Don’t Choose A Cloud Based Attendance System Before Reading This

When you hear "cloud based attendance system," you might think of a modern solution that's secure, easy to use, syncs data across devices and is accessible from anywhere. That's true, but there's something important to keep in mind.

Not all cloud based HR solutions deliver the same value. When selecting one, you should consider multiple factors beyond just security, scalability, and cost. Like user-friendliness and intuitive design, among other things.

If you're feeling overwhelmed by all the considerations, don't worry. This blog will guide you through:

Understanding cloud-based biometric attendance systems
Key factors to consider when making your choice
Common pitfalls to avoid
Important questions to ask vendors
And more

Let's help you make an informed decision that works best for your organisation's specific time and attendance management needs.

Understanding Cloud Based Attendance Systems

undestanding cloud based attendance system

Cloud based attendance tracking software presents a modern approach to workforce management, differing from the methods used by traditional manual or on-premise systems. It operates on the cloud, so you don't need to rely on physical servers or log access in specific systems for attendance tracking or report generation.

If you have a few employees working remotely and need their clock-in details, or if you want to check employees' attendance or leave status in real-time, a secure and scalable cloud attendance solution for enterprises will suffice in all these situations.

On-premise attendance tracking software doesn’t work well for remote jobs, multiple offices, or flexible hours. They make real-time tracking and correct reports hard. Cloud based solutions, on the other hand, facilitate uninterrupted monitoring across geographies. They let employees clock in from anywhere they work and give instant updates. These systems serve industries like tech, healthcare, retail, education, and logistics, and for work models such as remote, hybrid, shift-based, freelance, and project-based teams.

Key Factors to Consider Before Choosing Cloud Based Attendance System

Choosing the best cloud based attendance system for small businesses requires considering a few key factors, such as:

Is your employee data truly protected?

Protecting employee attendance data is crucial. Check the system's encryption methods, compliance with Indian laws like the Information Technology Act and the Personal Data Protection Bill, and their data breach response protocols. Verify if they follow the IT Ministry guidelines for data storage and processing. A dependable cloud based attendance system will keep secure digital attendance records and prevent all sorts of identity theft, and keep sensitive workforce information safe from unauthorised access.

Can your cloud based attendance system grow with you?

A good online employee attendance management system will not slow down or become incompetent as your business requirements increase. It will grow right alongside your business and adapt to any type of business needs. Busy seasons, policy adjustments, multiple locations, etc. As you consider an affordable attendance tracking software with cloud storage, check if it works for multiple office locations and remote workers, ensuring your attendance tracking remains effective as your company evolves.

Is it built for interoperability?

Your cloud-centred biometric time tracking system and software should be capable of connecting with other workforce management solutions you rely on at work. Look for systems that you can easily integrate with your productivity suites, HR platform, payroll software, and other business tools.

What sets a cloud based attendance system apart in terms of interoperability is its APIs, which automate data sharing.

What's the real cost to implement?

implementation cost of cloud based attendance system

Online employee attendance management systems charge on a pay-as-you-go basis. However, when you choose a cloud biometric attendance system for remote teams or in-house teams, consider all costs upfront.

Compare subscription fees, setup charges, and any hidden expenses. Some systems charge per employee while others offer flat rates. Calculate the total cost based on your company size to find the best value for your budget.

Will everyone find it simple enough?

How to track employee attendance with biometric software? Neither employees nor admins should be unclear about it. In other words, the system should be easy for everyone to use without confusion.

While employees should be able to clock in easily, managers should be given simple tools for oversight.

Can you count on constant availability?

Your attendance system must work consistently to let you benefit from real-time attendance monitoring. Downtime could mean missing or inaccurate time records, which in turn can affect the payroll processing efficiency and lead to undermine employee trust.

Ask your desired cloud based HR solutions provider about their guaranteed uptime percentage and their track record of system reliability over the past year.

In case of any unexpected issues, check whether timely support is available, such as phone assistance, live chat, training resources, and clearly defined support hours.

Does it adapt to your specific needs?

No business has the same set of challenges, priorities, and structures. Each has unique needs when it comes to attendance management. Therefore, it is essential to have a cloud based attendance system that is designed flexibly to adjust to your company’s specific rules, shifts, and departments. You would also be benefiting from strong reporting features that allow you to filter and review attendance trends, manage overtime, and make staffing decisions with real data from the system.

Mistakes to Avoid When Choosing Attendance Tracking Software

Choosing a system solely on price, ignoring total value and long-term benefits.
Ignoring long-term scalability needs as your organization grows and evolves.
Overlooking user training requirements and potential adoption resistance from employees.
Neglecting to review vendor reputation, support quality, and detailed contract terms.
Failing to assess compatibility with existing HR and payroll systems.
Not considering mobile accessibility features for remote or field employees.
Underestimating the importance of customizable reporting and analytics capabilities.
Disregarding data security measures and compliance with relevant privacy regulations.

Questions to Ask Cloud Based Attendance System Vendors

As you explore your options, asking your vendors the right questions will save you a lot of time and hassle. The following questions and considerations will help you choose the right cloud based biometric attendance system for your business.

Implementation and Setup

How long does a typical cloud based attendance system implementation take for a company our size?
What resources will we need to commit during implementation?
Will you provide a dedicated implementation specialist?

Cost and Contracts

What is the total cost including setup, training, and support?
Are there additional fees for premium features or support?
What happens to our subscription rate after the initial contract?
Is there a clear exit process if we need to change vendors?

Data Security and Ownership

How is our employee attendance data secured and encrypted?
Who owns our data, and how can we export it if needed?
What is your data backup frequency and recovery process?
How do you comply with relevant privacy regulations?

System Reliability

What is your guaranteed uptime percentage?
How often do you experience outages and how are they communicated?
What is the frequency of system updates and maintenance?
How quickly does support respond to technical issues?

Before Deciding

Can we speak with reference customers similar to our business?
Is a live demonstration or trial period available?
What improvements are planned for the next 12 months?
What makes your solution better than your competitors?

Conclusion

Don't rush while you decide on your cloud based attendance system. Be aware that it can have a direct impact on your business’s operations and team’s satisfaction.

Take time to evaluate various options against your specific needs.

Many businesses regret hasty choices when problems emerge months later. Research thoroughly, ask the right questions, and compare multiple vendors before committing.

Don’t Choose A Cloud Based Attendance System Before Reading This

Understanding Cloud Based Attendance Systems