Keeping track of employee hours and managing payroll as a UK business owner is a time-consuming and complex task. That is why many organisations choose to invest in a reliable time and attendance machine to monitor the attendance of their employees and increase their payroll accuracy.
Time and attendance machines are a workforce management tool that automates time monitoring and simplifies employee scheduling processes. The software collects time-based data, such as employee clock-in and clock-out activities and delivers it to payroll for processing.
These machines are far more accurate than manual methods as they reduce the possibility of human error and provide employees with precise real-time data, as well as a more effective means of managing overtime and other payroll costs.
There are three main types of Clocking-In Machine Systems commonly used by businesses in the UK. We look further into these systems below, highlighting their benefits and which sectors they would be best suited to.
Many businesses in the UK use proximity clocking machines as a simple time and attendance solution. There are two ways to clock in using a proximity time and attendance machine: key fobs or swipe cards. Employees will place their fob or card in front of the machine, which will then authenticate their attendance with an audio and visual message.
The majority of these machines use contactless Radio-frequency identification (RFID) for time and attendance tracking. RFID is a wireless technology that uses radio waves to exchange data between two devices, which in this case would be a clocking-in machine and a card or a fob. The employer provides employees with a card or fob that contains a unique number assigned to them. They are then required to scan this card or fob against the machine at the beginning and end of their shift and at break times if required. This is then communicated to a system that stores the data, providing an accurate and reliable record of employees’ work hours.
Proximity systems are suited to any business, but particularly companies that are fast-paced and employ large numbers of people. This could include retail stores, factories, cafes, hotels, hospitals or even large offices.
There are various advantages to using these systems. Due to their simplicity, they mitigate the possibility of employee error, which makes these systems a reliable option for accurate time and attendance tracking. They are also quick, allowing employees to clock in within a matter of seconds. This is a huge benefit to organisations that have a large number of employees looking to clock in at the same time, as it reduces the likelihood of large queues forming.
When it comes to time and attendance systems, a shift towards biometric technology has become increasingly notable over the past 10 years. Fingerprint biometric systems are the most popular amongst UK businesses. In attendance management, these systems work similarly to proximity except instead of a fob or swipe card, they require employees to scan their fingerprints.
Fingerprint recognition can be used almost anywhere, but would be most suitable in large, busy workplace environments where monitoring employees is difficult, such as large retail stores, offices or the hospitality sector.
There are several reasons why these systems are best suited to these kinds of organisations. One of the most notable reasons is that because employees cannot manipulate biometric data, it reduces the likelihood of time theft and prevents practices such as buddy punching, which is where one employee asks another employee to clock in on their behalf. Therefore, implementing these systems allows businesses to save a significant amount of money on shrinkage and ensures employees are only compensated for hours they have worked.
These machines, however, are not appropriate for all sectors. Fingerprint scanners, for example, would not be appropriate in environments where abrasion, acid, or injury to a finger was likely. This could include organisations in the construction, manufacturing or oil and gas sectors.
Another biometric system that has received a great amount of attention in the post-pandemic world is facial recognition clocking. These systems use sophisticated, advanced algorithms to analyse distinctive facial features to identify individuals and accurately record their attendance.
This type of time and attendance machine would be most appropriate in public service and government agencies as they are well-suited for organisations that require high levels of security.
This is because they can be integrated with access control systems, meaning that they will only allow authorised individuals to gain access to a building and eliminate the chances of employee impersonation. They are also a contactless and hygienic solution, as they do not require physical touch which allows organisations to maintain a sterile environment.
Some facial recognition terminals are even capable of mask detection and can allow for clocking even when wearing a surgical-style face mask or beard/hair net. This makes them an ideal solution in almost any indoor environment.
As you can see, each system can provide unique benefits for specific sectors. Therefore, it is critical that when selecting a time and attendance machine, you analyse and choose a system that specifically suits the needs of your business in order to increase overall business efficiency.
At North East Time Recorders, we are experts in our industry and are here to advise you every step of the way in selecting the most appropriate system for your business. To assist you in finding the right equipment for your business, we will take into account factors such as work environment, the specialised needs of your industry, and affordability. We can also guide you on the optimal installation location within your premises.
For professional, specialist advice on time and attendance machines and systems, Get In Touch with a member of our team today.
Looking to elevate the Time & Attendance management of your business? We provide scalable, secure, and technologically advanced solutions.
Netr 2024 © All Rights Reserved
