You may have seen time management software advertised and wondered what this software can do. Time management software is a modern solution for tracking employee time and attendance. Though, it provides so much more than just a superior time tracking solution. Let’s learn more about the benefits of this software.
What is Time Management Software?
Time management systems are used for accurately tracking attendance. These systems include various features that help improve the efficiency of your workforce management tasks.
At the heart of these systems is the clocking method you choose. This includes clocking terminals along with web-based solutions. You can also choose landline clocking and even mobile phone clocking. You are able to select a solution that works best for your business.
Once an employee clocks in or out, the information is instantly logged by the system. This can be integrated into your payroll management system. The total hours worked by each employee can then be uploaded to your payroll software. This automates the way you enter payroll information and ensures accuracy.
In addition to using the clocking in systems for logging employee hours, you can use them for restricting access. You can restrict access to specific areas of your business, conference rooms, IT rooms, and other locations. This can be used in conjunction with your attendance tracking solutions.
Which Industries Can Benefit from Time Management Systems?
Any business in just about any industry can benefit from using time management solutions. Whether you operate a factory or manage an office, today’s modern business needs a robust system that can simplify the way you track employee attendance. You can choose a clocking system that meets the needs of your business.
In a telemarketing setting or customer service department, phone-line clocking offers a simple solution. In an industrial setting, a biometric clocking terminal or a proximity terminal may be more suitable. There is a solution for any setting.
This software also offers the perfect option for businesses with a mobile workforce. Dealing with attendance tracking for employees that do not physically clock in at your office or business location can be a hassle. Time management software solves this issue.
By using mobile phone clocking, web-based clocking, or text alert clocking you can easily manage your field employees. With mobile phone clocking, employees can clock onto tasks or projects from their mobile device. This can also be combined with GPS technology. Use GPS for monitoring the location of your employees when they clock in or out.
Text alert clocking can also be utilised by businesses with a mobile workforce or field employees. Employees send a message using their mobile device. Automatic notifications can be included to let managers know when an employee misses their scheduled clock in time or for invalid clocking texts rejected by the system. These notifications can also be used to warn employees about a missed shift.
Another option is the use of biometric clocking terminals. This offers more security and helps prevent any abuse of the system. You will not have to worry about “buddy” swiping and other forms of attendance fraud. A biometric clocking terminal uses sensors to scan fingerprints and verify the identity of employees using the system. This can be combined with the use of swipe cards and key fobs.
Proximity terminals can be used to record employee attendance in a similar method to biometric terminals. Instead of scanning a fingerprint, the employee will use a key fob, an ID badge, a swipe card, or enter their employee PIN using keypad entry.
You can use these advanced systems in any industry. Regardless of your location or setting, or whether you have field employees, there is a solution that will work in any business.
What are the Primary Benefits of Time Management Software?
In addition to everything already discussed, there are a few other benefits and features that you should be made aware of. As mentioned, this software can be used in almost any industry. Along with the versatility offered by the use of time tracking systems, you can enjoy the following benefits:
- Avoid payroll errors
- Enforce your attendance policies
- Real-time absence management
- Instant approval or denial of time off requests
- Employees can view their schedule
- Save money and streamline HR operations
- This software is highly scalable
Avoid Payroll Errors
By using software to track attendance and employee work hours, you can avoid costly payroll errors. Manually entering attendance into a spreadsheet or payroll software can lead to mistakes. Even an occasional error each week can add up throughout the course of the year.
Enforce Your Attendance Policies
Using these systems also helps you enforce your attendance policies. Every minute worked by your employees is accurately logged by the system. There is no room for discrepancies or errors. This allows you to instantly determine when an employee has violated your attendance policy so that you can take immediate corrective action.
Real-time Attendance Monitoring
Management can view employee attendance in real-time. This can be beneficial when ensuring you have enough manpower for the day. At any given time, you can monitor the number of employees that are clocked in.
Instant Approval or Denial of Time Off Requests
Time and attendance systems simplify the way you handle time off requests. Employees can use the system to make a request. The request is sent via email to management or your HR staff for instant approval or denial.
Employees Can View Their Schedule
In addition to making time off requests, employees can also view their schedule. They can check their entitlements, view their available vacation hours or sick time, and determine their total hours for the week. This combination of benefits helps your business save money. You can streamline your HR operations. You can cut down on time spent dealing with employee requests, entering payroll, and other tasks related to employee attendance.
Streamline HR Operations
It is estimated that the average business experiences an error rate of 3% when manually entering payroll. HR departments spend at least 10% of their payroll processing time dealing with these errors. The time consumed correcting errors and manually entering information to begin with can drain the time set aside for other HR tasks. By automating this process, your HR team is free to spend more time on actual HR tasks, such as improving employee training and developing employee advancement programs.
Time Management Software is Scalable
As your business grows, time management software helps you continue to accurately track employee attendance. It is highly scalable. Whether you have a small business of 40 employees or a major organisation with thousands of employees, you can easily add new employees to your system.
How Can You Start Using a Time Management System?
We are in the 16th year of the new millennium. Manual clocking is outdated and prone to errors and inaccuracies. Whether you are relying on manual punch clocks, time sheets, or other forms of manual time attendance, it is time to consider upgrading to a modern system to boost the efficiency of your business.
Using time tracking systems can save you money, prevent errors, and improve the overall productivity of your business operations. If you are interested in using a time management system, then contact Advance Systems and learn more about their complete workforce management solutions.