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Casa / Base di conoscenza / Biometric HR Integrations / How to Add Biometric Time & Attendance to Your Existing HR System

    How to Add Biometric Time & Attendance to Your Existing HR System

    This guide covers how to add biometric clocking to your HR system without replacing it. Your existing system can stay exactly as it is. What you add is a terminal on the wall and software that sends the clock records into your HR system automatically.

    This article covers the problem most businesses are trying to solve, and how IdencyTime connects to your HR system to fix it.

    Why Businesses Look at Biometric Clocking

    Most businesses already have an HR system before they start looking at clocking hardware. The problem is rarely the HR system. It’s what happens between an employee arriving on site and those hours reaching payroll correctly.

    • Buddy punching, where one employee clocks in or out for a colleague
    • Manual timesheets that rely on employees remembering to fill them in accurately
    • No clear view of who is on site across multiple locations
    • Payroll corrections caused by inaccurate or disputed hours
    • Limited visibility across multiple sites or locations
    • Time spent every week chasing missing hours before payroll closes

    Why your HR System’s Built-In Clocking Isn’t Always Enough

    Most HR platforms include some form of clocking, usually a mobile app or a shared tablet by the door. In an office this works well. Everyone has a phone and a free hand.

    It works less well on a factory floor, in a kitchen, or anywhere staff wear gloves and PPE.

    • App-based clocking assumes every employee has a compatible phone and is comfortable using it
    • Gloves, wet hands and PPE make touchscreens slow and unreliable
    • A single shared tablet at the door creates queues at shift changeover
    • Shared tablets and shared PINs make it easy for one employee to clock in for another

    This isn’t a fault in the HR system. App clocking was built for office teams, and it does that job well. Once you have a large frontline workforce, you need something built for that environment instead.

    Why Manual Fixes and Full Replacements Fall Short

    Faced with this gap, most businesses try one of two things, and both come with a real cost.

    • Manual export and import: downloading a file from one system and uploading it to the other. It’s slow, error-prone, and relies on someone remembering to do it
    • Replacing the HR system entirely: moving everything onto one all-in-one platform. This is expensive and disruptive, and rarely fixes the clocking problem on its own

    Neither actually solves the problem. What’s missing is a way to keep the HR system your team already knows, and simply add what’s missing.

    How IdencyTime Adds Biometric Clocking to Your HR System

    IdencyTime sits between your clocking terminal and your HR system. A terminal on its own only stores records on the device, so something has to collect those records and pass them into your HR system. That’s exactly the job IdencyTime does, and it’s how you avoid both a full HR replacement and a manual workaround.

    1. Employee clocks in. Using facial recognition, fingerprint, palm or an RFID card at a terminal on site
    2. The record is captured instantly. As long as the device has an internet connection, the clock record reaches IdencyTime in real time
    3. Records are organised. IdencyTime groups records by employee, department, device and location
    4. Data appears in your HR system. Clock records import within five minutes, ready for timesheets and payroll

    No spreadsheets, no manual uploads, and no chasing missing hours at the end of the month.

    What You Need to Get Started

    • A compatible biometric or RFID terminal, such as the Uni-Ubi UFace or Anviz range
    • An internet connection at each site, as terminals send records over the internet rather than a local network
    • An HR or payroll system that supports integration, or any system that can accept an API feed
    • A short enrolment session to register your employees on the terminal

    Enrolment takes a few seconds per employee, and is usually done in one session when the terminal is installed.

    Which HR Systems Can Be Connected

    IdencyTime already connects to the following platforms:

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    Using something else? IdencyTime’s two-way API can connect to most HR, payroll and bespoke software.

    Richiedi la tua integrazione HR

    Extra Benefits Once You’re Connected

    Connecting your clocking to your HR system also solves a few problems businesses don’t always expect.

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    Multiple sites in one place

    Devices in different buildings, cities or countries all feed into the same account.

    You can filter by device or location, so each site can be viewed on its own or all together.

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    Live evacuation reporting

    Because records reach the cloud instantly, you always have a live list of who is on site.

    Fire wardens can mark people as safe from any browser, with several wardens working the same report at once and no wider system access needed.

    Secure access, always supported

    Two-factor authentication is enforced across the platform, so your data stays protected.

    UK-based support is available by phone, chat and ticket whenever you need it.

    GDPR & Biometric Data

    Biometric data is classed as special category data under UK GDPR, so it’s a fair thing to check before installing any terminal. The short version is that our devices don’t store photographs. A fingerprint or face is converted into an encrypted template, and it can’t be turned back into an image.

    Employees must also be offered an alternative, which is why every device we supply accepts RFID cards, tags or a PIN as a secondary method.

    Domande frequenti

    Do we have to replace our HR system?

    No. Your HR system stays as it is. IdencyTime sits alongside it and feeds clock records in, so your team carries on using the system they already know.

    How long does setup take?

    Most installations are running within a few days. The terminal is mounted and connected, the integration is configured, and employees are enrolled in one session.

    What if our HR system isn’t listed?

    IdencyTime provides a documented API that can feed records into most HR, payroll and bespoke systems. Tell us what you use and we’ll confirm what’s possible.

    What happens if the internet goes down?

    Terminals continue recording clock-ins locally and upload them once the connection returns, so no records are lost.

    Not sure how your HR system would connect?

    Tell us what you use and we’ll confirm what’s possible, with no obligation.

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