What are Time and Attendance Systems?
Employee Time Attendance – Time and attendance systems allow employees to clock in and out electronically via time clocks, internet-connected computers, mobile devices, and telephones.
That data then instantly transfers into software that can seamlessly import it into your payroll solution.
These systems do much more than just tracking when employees come and go, though. They also do the following:
- Monitor mobile employees via geolocation and geofencing
- Give real-time data on who is working, who is not, who showed up late, and who is nearing overtime
- Manage paid time off (PTO)
- Create employee schedules
- Provide managers and business owners with detailed labor data
Time and attendance systems feature a self-service function that allows employees to handle many time-tracking tasks on their own, including reviewing the hours they’ve worked, their current and future schedules, and PTO details.
Time and attendance systems are offered as cloud-based or on-premises solutions. The on-premises systems are stored on servers within your business, while the cloud-based systems are housed by your time and attendance system provider and accessed online.
Pros and cons: The biggest benefit of these digital systems is they eliminate the need for manual time cards. All the time is collected electronically, with the calculations are done for you. This cuts down on the chance of errors. Another positive is that these systems manage all your time needs – employee attendance, paid time off, and scheduling – in one program.
The biggest drawback to time-tracking systems is that they are more expensive than the old manual method where employees wrote down their hours each day or punched in and out using a paper time card. Another potential downside is that they often force employers to curb the perception that asking their employees to track their time is some form of micromanagement.
What the experts say: “The goal of an automated time and attendance system is to provide a way to track an employee’s time. This can be as basic as tracking working hours or as complex as tracking vacation, leave of absence, holiday, and sick time. The most common time systems have an interface that allows employees to clock in and out, either via a kiosk, a laptop, a time clock, or even a mobile app. All of the time is tracked in the system and then is reported to a payroll system.
Time and Attendance System Costs
The cost structure of a time and attendance system depends on whether you choose a cloud-based or on-premises solution. Cloud-based systems have smaller recurring monthly costs, while on-premises systems have larger one-time fees.
With on-premises systems, you pay all your costs upfront. You can expect to pay several thousand dollars for the software, licenses for each employee, and installation. There aren’t any monthly fees for the service after that. However, there typically is no ongoing support or software updates included in your one-time costs.
For a cloud-based system, most services charge a per-user fee that ranges from ₹20 to ₹100 per employee, per month. Some services also assess a base monthly charge or a minimum monthly charge.
Some providers also charge a one-time setup and implementation fee. Unlike on-premises systems, however, all software upgrades and support are included in your monthly expenses.
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