Posts tagged attendance management software

Why SmartSuite Attendance Software is the Right Attendance Software for your Organization ?

SmartSuite Time Attendance Software is a web based attendance software which helps in monitoring employee work hours for the entire organization and the calculation of various important figures that are derived from employee work hours.

SmartSuite Time  Attendance Software is an affordable software solution to record and track attendance of employees. Being easier to use and implement, SmartSuite Time Attendance System calculates the exact time each worker per day or for a selected period of time and thus monitors the actual work done against the expected work. Additionally, it provides detailed insight into times present and absent at work, and the reasons for their absence (leave, sickness, absent, work away, etc.).

Now, most organizations still prefer to stick with the same outdated attendance tracking methods. It is highly likely for an organization to face issues with an old mechanical punch clock, hand-written time sheets or even an out-dated and unwieldy Excel Spreadsheet. Mistakes are made in calculating overtime, mistakes are made in adding up, and even more time is lost back-tracking and chasing up information you don’t have. Each week or month you spend your valuable time in gathering attendance information from these old system. With SmartSuite Software, you can ease up attendance management process in the following ways -

  • SmartSuite Attendance Software helps organizations to capture employee time attendance automatically and get rid of manual calculation errors from employee timesheet records.
  • SmartSuite Time  Attendance Software  allows you to use one or many Windows PC’s to track and record your time and attendance information.
  • SmartSuite Attendance Software replaces outdated time attendance tracking systems with a completely revamped robust attendance management system and thus reduces unnecessary cost and increases employee productivity.
  • SmartSuite Time Attendance Software solution delivers the capability and flexibility to support the challenging and complex time management requirements of a particular organization. Using this software you can manage workers’ benefit time which in turn helps organizations to pay workers perfectly, and measure labor effectiveness.
  • Holidays can also be programmed. Real-time notifications through e-mail can be sent.

All these factors contribute to efficient management of an organization…!

Web based Attendance Software or Desktop based Attendance Software ?

attendance software

Do I require a web based attendance software or a desktop based attendance software ? Why should I go for a desktop based attendance software or a web based attendance software? How is one better from other? What are the benefits? These and perhaps more could be one of your major concerns while you have been searching for a right attendance software for your organization. It is never easy to decide anyways until and unless you are determined enough to go with your decision.

Choosing a right attendance device/software is surely one of the prime concerns for any organization. We have been receiving ‘n’ number of queries on the same. And most of the times, we have been suggesting people to go a web based attendance software like SmartSuite Software for some obvious reasons -

Easy to Manage

A web based attendance software is easier to install and manage. Unlike a desktop based attendance software which works on a single system and is complex to manage, a web based attendance software requires one time installation and can be accessed from anywhere, anytime provided you have an active internet connection and a supported browser program.

Multiple User Access

A desktop based attendance software is a single user attendance software whereas a web based attendance software like our smartsuite software is a multiple user attendance software. It can be accessed by more than one user at a single time.

Easy to Customize

A web based attendance software like SmartSuite Software, is an open source system which is easier to customize as per user’s requirements. The same is not possible with most of the desktop based attendance software. Chances of customization in a desktop based attendance software is less than 5%.

Fast and Reliable

A web based attendance software is fast, reliable and low on resources whereas a desktop based attendance software is often slow and heavier on resources.

Feature Packed Modules

A web based attendance software like SmartSuite Software is a feature packed attendance software offering several modules like Organization chart, Detailed Employee records management, Leaves management, Attendance management, Shift Scheduling along with extensive Reports & Charts. A desktop based attendance software mostly comes with some few basic modules like attendance management, leave management and some basic report management.

So, you can now make out from the points above. There is no reason why you shouldn’t go for a web based attendance software. Inspite of the differences as mentioned above, one thing you must know is that both web based attendance software and a desktop based attendance software can be easily integrated with your attendance devices so as to allow logs to be updated automatically in the software. The reports related to the same then can be viewed later in the software.

Let us know if you are still in doubt. Mail you queries to – aks@bioenabletech.com

Download Web based Time Attendance Software, SmartSuite Software version 2.7.1

online attendance software

BioEnable SmartSuite Software has been upgraded to a new version. The new version comes with some major updates. The new edition of the smartsuite software has a complete attendance approval system along with few more changes in the existing leave management system. Also, few more additions have been made to the existing employees module.

In our earlier versions, the attendance system had one major loophole. It was seen that most of the employees avoided punching in/out to the attendance machine while they were late/early in the office. Instead attendance was recorded manually by logging into the smartsuite system and filling in the incorrect details related to arrival/leave time. And since there was no such approval process to validate the attendance, it was getting common with the employees who came late, to go for the same method. No doubt, companies have to bear major loss because of the same. Late arrivals followed up with unapproved attendance can hinder organizational growth as in such cases, employees tend to be less productive.

New Attendance Approval System

To deal with the same situation as mentioned above, this newest version of the smartsuite software comes along with an attendance approval system to keep a check on fake manual logs. The basic idea here is to monitor those employees who could easily put in incorrect details of their attendance manually while leaving other preferred option to register their attendance by punching in/out to the attendance device. More details related to the new attendance approval process for the manual logs can be found here – Approval System for Manual Attendance

New Employee Dashboard

Along with the revamped attendance approval system, the new version of the smartsuite also comes with an improved employee dashboard where all details related to employees can be accessed by a single click. Information like DOB, working duration in company, supervisor, location, image is visible on dashboard. Also there is link to access his personal information, attendance logs by one click. More information can be found here – Employee Dashboard

New Leave Dashboard

And the third major addition comes for the leave management system which has been further enhanced with a new leave dashboard where concerned admin/head of any employee can find leave details like – employees leave balance from total, leaves taken, approved leaves, unapproved leaves, absent days with date, late/early arrival of employees, etc…, all at one place.
More information can be found here – New Leave dashboard

Email/SMS Facility

And last but not the least, the new version of the smartsuite software has a email/sms facility using which any supervisor can send email or sms to any employees regarding leave, late coming, etc at any time. More information can be found here – Email/SMS Facility

 

Download SmartSuite Software Latest Business Evaluation Version 2.7.1 ( Max 5 users)

To purchase licensed version of the smartsuite software, please email your enquiry at this email id – aks@bioenabletech.com or fill in the inquiry form located on top right sidebar of the page.

Top 10 HR Mistakes to be avoided

We all make mistakes. However, in business, mistakes that involve your people can severely drain your bottom line, your piece of mind and possibly your entire business. We will start out this month by reviewing the top 10 human resources mistakes” and then, in the coming months, go more in depth on each one.

1. Not hiring for talent and fit
You want to hire for 1) skills and knowledge, 2) talent and 3) fit. There is a difference between the three. Skills are the “how to” of a role and are capabilities that are learned. Knowledge is “what you are aware of,” either factually or experientially, and can be transferred from one person to another. Talents are natural or acquired capabilities and a key recurring pattern of thoughts, feelings or behaviors. Talents are extremely difficult to teach. An ideal fit will not, in itself, result in superior performance, although fit becomes an issue if the person’s values and behaviors are not in alignment with the organization’s culture.

2. Hiring quickly and firing slowly
When companies do not have sufficient staff to cover an open position, they may rush through the hiring process and make a poor hiring decision. Poor hires are typically a costly mistake. They take up a supervisor’s time, create “bad vibes” among current employees and increase costs for an organization. Poor hires can affect service and product quality and create a poor impression with customers. While training supervisors in lawful and effective interviewing and hiring practices, it is important to also develop and train them on a formalized effective disciplinary action process. Too often, poor performers are allowed to languish instead of being held accountable
in a more timely manner.

3. Poor leadership, lack of effective communication
If you want to be an effective and motivating leader — you had better know the difference between leading, managing and coaching. Leaders influence, do the right things and are outward-focused. Remember, leaders do right things. Managers do things right. All of us could use a little more coaching — it helps others become more successful. Always deal with your employees with open, honest and direct communications. Maintain self-esteem during all interactions with your employees and respond with empathy.

4. Not appreciating generational differences
Ask the two people sitting closest to you this question. “Where were you when Kennedy died?” Boomers and older people will think of JFK, while younger people will think of JFK Jr. Boomers have a view of Gen X as “the army of aging Bart Simpsons — armed and possibly dangerous.” Gen X views job security as a big joke and Gen Y is the largest of the three generations at 80-plus million. While they were the centers of their parents’ universe, you as a Boomer or a Gen X supervisor do not have to send the “carbon copy” of their latest performance appraisal home to their mother.

5. Winging it with pay practices
Having no system is not defensible and may result in perceptions of favoritism. A recent World at Work survey of HR and compensation professionals found that 78 percent of their organizations had a “formal compensation philosophy,” yet only 26 percent said theirs was in writing. A formal compensation system, including written compensation philosophy, will support the attainment of your strategic goals by helping your organization’s ability to attract, reward and retain the necessary organizational talent. It also allows supervisors, managers and business owners to have a rational conversation with employees regarding how they are compensated.

6. Failing to recognize and reward people effectively
Fifteen percent of the value of a company is traceable to tangible assets; the other 85 percent is intangible. Human capital is the dominant asset in modern business strategy. Employees leave for a variety of reasons, the most common among them being:

  • Poor supervisory relationships
  • Lack of opportunities for growth and development
  • Inadequate recognition and rewards.

Three key ways to keep your employees:

  • make them feel valued (supervisory issue)
  • make them feel appreciated (rewards and recognition)
  • provide opportunity for growth (learning and growing)

7. Not providing growth, development opportunities even with limited budgets for formal “employee development programs
Companies need to invest in their human capital” to meet ever-increasing customer requirements in today’s global economy and leaner organizational structures. With a higher percentage of employees being described as knowledge workers, providing new technologies and the opportunities for “continuous learning” is essential, particularly with younger workers. Organizations that fail to provide more than lip service to the development of their people are likely to experience higher turnover and lower levels of customer and employee satisfaction.


8. Allowing an inwardly-focused culture to develop.

Who is your customer and what’s the reason your organization exists? Customers these days are smarter, price-conscious, approached by more competitors, more demanding and less forgiving. It takes 12 positive occurrences to overcome one negative experience.

9. Failing to successfully navigate the changing legal landscape
U.S.-based companies and their employees enjoy many employment rights and freedoms (i.e. from unlawful discrimination to sexual harassment) that have evolved over the past 40 years of federal, state and local legislation and through legal rulings on statutory law.
New legislation and legal rulings are continuously occurring, requiring employers to stay on top of the changes and ensure that they — including all of their supervisors and managers — are in compliance while performing and interacting in their daily roles.

10. Not effectively dealing with complex HR issues
Not everyone has the ability or desire to deal with people and their issues. If you are the one dealing with employees at your business, know your limitations. What is your personality, motivation, expertise of the jobs and how much time do you realistically have to recruit and manage employees? If you have a person who handles your HR, do they understand people? Do they keep their technical skills sharp? Do they support the organizational direction? Do they have attention to detail?

Employees are the only truly unique component of any organization and can help it grow and prosper as well as fail and die. The investment in effective HR practices and functions is as critical to the success of an organization as having the right equipment, materials, products and processes.

Top 10 Tips for Hiring and Retaining Solid Employees

All of a company’s employees add value and contribute to its success – some in small way, others in large measure. Because sound recruitment and retention strategies provide a competitive edge, hiring should be done carefully, methodically and strategically. Here are ten ways to attract top prospects to your company and retain them once they’re on board.

1. Recruit Continuously
Aggressive companies are always on the prowl for talent. They have a sense of what skills they need now and in the future, and what type of person will be a good fit. They look even when there are no current openings, because one can never predict when an employee might leave.

2. Know What You Nee

Know the skills and personality traits that will make a person successful in a given job, so you can develop job descriptions when you’re hiring. This helps in framing interviews with potential applicants, who in turn learn in advance more about the skills needed for the position.
Initially, a job description facilitates the selection of the right employee. But a good job description also ensures that he or she has a clear understanding of responsibility, authority and expected results, so it also becomes a useful training outline.

3. Interview Many Candidates

Don’t hire the first person you like. Commit to meeting a number of people – even though you won’t be interested in most of them. If you don’t think a person is a good fit for your company, use the interview to dig up information on your competitors or create a business-development opportunity. (Who knows where your company’s next alliance partner will come from?)

4. Ask Probing Questions

The only way to find out if candidates will be a good fit for your company is to ask a lot of questions to discover whether:
they possess a positive attitude.

  • they have high energy.
  • they are trustworthy and possess good character.
  • they feel good about themselves and life.
  • they take responsibility without making excuses.
  • they desire to keep learning and hunger for growth.
  • they are willing to follow the leader and work with the team.
  • they have a good track record.
  • they are able to flow with the organization and accept change.

5. Check References

Today’s employment laws are extremely strict on how much information can be obtained regarding past employment; previous employers are not supposed to give out any information other than the length of employment. They cannot give out any information with regard to skills, attitude, attendance or anything else in the applicant’s job history while employed there.

6. Clarify Expectations
New employees seldom know exactly what is expected of them, how they will be measured, or with whom they will work the most. It’s important to communicate expectations and metrics clearly and succinctly from Day One.

7. Offer Attractive Compensation
Money buys the house and the bacon, but it also represents recognition and fairness. Talented people expect their contributions to be acknowledged and their compensation to reflect their impact. If necessary, do a competitive compensation survey.

8. Establish a Buddy System
Often overlooked yet consistently successful, mentoring systems give employees a sense of history and community when they enter a new company environment. By introducing recruits to the office culture immediately, mentors make them feel important and necessary to the company’s success.

9. Develop People to Their Full Potential
Every company leaves a tremendous amount of human potential untapped because its people are inadequately developed. Provide informal feedback and coaching, cross training and opportunities for advancement. Train all new employees thoroughly in job requirements immediately upon hiring. Putting a new employee on the job to “sink or swim” results in frustration, sloppy work habits and omission of important details. Reinforce the attitudes and behavior patterns you want. A new employee is usually highly receptive to suggestions and eagerly assimilates and readily accepts the organizational vision, mission and goals.

10. Conduct Exit Interviews: Retention of talent often begins at the end of the process. Chances are, an employee who is walking out the door will be more honest and forthcoming than a person who still depends on your company for a paycheck. But in order to ensure truly effective exit interviews, a leader must establish a climate of trust long before he receives the letter of resignation.

Handling Attendance Problems within a Company

When it comes to the problems that are experienced by supervisors, most are related to attendance issues. It is a fact that more punishment is received for not showing up for work than all other causes put together. There have been a lot of changes in Federal employee benefits over the past couple of decades and these changes have given employees a bad attitude. The bad thing is these changes are making employees not want to go to work anymore and that is where the problem comes in.

When it comes to managing the attendance in your organization, you will need a plan. Within this plan, you must have some steps to follow and be successful at it. The first step you, as a human resource manager, should look into is to gain knowledge on the attendance issues. You can create a desktop guide to attendance and leave on your own. This desktop guide should include your company’s policies when it comes to attendance, leave and FMLA. The next step you should take is to make a clear expectation.

As a human resource manager, you should make sure every employee within the business knows when they are entitled to leave, if leave has to be asked for in advance, procedures they have to follow in order to request leave, and the responsibility for documenting and requesting leave belongs to them. You should also make sure the employees know the responsibility to grant leave requests should be with you and whatever other rules you have within the business pertaining to leave and attendance.

If you need to brief your staff individually when necessary, then be sure to do so. At least quarterly, you should take time out of your busy schedule to remind your employees of the general leave matters. These general leave matters include, peak workload, vacations, etc. While you are having the quarterly meeting, you should take time to tell them about contact information and call-in procedures, even if you have done it before. You should keep in mind that there are always rules that need to be followed.

If an individual does not call in when they are absent for work, they should be given a piece of paper. This piece of paper can be as simple as instructions on the leave request requirements or as complex as the discipline that someone receives for taking off of work when they knew they were needed. When someone puts in a leave request, you should make sure you document it in advance, never wait until the last minute.

When you are applying the leave rules to your employees, you will need to keep doing it. In the end, we would like to tell you to document any problems or issues you have and talk about them to the employee that is involved with these problems. You should never keep records secret, when you write something about an employee; it should be addressed to that employee. If you are a supervisor who is drafting these documents, then you can always get help from the human resource department.

Understanding Biometrics and its affordability

More and more companies are having that time management problem that no company wants – buddy punching. What is buddy punching? Simply put, having your buddy clock you in, even when you’re not there. This usually happens when an employee knows they’re running late, so they will give a call to their “buddy”, who then clocks them in so their pay won’t be affected. The more extreme cases would be an employee punching an employee in, and the employee NEVER shows up that day. This can cause a company to lose money EVERY MINUTE this occurs. How do you stop it? Biometrics. What are biometrics? In this article I will explain biometrics and how they can interact with your time and attendance software.

What are biometrics?

Biometrics are devices that identify people by one or more physical characteristics. This process is automatic, and could involve a fingerprint scan, eye scan, hand scan, or even voice recognition. Biometrics are important in Time and Attendance software, since it would be very difficult for one employee to clock in and out on behalf of another (except for the James Bond/Spy Movies). The most commonly used biometrics are Fingerprint Scans, which we will talk about later in this article.

Biometric Identification vs. Biometric Verification – What is that?

If you have been shopping around for a biometric system for your time and attendance software, you have probably come across these terms. If you haven’t, this should be one of the questions you asked when purchasing since it deals with how hard your database has to work. There are two different ways a record is compared to a database, by identification or by verification.

Biometric identification compares a biometric signature (in this case, a fingerprint) to all the records stored in a database, to determine if a match was found. The problem is that because the entire database has to be compared for a match, it can slow your system down if the database is large. This wouldn’t be good for real-time applications such as access control or time and attendance software. This is the type of biometrics that law enforcement applications use, for example, the comparison of a fingerprint from a crime scene to a database of prints collected from convicted criminals.

Biometric verification is what many time and attendance software applications have used. This involves comparing a newly-scanned biometric signature (fingerprint) to a measurement previously collected from the same person to verify that individual’s identity. For example, in our SmartSuite software, you can assign a badge ID to each person, which would be used to identify a fingerprint template. When an employee clocks in, their fingerprint will be compared to their fingerprint that was enrolled in the company’s system. If it is a match, then the employee’s punch will be recorded.

Because of this one-to-one comparison, this system of biometrics is much faster than biometric identification systems. If you have a real-time application, such as TimeKron, you would want this type of biometric system.

Understanding Fingerprint Biometrics

You may be familiar with Fingerprint Biometrics, but how do they work? When an employee enrolls in a Fingerprint-based biometric time and attendance system for the first time, the software records a template of the employee’s fingerprint and associates that template with the employee’s ID number. This template measures the relationship between various points in the fingerprint.

Each time the employee clocks in or out, the time and attendance software verifies that the newly scanned fingerprint matches the fingerprint on file with that employee’s ID number. If there is a match, the punch is recorded. Some employees will have concerns with privacy about their fingerprint being scanned. The biometric system that TimeKron uses never stores the fingerprint, only the location of certain data points on the fingerprint. Fingerprint biometric readers have a lower cost than other biometric readers, making them economical.Other benefits include low maintenance and no lost badges/cards, which means less hassle for your company.

If you are a company having problems with buddy punching, or you just want to increase your security, I suggest that you look into purchasing a biometric system. If you are an existing customer of Bioenable, you can purchase a biometric system directly from us. The fingerprint-based biometric system is easy to use, easy to setup, and easy on your budget. Call us at 1800-209-2131(From India Only) to find out more information on biometrics or click here.

Motivating employees to stop late comings

As an HR person, you always had this difficult problem of managing latecomers. And many times you tried convincing yourself that some employees are too hard to change, no matter how you motivate them.

Here are some points to stop late comings forever, with guaranteed results :

1. Track your employees with an accuracy of minutes

The first and foremost thing to do is to record employee in/out times accurately. As a human, it’s impossible for you to track an employee every time he comes in or goes out. You can automate this by using a time attendance device. If you don’t have one, buy a new one; it doesn’t cost much.

2. Attendance tracking, with an option for manual editing

Time Attendance devices are very accurate in tracking your employees. But as a manager it should be possible for you to add, delete or edit data coming in from time attendance devices. Sometimes, one of your employees is late because he was on a client visit. Your time attendance device will indicate it as a late coming, but as a manager you want to change the data to include the fact.

3. Consolidate and analyze your findings

So you had been tracking employees for some time; now, consolidate your findings. Create employee wise monthly or weekly reports on latecomers. Also create department wise reports on latecomers. Analyze how many hours were lost because of latecomers.

4. Present your findings to your employees and management

Send monthly attendance summary reports to each employee, at the end of every month. Let the employees know that they are being traced. Send department wise attendance reports to department managers.

5. Implement new company policies

If your company doesn’t have good policies on late comings, create new policies. For eg. If an employee is late for more than three times a month, he loses salary for a day.

6. Motivate your employees. Find employee of the month.

As you have accurate attendance data, find the employee with the best attendance record for the month. Display the information in your notice board, publish it in your internal website, and motivate other employees.

Just imagine doing all these manually; it’s nearly impossible. You really need a software that can automate all these. A good HR software can do the following for you:

1. Interprets data coming in from a time attendance devices
2. Allows manual editing of interpreted time attendance data
3. Generates consolidated employee, department wise reports
4. Sends consolidated reports to employees and management each month end.
5. Processes salary considering your attendance rules and company policies.
6. Generates attendance summary to find the employee of the month.

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