5 features that will boost your employee attendance management system

Matheswaran Subramaniam

Matheswaran Subramaniam

Leave Management

From traditional punch cards to modern access cards and biometric systems, tracking employee working hours has been an essential process. Employees are expected to keep track of their check-in time once they arrive for work and note down their check-out time when they leave. In reality, most employees fill out their timesheets in a hurry, right before they leave for the day.

In worst case scenarios, this process happens only on the last day of the week/month, right before they turn in timesheets to HR. Manual timekeeping practices take a toll on employee productivity and morale. Filling out working hours days or weeks after the actual working day will only lead to inaccuracies, timesheet tampering, and so on.

attendance management system

Without a reliable employee attendance management system, organizations have to face compliance issues, payroll errors, and more. Replacing paper-based timesheets with appropriate attendance management software will help organizations save time, reduce administrative work, maintain accurate attendance records, and eliminate process bottlenecks.

What is attendance management?

Attendance management is the process of preventing employee time theft by tracking employee working hours, login time, departures, breaks, and time off. Organizations use a number of methods from punching cards and spreadsheets to automated attendance management systems and biometric devices to manage employee attendance.

5 Essential features every attendance management system should have

Not all attendance management systems are created equally. Some have better functionalities than others. When looking for a new technological solution, naturally you’d want to choose the best. Although each organization may have unique needs, here are some essential features every business needs and should never, ever compromise on.

1. Web-based attendance management system

With a web-based employee attendance software that tracks, collects, stores, and displays up-to-date, timesheets, HR leaders can get rid of spreadsheets and paper files.

Storing employee timesheets and attendance details in a centralized cloud-based attendance management system will:

  • Increase accuracy
  • Ensure data integrity
  • Improve employee productivity
  • Reduce administrative work
  • Lower admin costs and
  • Enhance the efficiency of HR staff

A web-based attendance management system will eliminate missed punches, incorrect time-entries, maintain an accurate record of attendance data with little to no supervision. HR staff don’t have to sift through piles of timesheets to process payrolls or retrieve employee working hours.

The web-based system displays all related time information in a single interface and saves a substantial amount of time and effort that HR staff put into storing, maintaining, and analyzing all attendance records manually.

2. Remote working

Using a cloud-based attendance management software, organizations can appease modern workers who don’t wish to be tied inside an office cubicle. For millennials in the workforce, remote working is a routine in work life. So, employers can no longer make do with on-premise attendance trackers.

What they need is an omni-channel, always-accessible, cloud-based attendance management system that tracks employee clock-in and clock-out hours on-the-go. Time and attendance software should go beyond just monitoring the presence of employees. The perfect solution will let employers create and maintain rosters, send alerts concerning overtime, missed punches, and so on.

A cloud-based timesheet app allows organizations to monitor the working hours of an employee even when they work remotely. The collected data could be accessed by managers and HR staff at any time from anywhere. Also, cloud solutions are flexible, pocket-friendly, and free from software upgrade and installation hassles.

3. Leave requests

An ideal attendance management system should have an individual module to track leaves. Monitoring employee absences is as important as monitoring employee presence, working hours, and attendance. Be it a sick leave or planned vacation, time-off requests should be easy to view, track, and approve/reject at a glance.

Leave management process is an important aspect of human resource management and has a direct impact on an organization’s bottom line. Improper time-off management practices and use of manual tools to track vacations can result in insufficient staffing, employee dissatisfaction, productivity drop, delay in project deliverable and even spike employee turnover.

An automated attendance module will eliminate spreadsheets and emails from vacation management, integrate employee absence details with the organization’s calendar and streamline workforce planning.

4. Policy compliance and reports

By implementing an automated employee attendance management system, organizations can ensure policy and regulatory compliance without much effort. As per employment policies, every employee is entitled to vacations, time-offs, and overtime pay. It is the duty of employers to ensure that their employees get sufficient breaks to ease down the stress and strain of work-life.

Failing to do so, organizations will have to face wage theft allegations like these large corporations. To prevent compliance disasters, and keep up with changing compliance/policy norms, organizations need to streamline timesheet and time-off process with automation. Good timesheet management solutions will let employers implement policy/regulation change easily.

5. Integration and reporting

An efficient attendance management software will integrate seamlessly with other HR management solutions like payroll, accounting, and more. When your attendance manager connects easily with other apps and exchanges data without any trouble, HR staff can stop manual data reconciliation and duplication.

This will not just save their time, but also improve data accuracy, prevent payroll errors, and ensure data confidentiality. Even with an all-in-one solution like HRMS, SMBs can keep their data from falling through process gaps if their solutions are integration-friendly. Any modification made on one interface will reflect in other apps real-time without any human intervention.

Finally, an attendance tracking system should be capable of creating tailor-made reports using the available data. The available set of visual-rich reports should give employers an in-depth insight on employee time, shift patterns, time-off trends, and everything that have an impact on the organization’s performance and productivity.

Kissflow HR Cloud

Popular attendance management systems

Some of these popular attendance management systems include all the features mentioned and more. These HR tools more than just attendance tracking and includes other functionalities like overtime management, leave management, and real-time reports.

    1. Kissflow HR Cloud
    2. Keka for HR & Payroll
    3. GreytHR
    4. Zoho People
    5. ADP
    6. SumHR

Choose a robust attendance management system

A great attendance management software will give you 100% visibility of employee working hours, eliminate missed punches, and streamline attendance tracking. Features included in an attendance management system play a huge role in simplifying time and attendance tracking.

However, by using a unified HR Cloud to manage the attendance process, businesses can eliminate data redundancy, reduce manual errors, and save valuable employee time. Kissflow’s HR Cloud will improve employee productivity, and track employee working hours while integrating seamlessly with other backend systems for data exchange.

Best of all, Kissflow allows app admins to customize the attendance management module to fit an organization’s unique business requirements. Automated alerts and insightful reports will keep managers and employees informed of bottlenecks in the process.

Tired of shuffling timesheet bundles and sifting through long spreadsheets? See how Kissflow’s HR Cloud made HR management simple!

Kissflow HR Cloud