Thanks to technological advancements, manual time punch-clocks, timesheets and time cards are a thing of the past. If at all you are still using these manual methods of keeping track of your employees’ time records, then it’s high time you embraced technological evolution. The manual time tracking methods have since been replaced with automated time and attendance systems. Since the entire process is automated, employee check-in and check-out time is usually recorded automatically with ultimate precision thus assisting in simplifying employee time management operations. This system has been operational for a number of years but just recently has the cost of time and attendance system happened to be reasonable enough for most businesses to afford.

Investing in a time and attendance system is a smart decision to make since the automation of employee working hours will ensure optimum productivity of your employees thus increasing your profit margins. Computerization of employee working hours reduces human errors previously caused by using manual methods thus effectively controlling the amount dispatched for labor costs. It is also convenient for your employees since they can easily keep track of their working hours, confirm work schedules and keep track of the time they are on vacation.

A research carried out after the introduction of the time and attendance system in a number of organizations showed that the system helped augment employee morale. This is because employees know that they cannot trick the system, tus showing up for work in time. With the manual system, some employees would sign-in their friends, thus making the ones who are present feel shortchanged. The automated system ensures that no such things happen, and you get paid according to the actual hours you work.

A brief overview of the time and attendance system

In essence, there are two principal components that constitute an attendance and time system basically the software and hardware. The hardware includes the electronic equipment necessary to get the system functioning efficiently. A good example of the hardware devices required to get the system running includes; a time-clock, magnetic key cards or iButtons, biometric scanners and barcode readers among other devices depending on the type of system installed. These devices are generally installed in the building entryways to allow immediate check-in of the employees the minute they arrive. It is important to consider the time clock prices while preparing to install these hardware devices to adjust your budget accordingly.

Conversely, the attendance and time software is typically an application that is programmed to record, store, analyze and organize employee working hours. The software generally keeps track of employee check-in and check-out hours and stores the information to be used to calculate employee wages at the end of the month. There are different types of software that you can opt to have deployed for your premises. There is the on-premises system that is installed in organization servers and the web-hosted system that handles time management via an external service provider.

The two components are usually integrated for the system to be able to work. How does the system work? Employees use clock-in devices like radio frequency key ID tags, electronic key cards or biometric terminals for finger prints or in other cases facial recognition to sign in. The clocks in devices are usually used to identify the employee and capture their time records. The exact time that the employee checks in is recorded, enabling the computer to keep track of the number of work hours, then it uses this information for other relevant calculations. The type of device you opt to install will generally depend on the time clock prices.

Tips on choosing a good time and attendance management system

Below is a list of features and factors to put into consideration while making a decision on the type of time and attendance system to get;

• Ease of use: This is one of the key factors to consider when making a decision on the type of time and attendance management system to get. The system should be user friendly to enable the person in charge of computing the payroll to easily interpret the recorded information and use the information accurately while calculation the salaries. The software should be highly intuitive and user friendly.
• Expandability: The other factor to consider is the development features provided in the system. You wouldn’t want to purchase a system that will constrain you from expending your business. Also consider the maximum number of employees the system can handle. There are companies that charge an extra fee for an additional number of employees. A system that is flexible enough to allow for modification in its functionality and number of employees it handles is the most ideal system since you can easily expend it with respect to the level of company growth.
• Resilience of the system: As much as the system augments employee morale since employees don’t feel shortchanged by other employees who fabricate the number of hours they work, most of the employees would attempt to resist change. Getting a durable system that is resilient enough to stand even abuse will save you a lot in terms of repair and maintenance fees. The time clock prices are usually used as indicators for quality and durability. An example of an ideal system consider should be iButton based time management systems. Compared to magnetic strips which loose data when they crack, iButtons are impervious to chemicals, magnetic fields and water.
• Functionality of the system: When deciding on the type of system to get, consider the functions the system can perform. A system with customizable functions is the most ideal system for your organization.

Average cost of the time and attendance system

Normally, the cost of time and attendance system will depend on the complexity of the features of the system. For basic systems that can compute data for companies with less than twenty five employees, it would cost about $500 to $1000 depending on the quality of clock-in devices and features included. For a more intricate system with features like payroll integration and employee scheduling, it would cost you an average of $2000-$4000. Larger organizations with a bigger number of employees need a complex system to manage the entire time, payroll and attendance functions. Such a system would cost between $10,000 and $100,000 depending on the total number of employees. On the other hand, web-based systems demand for lower up-front charges of about $1000 on the higher side and consequent monthly fees ranging between $30 and $100.

In summary, it is best to insist on a prototype, to test the functionalities, prior to making any purchase commitments. It is also advisable to inquire details on the return policy as well as support services.