Which Attendance System Should Your Company Use?

If you're looking for the right attendance system for your company, here’s what you need to know about what it is, what it offers and how to choose one for your company.

Attendance Systems

Attendance systems allow workers to clock in and out electronically through time clocks, internet-connected computer and smartphones. The data is instantly transferred into software that can smoothly import it into your payroll solution.

These systems do more than just tracking employees, they also:

• Monitor remote employees.

• Provide real-time data on who showed up late and who is nearing overtime.

• Manage paid leaves.

• Create employee schedules.

Attendance systems offer employee self-service that allows them to handle many time-tracking tasks on their own, including reviewing the hours they have worked, current and future schedules.

There are cloud-based and on-premise solutions. The on-premises systems are stored on servers within your company, while the cloud-based systems are housed by your attendance system provider and accessed online.

Strengths and Weaknesses

Strengths

• Eliminate the need for manual timecards. All the time is collected electronically, with the calculations done for you.

• The system manages all your time needs, such as employee attendance, PTO and scheduling in one program

Weaknesses

• They are more expensive than the old manual method.

• They often force employers to curb the perception that asking employees to track their time is a form of micromanagement.

Costs

The cost structure of attendance systems is based on whether the employer choose a cloud-based or on-premises solution. Cloud-based systems have smaller recurring monthly costs, while on-premises have larger one-time fees.

Roubler and Timetec provide cloud-based solution while HRM Outsource provides both cloud-based and on-premise solutions.
 

What to Look for in an Attendance System

With so many choices, it can be difficult to find out which one is right for your business. When you’re shopping for a system, here are several things you should look for:

• Flexible time-tracking options: Look for a system that allows employees to record their hours in several ways, such as through an internet-connected smartphone or computer.

• Keeps accurate time: the best attendance system makes sure employers are paying their employees for the actual time they work, not the hours they’re scheduled to work.

• Tracks all time issues: A good attendance system take scare of all your time related needs including employee schedule and leave management.

• Mobile compatibility: Since many staff members work outside the office, you will need a system that is smartphone-compatible so it is accessible from anywhere. It will give remote workers to ability to clock in and out as well as tracking their locations.

• Ease of use: A good attendance system is easy to use, has a clean interface and allows employee self-service.

• Integration options: Choose an attendance system that integrates with applications and software, such as leave management and payroll programs.

• Proactive alerts: Some systems provide notifications when employees are nearing overtime or forget to clock in or out.

• Audit trail features: The ability to view original time sheet data along with any changes made by a manager can be important in case of an audit

Now that you know the basics, here are some more options for attendance systems in Malaysia:

• CTE
• DNA HR Capital Sdn Bhd
• P2 Digital 
• Vigilance
• Exiga Software

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This article is adapted from Choosing a Time and Attendance System​ by Chad Brooks.