In a company, big or small, the HR staff has a tough job: to track employees’ time and schedule jobs by hand. With 100+ employees working in shifts around the clock, this process gets difficult.
When employees report their hours worked on paper timesheets or through emails, it slows down data entry and leaves the scope of errors. Plus, when schedules change at the last minute, it can be hard for workers to make changes to their plans, which can lead to confusion and anger.
To deal with these problems and make attendance tracking easier, the HR managers are leveraging time tracking features in HR software. With time tracking functionalities in HR software, employees can easily clock in and out using ID readers or mobile apps.
Index
5 Common Challenges HR faced Without Time Tracking Features in HR Software
Manually scheduling can present numerous challenges for HR professionals, leading to inefficiencies and frustrations.
Here are five common challenges HRs face when scheduling manually, along with examples related to HR:
- Time-consuming processes: Manual scheduling requires HR professionals to spend considerable time creating, updating, and managing employee schedules.
For example, HR managers at a business may spend hours each week juggling employee availability and shift preferences to ensure adequate coverage.
- Increased risk of errors: Manually inputting data leaves room for errors such as double-bookings, understaffed shifts, or missed scheduling conflicts.
For instance, an HR coordinator might accidentally schedule an employee for overlapping shifts, leading to confusion and potential understaffing during critical hours.
- Difficulty in managing changes: Managing last-minute changes to schedules becomes challenging without automated systems.
For example, HR administrators may struggle to communicate schedule updates effectively, leading to confusion among employees and potential troubles to operations.
- Compliance concerns: Making sure compliance with labor laws and regulations becomes more complex when scheduling manually.
For instance, HR professionals must manually track overtime hours, breaks, and rest periods to certify compliance with labor laws, risking possible penalties or legal issues if errors occur.
- Lack of visibility and reporting: Manually tracking schedules makes it difficult for HR professionals to gain insights into employee availability, attendance patterns, and scheduling trends.
For example, HR managers may struggle to identify recurring scheduling conflicts or optimize staffing levels based on historical data, leading to inefficiencies and increased labor costs.
How can Time & Attendance Management Through HR Software’s Scheduling help HRs?
HR software, with its many useful features, changes the way managers’ schedule. It also keeps track of employees’ time, and the attendance management system becomes a success for HRs.
- Offer HRs a single platform where they can easily make and schedule employees’ shifts
When you have easy-to-use platforms and drag-and-drop features, scheduling is simplified, and managers can assign jobs based on employee availability, skills, and workload needs.
- Works with calendars and communication tools
This makes it easy for managers to let workers know about changes and updates to the plan in real time, which avoids confusion and makes sure everyone is on the same page.
- Tracks time automatically
Employees don’t have to fill out timesheets by hand and there is lesser scope of errors.
For instance, biometric readers, mobile apps, and web-based platforms are just a few of the electronic ways that employees can clock in and out.
This system makes sure that hours worked are recorded correctly, makes making payments easier, and lets managers see in real time who is present at work. Thus, not messing around with time and attendance management!
- Handle leaves and overtime
Managers can set up rules and alerts that will automatically mark extra hours, keep track of leave days, and make sure that all labor laws and rules are followed. This cautious method not only saves time, but it also lowers the risk of not following the rules and avoids possible legal problems.
So, HR software gives managers the information and tools they need to plan jobs, keep track of employees’ time, and make sure rules are followed. HR software increases productivity, lowers administrative work, and frees up managers to focus on strategic projects that make the company successful.
The software also shows real-time attendance records for employees, so the HR manager can quickly spot any problems or illegal breaks and take the right steps.
How to Choose a Time and Attendance Management System for Time Tracking & Scheduling?
Here’s five good reasons you should consider before implementing Time & Attendance Mangement system:
- Easy time tracking: employees can use biometric scanners, geo-fencing or mobile apps to log their hours. An employee working remotely can clock in using the mobile app, ensuring accurate time-tracking regardless of location.
- Sync scheduled and attendance: Integrate scheduling and time-tracking seamlessly.
When employee requests time off through the scheduling feature, it automatically updates their attendance record.
For instance, if an employee schedules vacation time in advance, their absence is accounted for in the attendance report without manual adjustments.
- Streamline time-tracking process: Standardize time-tracking procedures.
Implement a clear protocol where employees submit timesheets electronically at the end of each pay period. Regularly audit time-tracking data to catch discrepancies early.
Let’s say, an HR manager can set up automated alerts for any timesheet submissions exceeding a certain threshold of overtime hours.
- Leverage reporting and analytics: Utilize reporting tools to analyze time-tracking data.
Generate reports to identify trends, such as peak work hours or departments with high overtime usage.
For instance, HR managers can use analytics to identify patterns of employee tardiness and take proactive measures to address underlying issues, such as adjusting shift schedules or providing additional training.
- Training and support: Offer training sessions on using time-tracking features.
Create tutorials or meetings to help employees and managers navigate the HR software effectively.
For example, conduct hands-on workshops where employees learn how to submit timesheets accurately and resolve common issues independently.
Also, establish a dedicated support channel where users can seek help with software-related queries or technical issues.
Conclusion
Overall, time and attendance tracking that works well with HR software speeds up work, cuts down on mistakes, and raises output. Businesses can better handle their employees with tools like computer clock-ins, integrated schedules, and real-time reports.
HR software makes sure that rules are followed and helps people make better decisions by handling time-tracking tasks and giving useful information. Plus, employees gain from clear communication and organized processes, and managers can make good use of resources and find places to improve.
Lastly, using scheduling and time-tracking tools in HR software helps businesses become more efficient, make workers happier, and achieve business success.