Your Guide to Software Selection

Time and Attendance System Features & Requirements Checklist

Time and attendance tracking is one of the most vital day-to-day operations of any business. It may seem trivial, but the management of hours is equally important for all members of an organization. Work times determine payment and benefits, influencing financial decisions. With the right time and attendance software features, this crucial function is automated and streamlined. An all-inclusive system can handle standard scheduling capabilities as well as more advanced functions like reporting.

Our checklist details the top time and attendance system features and requirements.

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Time Management

One of the main functions of the software, time management features track employee presence. Time trackers monitor how much time is spent at work, working overtime and the time spent on specific projects. Time management functions as a productivity measure as well as a tool assisting in financial decisions. When a business is able to track time automatically through software, compensation can be easily calculated.

Time Tracker
Project Time Tracking
Overtime Tracking
Rounding Rules and Exceptions
GPS Tracking

TimeTracker App

Project time tracking from the TimeTracker App.

Attendance Management

Attendance management features handle standard tools used for attendance tracking, such as clocking in and out. This automates the process of employee time tracking. Meanwhile, attendance is automatically tracked and recorded.

Some vendors offer a biometric time clock, which takes personalized attendance into the future. Biometrics require identification in the form of a fingerprint, eye pattern or voice in order to clock in and out and access other features. By requiring this information, employers can make sure each employee can only access the items they have permissions for. Biometrics also help avoid people clocking in for late or absent coworkers.

Clock In/Out
Biometrics
Attendance Tracking

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Absence and Leave Management

Absence and leave management features give employees the tools to manage their own time off requests, including the tracking of planned absences due to appointments, vacations and holidays. Employees can view leave information, like calendars, and request time off through the system. The software tracks leave and monitors benefits. For example, employees can apply PTO or vacation days to their time off, ensuring proper compensation and compliance with company procedures.

Time Off Requests
PTO Requests
Dashboard
Leave Application
Online Leave Management
Vacation Tracking
Leave Tracking
Holidays Calendar

Employee Management

Ease of use is facilitated through employee management features. Databases compile employee information in one place while mobile and self-service capabilities promote accessibility. The goal of these features is to make time and attendance information easily visible to all members of an organization.

Employee Database
Mobile Access
Self-Service
Employee Roster
Notes

ADP Talent Management

ADP’s employee management interface.

Scheduling

Scheduling through time and attendance software streamlines the process of schedule creation with collaborative features. For employers, the software automates scheduling, taking shift preferences and other parameters into account. For employees, the software serves as a centralized location to view schedules, make requests and be notified of any changes.

Schedule Creation
Staff Schedules
Employee Groups
Schedule Alerts

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Employee Communication

A comprehensive time and attendance system supplies features that assist in keeping employees informed and in contact with coworkers and management. These features may include something as simple as built-in instant messaging and alerts or more advanced communication functions.

Instant Messaging
Performance Management
Alerts

Document Management

Document management functions make it easy to share information and communicate across departments. Users can set up notifications to alert team members of any important information associated with time or attendance. This category of features also includes working with data related to time and attendance to offer insight into current practices. Managers can define employee positions within the system and the permissions that accompany those roles. Clearly defined permissions serve as a security measure for files.

Import/Export Data
Data Sharing
Workflow Alerts
Roles and Rights

Integrations

Time and attendance systems can integrate with other human resource solutions such as human capital management, accounting and payroll software as well as non-HR tools like enterprise resource planning systems. All HR data is available in a single system, providing a comprehensive, all-in-one place for employee management functions.

ERP Integration
HCM Integration
Accounting Software Integration
Payroll Software Integration
Data API

Business Intelligence and Reporting

The inclusion of embedded business intelligence in time and attendance solutions provides a platform for the evaluation of company performance in relation to time. These tools can compile data on employee attendance, analyze the findings and create a report. Reports present data insights in a visually informative medium and can be shared throughout an organization. The analysis offered by business intelligence features aids in future decision making and changes made to attendance policies.

Performance Management
Financial Reporting
Activity Reporting
Attendance Reporting
Time Off Summary
Leave Reports

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Conclusion

Time and attendance software streamlines functions performed by the vast majority of businesses: tracking hours and leave. Although the features of these systems seem simple, the responsibility can become overwhelming as an organization grows. With larger companies, it is best to automate these procedures to ensure time is tracked accurately.

Beyond standard schedule-related features and tracking, some software solutions offer advanced integration and business intelligence features. Integration with other programs connects time and attendance data with additional metrics, presenting a full view of an organization. Reporting capabilities organize findings into a visual medium.

Whether your business requires a tool strictly for absence tracking or a system with advanced analytical features, time and attendance systems can help. Evaluate our software requirements template to identify which features will benefit your organization.

What does your business need from time and attendance software? Let us know in the comments!

Alainia ConradTime and Attendance System Features & Requirements Checklist

1 comment

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  • Fekara - November 27, 2018 reply

    Interesting read so far, thanks for this wonderful share.

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