Time & Attendance Systems

Time & attendance systems tailored to suit your business

Accurately tracking your employees, agencies and contractors attendance can be really time consuming. With a time and attendance machine connected to the right reporting software you can dramatically reduce your costs and human error.

What physical devices we offer

We provide a wide variety of devices to suit your specific business needs. Multiple buildings and locations country-wide (or even international) is no problem, our solutions are scaleable to whatever size or spread your business has.

Our various devices offer registration by:

• Facial Recognition (now the most popular)
• Fingerprint
• RFID card/tag
• mobile app

Our biometric time & attendance solutions are generally more popular because they:

• Provide 100% accuracy
• 0% fraudulent punches
• Very fast registration & recognition
• Ease of use
• No tags or cards required (which are an additional cost as well as can be lost)

Management software

More and more of our clients are moving towards our cloud based time & attendance software solutions for realtime monitoring & advanced reporting for payroll (automatically calculating overtime, pay rates etc). Naturally we also have on-premise solutions available too.

Time & attendance software options

Remote support

For most of our clients remote support is sufficient for us to guide them through the set-up process. Our devices and software are straightforward to set-up and use. Sometimes onsite installation is requested or required. See our support set-up services page for more information.

Industry Specific Time & Attendance

See our dedicated pages for specific industries:

• Construction
• Manufacturing

Choosing Guide – What Time & Attendance Solution best suits your business?

When evaluating a new time and attendance system for your business, consider the following key factors:

1. Features and Functionality

• Time Tracking Methods: Consider which tracking option (e.g., biometric, mobile, web-based, punch card) or combination of these best suits your workforce.
• Employee Scheduling: Ensure the system supports easy scheduling, shift management, and enables employees to swap shifts if needed.
• Absence and Leave Management: Does the system allow employees to request time off and managers to track leaves and absences effectively?

2. Ease of Use

• User-Friendly Interface: Choose a system with an intuitive interface for both employees and administrators, minimising training requirements.
• Mobile Accessibility: Does the system include a mobile app that allows employees to clock in/out, view schedules, and request leave on the go.

3. Integration with Existing Systems

• Payroll Integration: Verify that the time and attendance system integrates (ideally seamlessly) with your existing payroll software to simplify payroll processing.
• HR System Compatibility: Ensure compatibility with your current HR systems to avoid duplication of data and reduce administrative work.

4. Compliance and Reporting

• Compliance: Ensure the system can help your business stay compliant with GDPR and other legal requirements.
• Customisable Reporting: Look for robust reporting features that allow you to analyse attendance data, track trends, and prepare for audits.

5. Scalability

• Business Growth: Ensure the system can scale as your business grows, accommodating additional locations, employees and new tracking needs.
• Multiple Locations Support: If your business has multiple locations, the system should be capable of handling time tracking across different sites.

6. Security and Data Privacy

• Data Security Measures: Look for features such as encryption, secure data storage, and multi-factor authentication to protect employee information.
• Privacy Compliance: Ensure that the system complies with data privacy regulations like GDPR to protect employee personal information.

7. Cloud-Based vs. On-Premises

• Cloud-Based Accessibility: A cloud-based system offers greater flexibility, allowing access from anywhere and typically includes automatic updates.
• On-Premises Control: If your business prefers more control over data, an on-premises solution might be more suitable, though it may require more maintenance.

8. Real-Time Data and Alerts

• Real-Time Monitoring: Look for a system that provides real-time tracking and notifications to prevent issues like absenteeism or missed punches.
• Automated Alerts: The system should be able to send alerts to employees and managers about schedule changes, missed shifts, or attendance issues.

9. Employee Self-Service

• Self-Service Portal: The system should include an employee portal for accessing schedules, tracking hours, requesting leave, and viewing accrued balances.
• Reduced Administrative Burden: By empowering employees to manage their own time, the system should reduce the workload for HR and managers.

10. Customisation and Flexibility

• Custom Policies: Ensure the system can accommodate your specific attendance policies, such as rounding rules, grace periods, and overtime calculations.
• Adaptable Workflows: The system should be flexible enough to adapt to different roles, shifts, and work patterns in your organisation.

11. Customer Support and Training

• Availability of Support: Consider the availability and quality of customer support, including response times and support channels.
• Training Resources: The system provider should offer training resources like manuals, video tutorials, and onboarding support for your staff.

12. Cost and ROI

• Transparent Pricing: Evaluate the pricing model (subscription-based, one-time fee, etc.) and check for hidden costs, such as setup fees or support costs.
• Return on Investment (ROI): Assess how the system will help save time, reduce errors, and enhance productivity, providing a solid return on investment.

13. Compatibility with Workforce Types

• Remote and Mobile Workforce: If you have a remote or mobile workforce, look for GPS tracking and geofencing to ensure accountability.
• Hourly and Salaried Workers: Make sure the system can manage different types of workers, including hourly, salaried, part-time, and contractors.

14. Data Analytics and Insights

• Workforce Insights: Look for a system that provides analytics for tracking labour costs, employee productivity, and absenteeism trends.
• Custom Dashboards: The ability to create custom dashboards can help you monitor key metrics in real-time, providing actionable insights.

By considering these factors, you can choose a time and attendance system that aligns with your business needs, improves efficiency, and ensures compliance with HR regulations.

Take a look at our Time & Attendance solution categories below.

For more information on Idency time and attendance products & solutions please contact us.

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