can be very tedious. An alternative is to digitize the process of marking attendance. Perhaps provide a biometric or an online attendance system (Considering that after COVID, many employees are still working remotely and thus, would not have access to the biometric system). How can a company that captured attendance manually move to the digitacapturing

Employee attendance sounds like a simple thing. All we have to do is log in at the time of entry and exit. But when it comes to digitizing the process, it has more steps that meet an eye at first. Think about attendance and what you think you would be required to do to smoothen the HR process of managing the employee attendance system.

Gather Data

First, you gather data on attendance by capturing it from the employees.

Put Attendance Policy in Place

Before processing this data, you have to know if the employee has followed the guidelines given in the attendance policy, so you add a policy to then system.

Different Shifts, Different Plans to Note

But is the policy enough? Your employees might be working in different shifts and perhaps even in different units where the attendance structure is different so you must capture your plan of their employment routine before you process the attendance data for further calculation.

Processing and more

After processing, will you finalize the compensation to be transferred? Perhaps not, what if your employee has done overtime? Do you have it registered and do you provide extra compensation for that? Is your employee entitled to some exceptions like a salesperson unable to log in when he is on a sales call with a client? Did your employee end up making some mistakes in recording leaves of attendance and would want to make a correction before the data goes for salary calculation?

Overtime, exceptions, and regularization

You need to have plugins for not just capturing attendance but also for overtime, exceptions, and regularization, and only after that you can finalize the attendance.

Leaves and Payroll Checks

Once done, the next thing your system must do is check the leaves and payroll entitlements and accordingly make the disbursements.

Reporting & Analytics

The data of this payroll and leaves taken is next to be reported and to the management for records and analytics to gain insights on employee attendance.

A support system for employees

While everything is in place, there is always a possibility that your employee might struggle to understand the systems or ends up making mistakes that they do not know how to correct. A support system is thus needed that can allow your employees to connect with a helpdesk for support.

Connected Systems

Last but not least, an employee attendance system will sound tedious if it stands alone and is separate from other systems used by an organization. Thus, there is a high chance that you will have related systems connected with the attendance system. Take, for instance, the payroll disbursement system. It needs to do calculations based on the attendance data so it is wise to have the two connected so an exchange of information can happen.

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