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 well for flexitime and comes with comprehensive reporting.
Flexitime monitoring is amongst Captureit’s core competencies. It is feature rich and benefits managers and employees alike. The system is easy to configure and copes equally well with both full and part-time employees, in reducing the time and cost spent on flexitime administration.
Any flexitime period can be accommodated, with monthly and four-weekly periods being the most popular. At the end of each period rules are applied regarding whether credit and/or debit hours should be carried forward, with capping of these hours, if required.
As you would expect, employees are allocated a flexitime work pattern that they are measured against. This pattern will include their contracted hours, range of daily hours for which credit will be given, plus settings for the employee’s ‘core hours’. Employee’s clocking in or out within their core hours will be marked as being ‘late’ or ‘leaving early’, although this can be over-ridden as required, a good example being an employee working off-site at the start of a day. Work outside the standard range of hours can also be credited, as required.
Employees are able to clock using the usual range of devices, including proximity, biometric, PCs and mobile devices. The latter is particularly useful for employees who often start or finish their working day off-site.
Many office-based customers licence their employees for Captureit‘s Desktop Interface. This allows them to view their flexitime balance, attendance history, personal Attendance Calendar and holiday allowances, meaning that queries to HR or line managers are minimised.
There is also the option for employees to clock in/out and book lunch and/or breaks, via their Desktop Interface. Whilst the in/out option is attractive, most customers still use a clocking terminal to ensure that employees are placed on the Fire Roll Call, just as soon as they arrive at work, as opposed to waiting for them to clock in at their PC. Having said this, the options for booking to lunch and/or breaks tend to be well used.
The nature of flexitime means that employees may well be taking lunch at varying times each day. So that colleagues are aware when others are at lunch, the Desktop Interface includes a Who’s In feature that shows the real-time status of colleagues – no more trying to put a call through to a colleague who is on lunch!
Flexi-leave is a common feature of the flexitime system. Most companies require an employee to have accrued sufficient hours before they qualify for flexi-leave. Captureit understands this, but still offers the option for an employee to request a future date as a provisional flexi-leave booking. This allows employees and managers to plan for such events, with the provisional booking being later converted into a confirmed flexi-leave date.
Line managers can be set up as administrators for employees who report to them. Giving line managers responsibility to approve holidays and flexi-leave is often better than this being a centralised function.
New to Flexitime?
If you are considering flexitime for the first time, then we can help by sharing the experience gathered from so many customers over the years, so that you start with a scheme that will stand the test of time. What are the pros and cons of differing flexi-periods; how are period end debits best treated; should we round times; how is it best introduced to staff; what about staff arriving early who do not start work when they arrive, but we still want them on the fire register? The list is long, but we can help advise you along the way.
Finally, Captureit handles Flexible Working. This is slightly different to flexitime and is usually a scheme whereby employees may arrive ‘early’ or ‘late’ each day (within limits) provided they complete their contracted hours for that day (or sometimes week). It is possible that these schemes do not pay employees for additional hours work, but instead allow the employee to ‘bank’ these hours, to be later taken off as holiday. This is commonly referred to as TOIL – time off in lieu, and, again, can be very effectively managed within Captureit.