Best Time and Attendance Systems for Manufacturing Companies
Published: 05/12/2022
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This article is for owners and managers who are shopping for time and attendance systems for manufacturing companies. Inside, you will find a diverse list of functionalities that solutions may offer, but it doesn’t necessarily mean you need them. Ultimately, we always recommend you try out the
Since you've landed on this article, we assume you recognise that your manufacturing business urgently needs digitisation, with time tracking being the ideal first step to initiate the process. However, the specific needs for such a tool can vary greatly between businesses, encompassing both internal and on-site activities. The way you intend to use the software will also heavily influence your choice.
That said, there is no one-size-fits-all solution. In fact, most options for this particular sector vary significantly from one another. Some provide only a cloud-based platform, while others include a range of hardware to support operations. From all-in-one tools to comprehensive tech stacks, there is certainly a vendor ready to meet your needs. You might think your search won’t be too extensive since the use of the software isn’t as widespread in manufacturing as in other sectors - but you are mistaken. Let us explain.
Although progress in digitisation is slow within manufacturing companies, it is not entirely absent. Software developers have recognised this and are racing to fill the gap to meet the rising demand. This means that, although you need to serve a rather niche industry, there are many time and attendance systems available. Therefore, even though your search is more focused, there are still plenty of vendors to choose from.
To make this task slightly less time-consuming, we carefully selected some of the solution features we favour the most. Although all cater to the same industry, their use and benefits—both long-term and short-term—vary, just like different businesses do. We compiled this list to be as diverse as possible, so take a look. Your ideal solution might be just a quick read away.
To summarise, the features below form the basis of the time and attendance module:
Overtime calculator
Leave management
Remote and on-site clocking system
Shift scheduling
Onboarding
Let’s discuss them in greater detail.
Even with set business hours, it’s understandable that sometimes more work needs doing, extending beyond the period outlined in a contract. Whether due to tight deadlines or other reasons, you likely have to pay for that extra time. Often, the rate will differ from what you normally pay your employees, which can become a confusing issue when calculating the final pay.
Decent time and attendance systems are intuitive enough to automatically adjust the rate for hours logged after preset business hours. Some are sophisticated enough to even apply different overtime rates for various projects, tasks, shifts, and other factors. That said, neither you nor your accountant will need to manually calculate the extra pay owed - with the right integrations, it will also be automatically exported to your accounting software.
As you must be aware, you are legally required to grant your staff a specified number of paid holiday days, also known as minimum holiday entitlement. Depending on the size of your team, however, it can be challenging to track who has claimed their holiday allowance and who has allowed it to accumulate. But probably the biggest challenge arises in the most common situation where a member of staff has used some of their paid leave but not all; meaning the remaining days are to be carried over into the next year. Holiday carryovers can be quite tedious to manage.
The good news is that by adopting a time and attendance tool, you won’t need to think about holiday management beyond approving or rejecting time off requests. Most solutions include a module that provides control and visibility over your team’s annual leave situation, thereby automating the related tasks.
Depending on the size and nature of your business, there is a chance your employees might be migrating between locations. In manufacturing, most companies utilise the on-site clocking system, whether it requires a card swipe or a buddy-punching proof option - use biometrics. Most time and attendance systems have their own hardware to provide, ensuring the data is logged directly into the platform. The caveat is that biometric devices usually come at an additional cost, require installation, and you may need more than one unit.
This is why you should consider solutions that provide a more hands-off approach, allowing your employees to clock in and out using their mobile devices. The app's geolocator will prevent misuse, help you reduce costs significantly, and automatically assign time spent at specific locations to the appropriate rates.
There are many advantages to automating shift distribution across your team. Firstly, it saves time that would otherwise be spent doing it manually. Additionally, the software will take into account factors such as annual or sick leave, availability, existing overtime, and in some cases, even the estimated percentage of the workforce required on the assigned day. It is also highly useful for filling in when short-notice absences occur and can be managed either by you or the workers themselves.
This feature is especially important during busy or holiday periods when you are most likely to be understaffed. The more you use the system overall, the better it understands your business, your peak hours, and your quiet periods, allowing it to schedule accordingly. In other words, it helps you prevent both understaffing and overstaffing.
Given that the manufacturing industry uses heavy machinery, there is plenty of compliance to manage during the onboarding process. From general health and safety to ensuring new hires have the required training and certifications (if applicable) to operate the equipment, the paperwork quickly accumulates. Instead of collecting them individually, risking misplacement, damage, or difficulty in finding them when needed, time and attendance systems offer a better solution.
Many tools include an onboarding platform, often with digital document storage. This way, instead of chasing your new employee for the documents, they will be responsible for uploading them directly into your system. Cloud-based, these documents are secure from physical damage, easy to track, and quickly accessible. At Timesheet Portal, you will also be notified when they’re due to expire so you can request a renewal.
Although digitisation of the manufacturing industry is still in the early stages, the market for solutions is steadily expanding. Navigating through time and attendance systems can already be challenging, especially when each seems to offer vastly different features. The key, however, lies within your business. Before you begin searching for a suitable tool, evaluate your core operations and how they can be improved.
We have assembled core functionality for time and attendance tools, but the right solution doesn’t need to include all of them. Undoubtedly, they are all important and highly beneficial features, but the truth is not every business will utilise them. For example, if you don’t pay overtime, there is no point in calculating it. Similarly, you won’t need a shift scheduler if your staff has predetermined working days/hours and is on a salary. In other words, the combination of these core features will vary depending on the business.
What features do you value most? Let us know.