How do I install a clocking terminal at my organisation?
What precautions do I need to take when installing a clocking terminal in order to make sure it complies with the regulations and is accepted by my employees?
What to I need to be aware of when installing a clocking terminal?
The introduction of a clocking system represents a change for your organisation, and it is essential that you provide the necessary support to ease in this change.
As well as providing the required information, communication is also essential. Explaining your reasons for installing a clocking system will enable you to alleviate any resistance:
- Protection of employee rights
- Ensuring conformity with regard to work inspections and regulations
- Simplification of HR processes: administrative monitoring of overtime, ensuring that the data sent to Payroll is reliable, etc.
- Ensuring more equal treatment and clamping down on abuse
The setup of your clocking terminal reflects your corporate culture. It is important to define this in advance together with your CEO and HR representatives. It is essential to enlist the aid of an experienced integrator to alert your stakeholders to the consequences of the various setup options.
It is vital to perform calculation tests in advance to ensure that the calculations can be applied equally to all your employees. The editors can assist you during this setup stage and the testing of the clocking tool. Your staff’s first impressions will be decisive, and they need to be positive to ensure acceptance of the system.
In short, a clocking terminal that plays an active role in creating a positive work experience and provides your employees with tangible services will become a platform for change at your organisation. Modern digital clocking terminals offer new services: autonomous balance consultation for employees, simplification of internal HR processes, smoother communication …
Where in my organisation should I install the clocking terminal?
This might seem like a simple question – after all, your clocking terminal will need to be installed in a practical location your employees walk past regularly. But once you’ve got a certain number of employees all using the same clocking terminal, it will be important to make sure you prevent congestion, especially as this could be dangerous, depending on your site layout.
At the same time, you will need to consider your organisation’s activities (dusty or sheltered atmosphere, etc.) when choosing your clocking hardware.
How do I export clocking data?
Modern clocking terminals are connected to the Internet or your organisation’s local area network, and automatically transfer all your data via WiFi, GSM or Ethernet. As such, there is no need to go around all your clocking terminals every day to collect the data!
Note: The connection between your clocking terminal and your time & attendance management software will need to be secure (encrypted data, https transfer, etc.) in order to prevent computer fraud and hacking.
How do I process clocking schedules?
Modern clocking systems are linked to a piece of clocking software known as the time & attendance management software. This offers the following benefits:
- It calculates hours reliably without you having to re-input data
- It alerts managers in case of anomalies
- It simplifies clocking monitoring processes that would otherwise be very time-consuming: managers collecting, re-inputting and verifying clocking data, correction of clocking actions and justification, etc.
How do I set up a clocking terminal for time & attendance management?
Setting up time & attendance management software is essential if you want to ensure that your calculations are justified. You will need to take the following factors into account:
- Your work regulations
- Your collective agreements
- Your company agreements
- Last but not least, the practices and corporate culture at your organisation: tolerance with regard to late arrival, rounding, how bonuses and bills are calculated, etc. If you do not account for these factors, installing a clocking terminal could provoke resistance to change.
Setting up a clocking system will require true expertise if you want to avoid encouraging or allowing practices that could be illegal or counter-productive. For example, excessive precision in your time & attendance management could generate a large number of clocking anomalies, resulting in a huge daily workload for your HR administrators.