Whether you are new to Time & Attendance software or looking to replace an existing system, we will provide you with a clocking system that is robust, easy-to-use and provides great value for money.
We will help you select the most appropriate clocking options such as proximity, biometric, PC and mobile devices. In doing so we will make sure we understand your business in recommending the solution that meets all your objectives. This will include features that give you real value from your attendance data in helping manage your workforce.
Thereafter, we will support you as a valued long-term and highly satisfied customer. That is what we do!
We listen carefully and apply our experience to your circumstances. Everything we agree is fully documented, so that, as a happy customer, our delivery meets your expectations.Read More
Via either an on-site or web presentation, we will cover all aspects of our software and services, so you can be sure we meet your requirements.Read More
Having in place an excellent Time & Attendance system is a must, even though the reasons for doing so vary massively by business type. Whether you have a salaried workforce, hourly paid staff, remote workers or employees on complex shift patterns Captureit will help you manage these more effectively and at a lower cost than manual methods. This includes exporting attendance data into your payroll.
There are then other benefits, including helping with your employer responsibilities, such as an accurate fire register and better security through integrated access control. Captureit covers all of these... and more.
It is fact that the single biggest cost to U.K. Industry is ‘absence’, whether this be authorised or otherwise. Minimising absence, especially unauthorised sickness, relies on accurate information so you can react accordingly. Evidence clearly shows that companies with a pro-active approach, based on evidence and swift action, have the lowest levels of absenteeism.
Captureit provides you with the information you require, including automatic emails when key events occur, e.g. ‘employee is absent’ and ‘employee has now returned from absence’, so your management of such situations is timely and appropriate.
Finally, when it comes to measuring absence, Captureit supports the Bradford Factor, which is an excellent way to help manage and improve absence behaviour.
Whether it is securing a main entrance, controlling a barrier or securing the server room, Captureit provides this, including 1) full integration with Time & Attendance, 3) use of the same card or key fob for all functions, and 2) an audit trail of who accessed which door. Timed zones can be set and access customised so that only authorised persons gain access to specified locations.
If you already have an access control system, then the good news is that it is likely you will be able to use your existing cards or key fobs with our clocking terminals.
If you would like employees to book to lunch the process must be simple and fool proof. Most companies do not require employees to book to lunch unless they are going off-site (for fire register purposes). However, if employees are allowed a ‘flexible lunch’, such as with flexitime, then booking to lunch will be mandatory, with Captureit informing you if an employee forgets.
All options are supported, including warnings of employees booking ‘long lunches.’
The Bradford Factor is the most widely used method in identifying the extent of employee absence. Each time an employee is absent they affect their ‘score’, which is dependent on how many days they have been absent (in the last year) and on how many separate occasions has this happened. There is a big difference in disruption to your business of an employee being absent on one occasion for one ten day period, versus an employee who ‘threw a one-day sickie’ on ten separate occasions.
The Bradford Factor takes account of this and means you can focus on those individuals causing the greatest disruption.
For employees, using a computerised system is a good thing. Why? Hourly paid workers will know that their overtime will not be missed and that their pay is accurate; holiday bookings are always up to date to prevent conflicts; no more filling in of time sheets or on/off site sheets; they are listed ‘on the fire register’; that colleague with a lax manager is now correctly recorded when arriving late. The honest employee will embrace Captureit, whilst those trying to take advantage will soon be identified.
There is no issue more important than employee safety. Captureit’s Fire Roll Call feature means that all employees and the company can be assured that employees’ on/off site status is always fully up-to-date. When the fire alarm sounds Captureit will instantly print out details of all employees on-site (and those who have temporarily gone off-site). The system even works across multiple locations and takes account of employees moving between locations.
Trying to manage any form of flexitime system manually is a nightmare. Using Captureit it is simple and straightforward from both the employee and company’s perspectives. As well as the option of using a clocking terminal, employees can also record and manage their flexitime from their PC. The process is simple and accurate, whilst massively reducing central administration and saving time and cost.
As you would expect, the system caters for Time Off In Lieu (TOIL) and comes with comprehensive reporting.
Overtime is usually a paid event, although in some cases, it can result in Time Off In Lieu (or a mix of the two). Either way, CIT will calculate overtime in accordance with your rules.
This includes applying either daily or weekly rules. Weekly rules normally require the employee to work their total contracted (weekly) hours before qualifying for overtime, whereas daily rules allow overtime to be earned each day, irrespective of what happens on other days.
Companies also vary in the way in which they approve overtime. Some required every instance to be manually approved, whereas others allow automatic approval, usually based on the employee arrival and/or departure times. CIT covers all options.
Improving the payroll process is often an important driver when installing a Time and Attendance system. This is especially so when there are hourly paid employees or where there is overtime and other forms of payments and deductions.
Captureit takes away the pain and stress by reducing the time needed to, firstly, establish the times and/or amounts to be paid and, secondly, by then providing the option to transfer this information directly into your payroll, including to Sage, which we find is the most popular payroll choice.
Remote workers are normally those who travel or who work away from the office, often from home. Both are well catered and can use a range of Captureit technologies. For those who travel, there is the option of mobile phone technology or using a tablet. In the case of mobile phones, there is also the option of GeoLocation, which means that the location of any clockings can be viewed using Google Maps. Very useful in confirming that on employee was ‘on-site’ at agreed times.
Home based workers can use either Captureit’s web interface or connect using their company’s VPN.
Interpreting attendance, absence and other data is clearly vital. As such Captureit provides an extensive set of reports that cover all aspects of employee attendance, absence and costs. All reports can be exported in a range of formats, including Excel, PDF and Word. For the more sophisticated user data can be extracted directly into Excel using ODBC.
What are the origins of Time and Attendance systems? To answer this we have to go back many years.
In the 1800’s at the height of the Industrial revolution, Factory Owners loved Child Labour because it was cheap and unregulated. However, the government stepped in to improve factory conditions and regulate how many hours people were being made to work.
This saw the birth of the Time Clock, used for the purpose of recording when workers arrived and left work. A mechanical stamping machine would record the time and date on a thick paper card, known as the clock card.
At the end of the week the factory owner had a record of how many hours each employee had worked, meaning the employer could pay the correct amount, and (if they were lucky) the employee could check to make sure the employer wasn’t cheating them out of pay, which in those days was an occupational hazard!
Fast forward over 150 years and the time stamping machine has been replaced by electronic devices and software solutions that manage much more than clocking in and out – the days of simply recording in/out times are behind us.
Instead, modern systems are there to help employers better manage their workforce. This means understanding all attendance related events, such as absence, lateness, holiday bookings, overtime, paid and unpaid sickness in getting the very best value from what is usually an employer’s greatest business cost.
At Vizual Management Solutions we work with all industry types in providing a Workforce Management solution that meets these objectives. Have a good read of this website and learn more.
These must be easy for the employee to use, whilst meeting the business requirement of being accurate and cost-effective. There are many to choose from, including proximity terminals (using either cards and/or key fobs), finger or hand biometric terminals, mobile phone clocking (including GeoLocation) and web based options.
All have their pros and cons and we are here to make sure you receive the very best advice in selecting what is right for you.
Neither technology records an employee’s fingerprint or hand (palm) print, so there are no Human Rights issues. Bear in mind that the time taken by an employee to use these technologies (positioning) is longer than with proximity technology – this can affect how many devices are needed when there are larger numbers clocking in/out at the same time. Even so, it is an excellent technology and allows employees to use different terminals (on your network) to clock in or out.
This is an excellent technology and is used extensively. It is more advanced than hand technology and works in real-time, meaning the Fire Register is always up-to-date. The clocking terminal supports the usual in/out, lunch and break functions and also on/off site (again for Fire Register purposes). Finger terminals are not recommended for very dirty environments – this is where the Hand Scanner should be considered.
These are very robust devices that perform well in ‘dirty’ environments. They work by measuring (in three dimensions) hand bulk, palm width and finger dimensions, which vary significantly between individuals.
These are the most popular clocking terminals and use cards or key fobs (mix and match). The cards/fobs are compatible with Captureit’s Access Control system and provide rapid employee recognition. This makes them popular with employees and means the cost for employers is minimised by requiring the fewest number of terminals. All in all, a good choice.
Using any Smartphone, employees can now make clockings to record their attendance and other activities. Most customers opt for the GeoLocation feature that records the location of each clocking. This is useful for many reasons, from ensuring an employee was on-site at the expected times, to being able to understanding the travel and on-site activity of employees visiting several sites in the day.
This option allows employees to make clockings and/or view their personal attendance data from their PC. This is especially useful when operating flexitime and can be used alongside clockings made at physical terminals.
PC clocking can be made ‘on-site’ or from remote locations, so is ideal for both office based and remote employees.
For many companies, understanding the cost of their output is vital, whether this is based on individual jobs (works orders) or employee activity. Captureit provides this, plus other important metrics, such as non-productive time and employee productivity.
Employees benefit by no longer having to complete time-sheets and all information is in real time so that actual costs can be monitored alongside budgets. A really good solution!
If you wish to record the time spent by employees on named activities then this is an excellent way to do so. The start and end time of each activity booking is recorded. There is the option to include pay rates in understanding the total time and employment cost (across all employees) on each activity. Examples might include costing production lines, work areas and the like.
If you wish to record the time spent by employees on individual jobs (works orders) then this is for you. The detail recorded includes who worked on what job, when, at what cost and was it on budget!
This software is powerful and means that you now have a true understanding of job labour costs on every job. You will be emailed if jobs go over budget. Finally, we are able to integrate with your main manufacturing software in transferring budget and cost information between the two systems.
SFDC is part of Captureit’s Job Labour Costing module and is an effective method for employees to record the jobs/operations they work on. The usual method of doing so is by the use of bar-coded routing cards, which can be produced by Captureit or your manufacturing software.
The process is quick, simple and accurate and relieves employees from the task of completing manual time-sheets. Any operations that exceed budget are reported by email, whilst error checking ensures that operations that have been ‘completed’ cannot be booked to inadvertently.