Time and attendance systems can benefit companies in many ways. Despite so many choices, it is difficult to determine which one best suits your needs. If you are looking for the latest time and attendance system in the 21st century, then here is all the information you need to know about all the content, services, and options.

 

25 guides on how to choose attendance equipment in the 21st century

If you already know what you are looking for, please visit our Best Choices page to see the information we recommend and a complete list of timing systems that may apply to you.

 Human resources are one of the many components of an organization’s enterprise resource plan, and attendance is an important part of human resources. Choosing the right time and attendance solutions can not only benefit the organization from costs, but also provide employees with a better work experience, which can increase employee participation and collaboration. Workforce management in the 21st century poses different challenges to managers. Today's employees have more mobility than ever before, and the connection between them is unprecedented, so that the workplace is no longer an important part of it. Employee discipline is not only defined by 9-5 periods, but many companies have begun to realize the need for time flexibility. In a rapidly changing world, instant access to data is absolutely second to none. So, how does the organization respond to the dynamic changes in the workforce? Attendance is indeed an important system for the company, which can help the company manage the growing workforce throughout the year.

 

There are many reasons why companies need an attendance system. First, it is accuracy. Human error is a factor when you have to manually fill in timetables, calculate the number of hours worked by each employee, and enter these calculations into payroll software. As a result, your employees may end up receiving the wrong salary. In addition, you also need to pay attention to employees' attendance and punctuality; some employees are late for work, some leave early, and some may not show up at all. In addition, you may want to avoid “budget punching” (an employee asks another employee to punch in/out) or “ghosts” (a manager creates a fake employee that only exists on paper and is submitted like a schedule Timetable) They actually worked). In addition, you may need a scheduling mechanism, work cost accounting, and methods to collect statistical information about the company's labor costs. Ultimately, the goal is to reduce costs and improve performance.

 

Manual attendance tracking is frustrating; it requires a lot of time and patience. The automation of the time tracking process simplifies the staff's schedule, improves the accuracy of wages, and reduces labor costs-a complete time and attendance tracking system can help you.

 

However, choosing a reliable and efficient attendance management system is not always easy. There are so many choices in the market, and the pressure to make the right decision can be great.

 

What is the attendance system?

 

The attendance system allows employees to access electronically through clocks, Internet-connected computers, mobile devices and phones. Some solutions also provide cut-in and cut-out functions through SMS, social media programs such as Twitter, and other communication programs such as Slack. When employees go to work or leave work, the data is immediately transferred to the software that can seamlessly import it into your payroll solution.

 

These systems do more than just keep track of when employees are in and out. They also monitor mobile employees through geographic location and geofencing, manage paid time off (PTO), create employee schedules, provide detailed labor reports, and provide real-time data about who is working, who is not, who is late, and who is coming soon. With the passage of time.

 

Attendance system can provide many self-service functional services, these services enable company employees to handle some tasks in the system by themselves, and track tasks, including viewing future work, and work done before, as well as PTO cost calculation.

 

Many of these systems provide cloud-based solutions and local solutions. The local system is stored on a server within the enterprise, while the cloud-based system is provided by your attendance system provider and can be accessed online.

 

What is an automatic attendance system?

 

The automated attendance management system makes HR managers work more efficient, with more refined data, and easier access to employees’ working hours data. Similarly, these systems not only monitor employees digitally, but also provide accurate data about employee performance.

 

Recent research shows that American companies lose billions of dollars every year due to time theft and wage errors. Without a reliable automated time and attendance solution, the company may overpay its employees. Without a reliable automated time and attendance solution, the company may overpay its employees.

 

We exist in a world, in this world, the proficient management of human resources is far from affecting the success or failure of the organization. Whether it is a profit-oriented business or a non-governmental organization, one of the key elements of resource management to achieve or disrupt growth is employee time and attendance tracking. Whether it is a profit-oriented business or a non-governmental organization, one of the key elements of resource management to achieve or disrupt growth is employee time and attendance tracking.

 

How to choose the correct time attendance device?

A good time and attendance software should be able to solve all the above problems. Any attendance system consists of three parts: (1) Clock (it can be a card reader device, a biometric device (fingerprint reader, face recognition), or a simple desktop or online program that allows users to use it Their employee numbers are timed);

(2) Software (used to collect data, allow users to manage it and generate reports);

(3) Support (software upgrade and help desk).

 

There are two companies that provide time and attendance systems. One type is the manufacturer of clock equipment or a strict hardware distributor. Their focus is on equipment features and making them affordable for purchasers; these companies tend to bundle simple time and attendance software. Another type of company is a software company. These companies emphasize software functions and tend to provide more sophisticated solutions. After all, the clock itself has a function-it can identify the employee and record the time he/she registered, but the time and attendance software can interpret this information and generate usable data.

 

Biometric and non-biometric time attendance device

 

Non-biological time attendance device, such as card readers, are cheap to buy, easy to maintain and easy to set up. An even cheaper solution is a desktop or web-based clock simulator: the employee enters the employee number and presses the button to register. The disadvantage is that employees can cheat the system by registering with each other.

 

If you need to eliminate "friend punching" and/or "ghost work", you need to consider biometric clocks. There are several biometric readers on the market. The most popular are fingerprint readers and handheld readers. Because everyone has a unique fingerprint and hand shape, no one can time the clock in their place: the person must appear in front of the clock to register. Another advantage of biometric devices is that no other accessories, such as cards or key tags, are needed. These will cost money to produce and may be lost or stolen.

 

working environment

 

The cleanliness and tidiness of the working environment is another point we have to consider. In some companies, such as factories, construction sites and mechanical workshops, employees cannot avoid getting their hands dirty when using clocks. The fingerprint reader scans the finger to identify the employee. If the finger is dirty, the reader will not be able to match the employee's fingerprint with the fingerprint in the database. In addition, dust may remain on the sensor, preventing the next employee from registering.

 

Equipment function

 

Each device has a specific number of employees that can be supported, the amount of data that can be stored, the connection type, the backup power supply, and the temperature that can be retained.

 

Each device has a limit on how many employees can be stored. For example, HFSecurity's Face Recognition software, RA08 can support 20,000 employees. Even if the device can store all your employees, you still need to consider how many employees are entering and leaving at the same time. For example, if your shift ends at 4 pm and 100 employees must register at the same time, even if it takes 20 seconds for each employee to walk to the device, putting their hands or fingers on the machine for identification will take more time. Everyone needs more than 30 minutes to complete. In this case, you might consider purchasing multiple devices, so few employees can be present at the same time.

Each device has a limit on the amount of data that can be stored. Every time an employee registers on the clock, a time log is created with the employee number and his/her registration time. Before you need to download this data and clear the memory, you need to know how many transactions the reader can store. If the time and attendance software downloads these logs automatically on a regular basis, the data limitation may not be a problem.

Another factor to consider is the type of connection interface or how the registration from the clock is transferred to the software. 

One type of connection is serial or USB. The serial interface and USB cable are more expensive and not very long

It is not recommended that the cable length exceeds 50 feet. This means that the reader cannot be more than 50 feet away from the computer plugged into the other end of the cable. Another problem is that computers usually have a single serial port, or no serial port at all. If multiple devices are to be used, serial connections are usually not considered.

Another connection type is a network adapter. This is a more expensive device module, but it allows you to install the device anywhere in the facility and pull a longer network cable to the switch or router. There can be any number of devices, and each device is connected to your network.

If your device is located in a remote area and there is no internet, some clocks have a USB port where you can use a flash drive to download the log from the reader, and then manually transfer it to a computer with time and attendance software installed.

Another useful feature you might want to consider is backup power. Is it important for the clock to continue working in the event of a power failure? A simpler solution is to connect the equipment through a conventional UPS. A more expensive solution is to install backup batteries in the equipment. .

Each device has its minimum and maximum temperature limits. If you plan to install the clock outdoors or in an extreme temperature environment, you need to determine whether the device can work under such conditions.

This is something you should pay attention to when choosing an employee attendance system:

1. Fee schedule

The cost structure of the time and attendance system depends on whether you choose a cloud-based solution or a local solution. The monthly recurring costs of cloud-based systems are relatively small, while the one-time costs of local systems are relatively large. The monthly recurring costs of cloud-based systems are relatively small, while the one-time costs of local systems are relatively large.

 Using the local system, you can pay all fees in advance. You can expect to pay a few hundred to a few thousand dollars for the software, the license and installation of each employee. After that, there is no monthly fee for the service. However, the one-time fee usually does not include any ongoing support or software updates. You can expect to pay a few hundred to a few thousand dollars for the software, the license and installation of each employee. After that, there is no monthly fee for the service. However, the one-time fee usually does not include any ongoing support or software updates.

 For cloud-based systems, most services charge each user between $1 and $10 per employee per month. Some services also evaluate the basic monthly fee or the minimum monthly fee.

Some providers will charge the cost of one-time setup and installation. However, unlike local systems, all software upgrades and support are included in your monthly fee. However, unlike local systems, all software upgrades and support are included in your monthly fee.

 Another fee you might pay for these two options is a clock. Many time and attendance systems use a certain range of clocks. These clocks can be used with PINs, swipe or proximity badges, or biometric technology (such as fingerprints or facial scans). The complexity of the clock you choose will determine the cost. Prices usually range from a few hundred dollars for a basic clock to a few thousand dollars for a complex biometric clock. Many time and attendance systems use a certain range of clocks. These clocks can be used with PINs, swipe or proximity badges, or biometric technology (such as fingerprints or facial scans). The complexity of the clock you choose will determine the cost. Prices usually range from a few hundred dollars for a basic clock to a few thousand dollars for a complex biometric clock.

 A good choice of attendance systems must be affordable, sustainable and scalable. Currently, a one-time purchase of software sounds great, but whether the system can meet the growing needs of enterprises and companies in the next few years. Therefore, no matter when your company considers purchasing or commits to use the time and attendance system, please make sure that its price is not too high, so that your company can use it comfortably for a long time, and can expand the usage according to the following circumstances: your company’s needs without having to Spend a lot of money to get more. Currently, a one-time purchase of software sounds great, but whether the system can meet the growing needs of enterprises and companies in the next few years. Therefore, no matter when your company considers purchasing or commits to use the time and attendance system, please make sure that its price is not too high, so that your company can use it comfortably for a long time, and can expand the usage according to the following circumstances: your company’s needs without having to Spend big money to get more

2. Flexible time tracking options

Look for a system that allows employees to record their working hours in a variety of ways, such as through internet-connected computers, smartphones, tablets, clocks, calls or text messages. Make sure to choose an attendance system that can track time off, such as sick leave, parental leave, annual leave, etc. The vacation management department must be able to assist managers and employees by offering them options.

3. Accurate timing

The best time and attendance system ensures that employers pay employees based on actual working hours rather than planned working hours.

4. Track all time issues

Make sure that the system you choose meets all your time-related needs, not a system that only involves employees in and out. This includes all staff timetables and PTO management. In addition, for companies that charge customers for project work time, you may need a system that provides work tracking that records the time employees work on a specific project. This includes all staff timetables and PTO management. In addition, for companies that charge customers for project work time, you may need a system that provides work tracking that records the time employees work on a specific project.

5. Automatic overtime calculation

As the world becomes digitized, manually calculating employees’ overtime hours is inefficient. In view of this, you should choose an automatic software that can effectively calculate the company's normal and overtime hours. In view of this, you should choose an automatic software that can effectively calculate the company's normal and overtime hours. A good attendance system can automatically execute processes and calculations according to given formulas and rules. Time rounding rules must be available to ensure consistent time records. With these rules, you can round to the nearest time group (for example, five minutes), or to the beginning or end of the shift (for example, when someone arrives early). The rules are determined by the company. At the end of the month or during the payroll cycle, each data and calculation must be properly agitated for easier and easier integration. Time rounding rules must be available to ensure consistent time records. With these rules, you can round to the nearest time group (for example, five minutes), or to the beginning or end of the shift (for example, when someone arrives early).

6. Mobile compatibility

Since many employees and managers work outside the office, you need a system compatible with mobile devices so that it can be accessed from anywhere. This includes solutions that not only allow remote workers to get in and out of the clock, but they can also track their location so that employers know they are working where they should be. For employers, geographic technology can be very valuable for restricting where employees can go in and out or recording the exact locations where they start and end shifts. This includes solutions that not only allow remote workers to get in and out of the clock, but they can also track their location so that employers know they are working where they should be. For employers, geographic technology can be very valuable for restricting where employees can go in and out or recording the exact locations where they start and end shifts. Whether mobile compatibility can be allowed to choose the automatic attendance solution provider is also an aspect we need to consider

In addition, the system must grant the staff consistent access rights to easily log in and log out. Similarly, employers and managers must also be able to track the location of their employees and determine whether they are working in their assigned locations.

7. Easy to use

Search for a system that is easy to use, has a clean interface and allows employees to self-service. The system should not be difficult to learn, and certainly does not require hours of training. The system should not be difficult to learn, and certainly does not require hours of training. The time tracking solution must be easy to operate. These systems need to enable employees to easily get in and out through traditional clocks, web browsers and smartphones. The software you choose should be intuitive enough and can also ease the hassle of manual processes and compliance issues. The simpler the solution and the higher the adoption rate, the faster you can realize the return on investment

8. Integration

Choose a system that integrates with the applications and software you already use (such as HR and payroll plans).

9. Easy to configure

In addition, HR managers must carefully choose an attendance system that is easy to navigate, flexible, and customizable. It must be configured so that real-time data on employee performance is easy to determine and monitor. It must be configured so that real-time data on employee performance is easy to determine and monitor.

10. Active alert

Some systems provide notifications when employees are approaching overtime or forgetting to board or leave work. This helps control costs. This helps control costs.

11. Audit trail function

In the case of an audit, the ability to view the original schedule data and any changes made by the manager or supervisor is very important.

12. Time approval authorization

Overtime is costly, and most companies want to control and monitor the overtime that employees spend in managing operating costs. This place will be the place where the approval system will show its talents. The overtime request can be made before or after the fact, and this approval system is provided in the solution, which will make it easier for the company to track and control overtime.

In addition, you should look for a system that can easily view, edit and approve leave requests. In addition, look for systems that allow:

• Seamless employee time card approval
• Easily modify employee's work schedule
• View delegation report
• Just in time network has a delegated time approval function.

13. The versatility of the attendance system

The selected attendance system must be universal and inclusive. This means that as long as the received data is correct, the system must allow users to time according to their preferences. Employees have only one choice, such as biometric fingerprint recognition devices or card devices installed in the office to check attendance. This is not a completely wrong approach, but it will bring inconvenience to some employees who need to work in other places (such as attendance). People traveling abroad or some staff working from home have a meeting in the client's office in the morning. The attendance system must satisfy all employees in any given situation, because only in this way can the received data be inclusive and decisive. This means that as long as the received data is correct, the system must allow users to time according to their preferences. Employees have only one choice, such as biometric fingerprint recognition devices or card devices installed in the office to check attendance. This is not a completely wrong approach, but it will bring inconvenience to some employees who need to work in other places (such as attendance). People traveling abroad or some staff working from home have a meeting in the client's office in the morning. The attendance system must satisfy all employees in any given situation, because only in this way can the received data be inclusive and decisive.

14. Real-time attendance data

The attendance system you choose must be able to generate data in real time and be accessible anytime and anywhere, because in this era, waiting makes people feel uneasy and will no longer tolerate it. The system’s access to a certain location (for example, only the office) must not be fixed, and must be accessed by authorized personnel when needed

15. Timetable and roster

The attendance system you choose must allow the manager to set up the schedule and roster as seamlessly as possible. It needs to be flexible and able to meet the various requirements of the company, and can be established in a short time, and can be converted into a roster for each employee without any difficulty. The planning function of the system must also be able to process changes to the plan immediately and reflect them in the system almost immediately to ensure smooth operation.

16. Cost of work

With work cost calculations, you can track employees’ time by task to ensure they prioritize their work and focus on the right tasks. Some companies do not require this feature, but as time goes by, more and more companies are studying the work cost function to improve cost efficiency. Some companies do not require this feature, but as time goes by, more and more companies are studying the work cost function to improve cost efficiency.

17. Integrability 

When choosing an attendance system, it is important to pay attention to its integrability. The fact is that every company usually invests in various solutions in advance, and changing one solution must not require changing another solution. Therefore, it is important that the system can integrate payroll, employee vacation, accounting or HR software, etc. to ensure accuracy between procedures and save time and manpower in the payroll department. The fact is that every company usually invests in various solutions in advance, and changing one solution must not require changing another solution. Therefore, it is important that the system can integrate payroll, employee vacation, accounting or HR software, etc. to ensure accuracy between procedures and save time and manpower in the payroll department.

18. Effective user management

The attendance system can handle employees, so the user management module becomes an important part of the system. When choosing a good system, the user management module must be practical and comprehensive. The employee data cannot be encrypted one-to-one; in addition, the transfer and deletion must be done easily, and the system must have enough fields to contain the company's employee details. When choosing a good system, the user management module must be practical and comprehensive. The employee data cannot be encrypted one-to-one; in addition, the transfer and deletion must be done easily, and the system must have enough fields to contain the company's employee details.

19. Multiple access

The access rights from one role to another are different. From super administrators to administrators to users to billing administrators, everyone has different access rights to the information in the system. To sum it up, the best choice configuration of the attendance system is to use it with the access control system. This combination can restrict certain roles and only assign information that can be viewed and accessed by changing roles.

 

20. Multiple companies 

If your organization has multiple branches and multiple companies, this feature is essential. The selected attendance system must have an organization chart structure to determine the positions of the companies/branch offices or employees under these entities. The selected attendance system must have an organization chart structure to determine the positions of the companies/branch offices or employees under these entities.

21. Cloud-based

Don't be rejected by ideas that are considered expensive in cloud-based terms. There are many cloud-based systems out there that are affordable and powerful. Cloud-based reasons should be preferred, because in addition to always providing access to data, its backup function can also ensure that data will not be lost and that unauthorized individuals cannot manipulate the data. Most importantly, when considering cloud-based solutions, maintenance and support are minimal. There are many cloud-based systems out there that are affordable and powerful. Cloud-based reasons should be preferred, because in addition to always providing access to data, its backup function can also ensure that data will not be lost and that unauthorized individuals cannot manipulate the data. Most importantly, when considering cloud-based solutions, maintenance and support are minimal.

21. Compliance

The attendance system must meet two types of compliance, one is labor law compliance, and the other is data protection law compliance. Determine all the compliance you need to comply with and ensure that the selected system has a compliance mechanism. Determine all the compliance you need to comply with and ensure that the selected system has a compliance mechanism.

22. Data analysis

Data is information that expresses or expresses conditions, thoughts, or objects in a raw or unorganized form. With data alone, it is impossible to analyze the company and find solutions to the problematic areas of the organization, which will do no good to your company. Therefore, a good attendance system must have a performance and productivity tracking mechanism to help your business identify problems and areas for improvement. With data alone, it is impossible to analyze the company and find solutions to the problematic areas of the organization, which will do no good to your company. Therefore, a good attendance system must have a performance and productivity tracking mechanism to help your business identify problems and areas for improvement.

23. Notification

This is an important function of a good attendance system. These alerts can notify the manager when an employee misses or is out of get off work or is absent, is late or is about to work overtime, so that immediate remedial measures can be taken to solve the problem. These alerts can notify the manager when an employee misses or is out of get off work or is absent, is late or is about to work overtime, so that immediate remedial measures can be taken to solve the problem.

24. Report

The report is a required item in the selected attendance system. A system that can provide various useful reports should be your first choice. Reports with an overview of working hours, vacation requests, and other statistical information can help you monitor employees and identify labor shortages or surpluses, thereby improving your schedule. A system that can provide various useful reports should be your first choice. Reports with an overview of working hours, vacation requests, and other statistical information can help you monitor employees and identify labor shortages or surpluses, thereby improving your schedule.

25. Data transparency 

Traditional attendance systems provide employers with benefits, and employees do not have the right to check or audit their own data. However, a good attendance system in the future must be able to provide employees with this advantage in one or more ways, and make necessary edits or changes when needed. However, a good attendance system in the future must be able to provide employees with this advantage in one or more ways, and make necessary edits or changes when needed.

26. Monitoring tools

Each employee has a different work rate and a different portfolio of assets. Therefore, a good attendance system must be able to provide monitoring tools that can be used to identify employee performance. You should be allowed to monitor certain areas and notify you of possible remedies accordingly. The area to be monitored should be in the employee's working hours, short-term working hours, etc. Therefore, a good attendance system must be able to provide monitoring tools that can be used to identify employee performance. You should be allowed to monitor certain areas and notify you of possible remedies accordingly. The area to be monitored should be during the employee’s working hours, short-term working hours, etc.

27. Support 

In any system, good technical support and services must be provided. Choose the attendance system to provide you with 24/7 support, and provide a lot of guides and information online, so you can get help at any time. Choose the attendance system to provide you with 24/7 support, and provide a lot of guides and information online, so you can get help at any time.

 Due to the changes in the labor force, such as the increasing demand for mobility at work, the flexibility of certain talents in working hours and locations, and the integration of millennials into work-life balance, this modern era requires more than just one Basic attendance system, the system can time in and out and overtime. The pursuit of the 21st century attendance system is not only a system that saves you money, but also a system that can effortlessly improve employee efficiency and productivity. The pursuit of the 21st century attendance system is not only a system that saves you money, but also a system that can effortlessly improve employee efficiency and productivity.

28. Strong report

Generally, time and attendance software is the best solution for HR managers who seek to effectively handle large numbers of employees. Therefore, you should choose an attendance system that will specify who is working, who is late and who is working overtime. Not to mention, the clear and detailed records of each worker's time and performance are very useful for human resource decision-making. Therefore, you should choose an attendance system that will specify who is working, who is late and who is working overtime. Not to mention, the clear and detailed records of each worker's time and performance are very useful for human resource decision-making.

How to choose the right attendance solution provider?

 There are many time and attendance software on the market. Every software company claims that its equipment and software are the best. You can find the best solution according to your needs.

 In addition to finding the right equipment and software for your company's needs, there are a few other things you need to consider.

 Most software companies are constantly developing their time and attendance applications: they fixed bugs and implemented new features. You may be wondering how often a company releases a new version of its program. You will get a free upgrade, or you must pay. How much does the upgrade cost? What if there is an error in the program, they will fix the error for free, or you have to pay for the upgrade?

 You must understand the customer support provided by the company. You may have some questions about how to use the program or equipment. Can you call the company and ask them to help you immediately? Or, do you need to request service and wait 24 to 48 hours for someone to respond? If the company is a local company, it may have other advantages, such as providing on-site training and support at a lower cost, and you can choose to purchase temporary equipment in case your equipment goes wrong.

 Finally, you need to study the reputation of the company. What do people say about this company and its products?

in conclusion

When choosing an attendance solution, many factors need to be considered. In summary, no matter which time and attendance system solution you choose is based on your company’s needs