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Time and Attendance Software Explained [free download]

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Time and attendance software

Many know the traditional way of employee time tracking: signing when entering and leaving work. But this is only a superficial way of defining time tracking since it entails much more. In addition, there are several ways to carry out this registration, for example, using employee time and attendance software. Let’s go over what employee time and attendance tracking is and what it means.

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What is Employee Time and Attendance Software

Employee time and attendance software is ideal for time tracking and attendance tracking. It is the action of counting the hours that each one of its employees has worked in a company and how they have been distributed throughout their day. This includes the hours between entry and exit from the workplace, overtime and uncompleted hours, for whatever the reason.

Personalised Software especially for you

With Factorial, we offer personalised time and attendance software suited especially to your company requirements. All the information you may need will be right at your fingertips, whether it’s for viewing employees’ time off to see who is working remotely for better shift management, adding notes to a shift on your employees’ timesheet and also knowing which employees have fulfilled their working shifts. The list goes on. If you like what you are reading, why not download our free Time and Attendance Excel Template.

The Best Way of Monitoring Employee’s Hours

Although the concept of time tracking sounds like the traditional work day sign in we know, it does not mean that the way you make it happen shouldn’t be modernised. Previously, signing was done manually using good ol’ paper and pen, upon entering and leaving their job. Although there are companies that still do so, this system adds an overload of work that is not necessary at all. Imagine all the paperwork and extra documents if we are talking about a larger company with many employees. On top of that, imagine the number of subsequent reports and organising the protocols of this time tracking. It all sounds like a very time consuming way to track hours worked, right?

Nowadays, there are many employee time and attendance systems, time tracking software devices and automatic registration systems available to update the information simultaneously and at the same time as the employee indicates their arrival or departure. We have talked about systems such as an employee management system for work schedules, applications for computers and even mobile phones, fingerprint detection, personal and non-transferable codes, biometrics or RFID proximity systems through PVC cards, key rings or wristbands. Using these technologies, the company can improve the time management of employees without having to spend more hours in the process.

In addition to this, many of the management systems that allow you to keep track of time, offer other services such as payroll management systems or the ability to solve incidents more quickly. Basically, it is the best way to improve the human resources department because every employer has the objective of optimising the time spent in processes such as payroll management and managing employee contracts. Subsequently, Factorial offers a great Payroll Summary Feature, the perfect addition to make your company even more organised. Check out the link to try this feature for free.

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What is the Time Tracking and Signing for?

Time tracking is exactly what it sounds like: tracking hours worked by each employee, using employee time and attendance systems. This is beneficial for both the employee and the company. With time and attendance software, the employee can keep track of their time and be sure they are not working overtime that will not be remunerated and the company can control the problem of work absenteeism and save time managing schedules, keeping up with dates, among other things.

With employee time tracking software, the employee must sign in first thing, sign out when they leave and sign out during their lunch break. Don’t worry though, it’s all online and only takes a second! This can also be referred to as a clocking in and out system. The system is especially useful to see the hours that the employee really spends working and developing their tasks, with the objective of measuring productivity and making decisions such as increasing or reducing the staff necessary for the development of specific projects.

Time tracking also serves as a payroll and salary management tool, as it is such an important source of information. With this system, you can improve the organisation of a company and, simultaneously, improve the productivity of your office.

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Advantages of using Time and Attendance Software in your Company

In addition to all the benefits that we have already discussed, implementing time tracking of employees would mean being able to know which employee is at their position at what time. This is useful, for example, if an emergency situation occurs. You can also make flexible schedules easier by time tracking hours, as well as manage shifts by just taking a look at the page that includes the schedules of all workers, and this is especially useful if your company has a high staff turnover. Finally, it is also a great way to keep count of hours the company or employees owe each other. In many places around the world, including in Spain, time tracking and signing are mandatory for companies and employees alike.

Possible Disadvantages of having Time Attendance in your Company

The biggest disadvantage is that, if this procedure is not handled properly, the employee productivity can be negatively affected. Worker observation may become too intrusive leading to a fear of being watched too closely. More surveillance during their working hours could cause anxiety to employees. You must internally communicate the correct message and benefits of the system, to avoid added stress in the workforce. Emphasising the benefits that this system has for employees is absolutely key. If you do not, your employees may lose their trust in you and also their motivation to perform.


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