10 Reasons to Switch to a Cloud Based Attendance System Today!

How do you track employee attendance when your team is scattered across cities? Imagine your sales crew out meeting clients in Ahmedabad, your marketing team juggling flexible shifts, and your software developers based in Bangalore.

With traditional methods like office registers or fingerprint machines, you might capture half the records. But what about the rest? You are left relying on employees to send you their hours and details, which you then manually enter into your system. Sure, this might feel doable once in a while, but when it's a regular chore, the frustration can pile up fast. Before long, you're wondering if there's a better way. Spoiler alert: there is. A cloud based attendance system is the answer when traditional attendance methods fail. Let's explore why it's essential for modern businesses.

How Is a Cloud Based Attendance System Different from the Rest?

When we talk about attendance management software, generally speaking, there are two different types: cloud-based attendance systems and on-premise attendance systems. The former differs from the latter basically in terms of its leveraging of an internet-hosted server. The latter, on the other hand, depends on on-site hardware.

Unlike on-site attendance management software requiring dedicated computers, a cloud-based attendance system stores data remotely and does not require any physical infrastructure. The data thus stored is easily accessible via any internet-connected device anytime from anywhere. For companies using these systems, the setup costs and maintenance are pretty low compared to on-site systems.

Why You Should Switch to a Cloud-Based Attendance System Now

Traditional attendance methods like manual registers, spreadsheets, and even older attendance management software options often fall short when it comes to managing attendance effectively, given today's fast-changing workplaces and hybrid setups. Unlike the high costs and limited flexibility of these models, a cloud-based attendance system offers more scalability, cost-effectiveness, and automation. Here are ten compelling reasons to make the switch now and future-proof your attendance management.

Removes Dependency on Paper-Based Attendance Tracking

In many workplaces that use traditional paper-based attendance tracking methods, the process consumes valuable time each day for both employees and the HR team. With a cloud-based attendance system, employees can mark their presence digitally on any internet-enabled device. It could be their work computer, personal laptop, or mobile. It instantly drops the administrative burden and ensures pin-point accuracy of the records.

Cloud ensures superior security defences

Cloud-based attendance systems offer superior security compared to on-premise alternatives. These systems are managed by service providers who implement advanced security protocols like data encryption and robust access control measures, making unauthorized access extremely difficult for potential hackers.

In contrast, on-premise systems are vulnerable to breaches if local systems and LAN connections lack proper security or rely on outdated infrastructure. The stakes are particularly high with attendance data, as it's typically linked to sensitive employee personal information. When attendance systems are compromised, hackers gain access not only to attendance records but potentially to confidential company information and employees' personal details as well.

Attendance made easy for remote and travelling staff

Today, we no longer live in a time where the work norm is strictly 9 to 5 and confined to an office. Most office jobs can now be done from home. Similarly, many jobs require employees to be on the move. For instance, in the past, people had to visit a bank to open an account. Today, banks make it easier by coming to the customer, with no paperwork involved, as everything is digitally processed.

In this evolving work environment, attendance marking and tracking must also adapt. And what provides that level of adaptability? A cloud-based attendance system.

More Biometric-Compatible Than On-Premise Systems

Biometric attendance software systems are known for their enhanced security features. But they are not very compatible with traditional on-premise setups. And if your software doesn't sync well with your hardware (fingerprint scanner or face recognition machine), it will affect the data accuracy. A cloud-based attendance system integrates easily with biometric devices. For this very reason, you can enjoy a significant drop in infrastructure costs while experiencing a peak in real-time data access and improved workforce management.

Prevents Unauthorised Attendance Marking

Unauthorised attendance marking, commonly known as proxy attendance or buddy punching, remains a challenge in many organisations. Modern cloud based attendance systems are brilliantly designed to incorporate advanced technologies (AI and IoT) and features (facial recognition, GPS tracking, and real-time verification) to eliminate such discrepancies. They ensure a fair and transparent attendance process.

Lowers spending on attendance management

Switching to a cloud-based attendance system can save you a surprising amount of cash benefits compared to the old-school ways or on-site setups. You will understand the stark difference when you compare the underlying costs of traditional systems, which often mean shelling out hefty amounts for biometric gadgets, servers, and constant upkeep. With cloud solutions, you only need to pay a subscription. Plus, there are no huge initial expenses to worry about. Go through our cost analysis table for a better perspective.

Offers Access to Real-Time Data

With a cloud based attendance system, you will always have access to real-time attendance data whenever you need it. You don't have to wait for your employees to tally up timesheets. Through its live syncing capabilities, everything is updated instantly right there for you to see.

Whether you want to know how many employees have checked in for a certain day, or how many in the sales team are absent because you want to conduct a special meeting for them, all such data is available to you within a few seconds. This convenience applies whether you are just swiping your phone during a lunch break or pulling a report from your laptop at home. The cloud makes it all possible.

Improves Employee Convenience and Satisfaction

Do your employees wait in long queues at the biometric attendance machine every morning to mark attendance? Marking attendance is the very first thing your people do at the office every day, and if they have to do it after waiting in a queue, it can result in frustration.

What if they could clock in effortlessly via their mobile devices or through cloud based face recognition biometric attendance software, which scans and clocks in people as they pass by without requiring any deliberate effort? When there is a greater level of convenience at the workplace, starting with the very first attendance thing, it can gradually contribute to improved punctuality and overall workplace satisfaction.

Makes payroll processing more efficient

If you've ever wondered what the secret to error-free payroll processing is, it boils down to one thing: accurate attendance data. Studies show that over 50% of payroll errors stem from discrepancies in attendance or leave records—mistakes that often creep in during data entry, like when someone's tallying hours from a spreadsheet and typing them into the payroll system. A cloud-based attendance system eliminates this headache entirely. By syncing attendance data directly with your payroll software, it skips the manual calculations altogether. The result? Zero discrepancies and salaries processed on time, every time.

Slashes time wasted on manual administration

Time is money, and cloud-based attendance systems help businesses save both (time and money). Traditional on-premise attendance methods, including manual registers and independent biometric machines, can take up to 10 hours per month for data compilation, corrections, and payroll processing.

HR teams often spend numerous hours verifying these records. If there are issues like missed punches, all such discrepancies have to be manually checked, verified and corrected. In contrast, a cloud-based attendance system will allow you to automate all these processes. For all of these, you will require less than two hours per month. Through real-time syncing, automated reports, and payroll integration, it further reduces the tediousness of your role.

Final Thoughts

Attendance management is a core task in every office. There is no way around it. If your current attendance tracking method is causing challenges, adopting a more efficient solution is the logical step. Today, the most advanced technology in attendance management is cloud-based systems. We hope the ten reasons shared in this blog help you see why switching to a cloud based attendance management system is a smart and necessary move.

Mewurk - The Best Cloud-Based Attendance Management System

Mewurk is an integrated cloud-based attendance management system, ideal for all types of businesses, especially small and medium-sized ones. The software's advanced capabilities make it suitable for all industries. We are happy to offer you a free trial for up to a year. Sign up today.

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