E-attendance systems are one of many methods of recording and keeping track of attendance lists; in this case, attendance will be carried out through online means, and through digital devices such as smartphones or desktops. Advancing parallel to the development of modern technology, such attendance systems are becoming more popular, having been adopted by a variety of corporate entities since the onset of the global pandemic, in order to better adapt to New Normal laws.
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If until now your company is still using a manual attendance system, it may be appropriate to switch to using an e-attendance system; such systems are specifically wired to facilitate the process of recording and managing employee attendance, doing do in an organized manner through data reports.
As we know, before starting work, employees will first and foremost, take an attendance list of everyone who has arrived on time (and also those who haven’t). This is crucial as employee attendance records are among the various factors that affect employee salaries. In addition, attendance lists are also important for the human resources team in order to monitor overall levels of employee discipline.
Online attendance trackers are among the various technological developments highly useful for the corporate sphere, as it can make the conventional attendance process a more manageable and automatic process. Within this digital era, many companies have started using e-attendance tool for the convenience of both the employer as well as the employee.
A Brief Definition of E Attendance Systems
The purpose of E-attendance systems is to properly record attendance lists through online and digital devices such as smartphones or desktops connected to an internet connection. Currently, e-attendance systems generally come in the form of websites or applications.
In addition, such systems can be cloud or on-premise based. If your company is aiming to use an on premise attendance system, the appropriate data will then be stored within databases and servers operated by your own company. However, if your company subsequently chooses a cloud-based attendance system, then any appropriate data will be stored within a data center server, offered by the service provider.
It is indeed important to know that websites and e-attendance applications that are widely used by companies today are not only limited to recording attendance lists. In general, e-attendance systems also provide a wide variety of other functions as well, such as:
- Time Tracking Features: a feature that calculates the total number of working hours of every employee.
- GPS tracker: this features serves to track employee work locations.
- Employees leave management: a feature that allows for the better management of employees in regards to leave quotas and work permits.
- Screen monitoring: a feature that tracks employee activities from their desktop device’s screen.
- Payroll system: this function serves to better streamline the payroll process.
How to Use the E Attendance Systems
In order to use the e-attendance systems, you first have to make sure that the device used is connected to the internet. It is important to know that each e-attendance application is wired differently. But in general, the following reveal some general steps that can be applied when using an e-attendance system:
1. Download the app onto your device
The first thing that must be done is to download the application from the App Store or from the official website of the application provider. Make sure you choose the appropriate application for your device’s OS, whether that be a Windows, Mac or Linux.
2. The installation process
After the application has finished downloading, be sure to install the application onto your device. The trick is to extract the application folder and look for the program’s exe file. Once you’ve found it, you can run the app on your device.
3. Logging in
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When your company has decided to use an e-attendance system offered up by a provider, your company will be given the appropriate login credentials so as to access the system. Such credentials come with both a username and a password. You can first ask about these login credentials to the company management or the HRD team.
4. Conducting attendance
When the application has been fully installed and you are logged into the system, you can then use its online attendance features. Each application functions differently when recording employee attendance hours. Some of them have to use “selfies” or photos to access them; others simply require you to press the start button. When employees take their attendance, the system will automatically record the employee’s working hours. The system will then start to run in order to calculate the total number of working hours any employee has spent on any given day. On the other hand, the HR department or management will be given access to the admin page. Thus, the HR team can efficiently monitor any employees who have arrived late.
Some e-attendance applications will also automatically inform the HR team of any employees who have arrived or started their work late. In addition, you will need to remember that this data will be appropriately stored within a single data center. That means that any data related to employee attendance within all company branches can also be stored within the same place. So, the HR team can properly monitor the overall discipline of all their employees. This certainly can ease the daily tasks hoisted upon any regular HR department.
The Overall Impact of E Attendance Systems
Perhaps you are wondering why such e-attendance systems are becoming more widely known to have a positive impact on employee productivity. The answer is because e-attendance systems hold various functionalities in order to monitor the daily performance of all employees. So, therefore, e-attendance systems not only serve to record the overall attendance hours of its employees, but also serve a variety of other functionalities. The following are some overall positive effects such systems will have on the company as a whole:
1. Ensure that employees work according to the specified hours
Sometimes, companies find it difficult to monitor the total daily working hours of its employees. It is hard to know how much time has been spent working, resting, or even worshiping. Therefore, e-attendance systems are used. Online attendance e application systems provide a feature in order to track the total number of working hours of each corporate employee. Through this feature, the company can ensure that all of its employees fulfill their work time responsibilities in accordance with the regulations set by the company.
2. Enable companies to implement flexible work strategies
A flexible employment strategy, or also known as a flexible work arrangement is currently a modern system of work which is being widely applied by more technologically equipped companies. Some examples of this include remote work strategies, or also known as Work From Home strategies. Such strategies allow employees to work a certain number of hours per day/week, but through a flexible schedule. Thus, employees can customize their workday to suit their specific needs.
