How to Keep Track of Employee Attendance: A Guide

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Understanding Employee Attendance Tracking 

Attendance tracking is the method or technique through which organizations can check their employees’ attendance, regularity, and absenteeism. It also tracks the staff members’ working or activity hours. Companies use various methods, software, and applications to maintain an accurate and precise record of their employees. 

Incorporating employee attendance tracking software is vital for contemporary businesses. This technology streamlines the attendance monitoring process, significantly enhancing accuracy and minimizing errors. By automating attendance tracking, it seamlessly integrates with other HR systems, facilitating efficient payroll processing and leave management. This not only saves administrative time but also fosters a transparent and accountable work environment, which is crucial for both employee satisfaction and organizational efficiency.

How to Keep Track of Employee Attendance: Traditional vs. Modern Approach

With the advancement of technology, attendance-tracking methods have also progressed, but traditional methods of tracking attendance are still in use. Some of the widely and most commonly used traditional employee attendance tracking methods are keeping a record in Excel spreadsheets and biometric systems, among others. 

In contrast, modern software-based solutions for tracking employee attendance offer a more robust and error-free approach. Unlike traditional methods, these software solutions automate the entire process, significantly reducing the likelihood of inaccuracies and time theft. Employee attendance tracking software typically features real-time tracking, comprehensive reporting, and integration with other HR systems, making them a more efficient choice for today’s fast-paced business environment. This shift from traditional to modern methods not only streamlines attendance management but also provides detailed insights into employee work patterns, aiding in better workforce planning and management.

Manual Recording: The Traditional Approach

 It is a simple and easy way of recording the employees’ attendance, and it has been followed for many years. However, this method of employee attendance tracking needs to be updated as it has a limited scope. This method is subject to the risk of manipulations.

While manual recording offers simplicity, it falls short of providing the security and efficiency needed in modern workplaces. The risk of human error and manipulation is significantly higher than digital methods. In the current dynamic business landscape, where precision and dependability are crucial, shifting towards more sophisticated methods of attendance tracking, like software solutions, is increasingly becoming a necessity.

Punch Card Systems: A Traditional Approach with Limitations

Punch cards, a classic method for tracking attendance, require employees to physically clock in and out. Though straightforward, this system is susceptible to ‘buddy punching,’ leading to substantial financial losses. Its major drawback is the absence of online monitoring, hindering managers from overseeing attendance, overtime, and wage implications remotely, especially across multiple locations.

While punch cards embody the simplicity of traditional methods, they lack the security and efficiency required for modern workplaces. The higher risk of error and manipulation with punch cards is a significant concern. As businesses evolve, there’s a growing need to adopt more advanced attendance tracking methods, such as digital software solutions.

Excel Spreadsheets: A Step Towards Digitalization

Excel spreadsheets are more effective than manual records. However, there are high chances of the data getting stolen or edited due to the need for more security. Moreover, it is still a time-consuming process to record and maintain spreadsheets. Maintaining spreadsheets for attendance can take a lot of work for large organizations.

Despite being a move towards digitalization, Excel spreadsheets fall short of the efficiency and security requirements of contemporary workplaces. As a result, many businesses are transitioning to specialized employee attendance tracking software. These advanced systems provide stronger security and more efficient data management, aligning better with the needs of today’s fast-paced, data-centric business environments.

Biometrics: A Popular Modern Method

This system is widely used nowadays; almost every organization opts for biometrics as their attendance tracking software. Organizations do it through the employee identity card, fingerprint, or face ID. Despite being a good method for employee attendance tracking, they are prone to breakdowns or dysfunction. 

Biometric systems offer efficiency but can pose operational challenges. To address this, businesses are integrating them with advanced employee attendance tracking software. This combination provides a backup for biometric issues and enhances functionality with features like remote tracking and analytics, meeting the needs of today’s dynamic business environment.

Emergence of Software-Based Attendance Solutions

Contemporary software solutions are transforming employee attendance tracking. Outperforming traditional approaches, they provide real-time monitoring, automated data handling, and smooth integration with HR platforms. Their effective management of employee attendance, combined with superior precision and security, is well-suited for the rapid pace and data-focused nature of today’s business world.

Advantages of Using Employee Attendance Tracking Softwares

Implementing software to track employee attendance brings several key benefits that enhance both management efficiency and workforce productivity. Here are six notable advantages:

  1. Preventing Buddy Punching: Electronic photo verification curbs time theft, ensuring the right person clocks in for each shift.
  2. Monitoring Breaks and Clock-Out Times: Controls unscheduled breaks, maintaining team morale and managing costs.
  3. GPS for Location Accuracy: Tracks employees’ locations during clock-in and out, essential for remote or on-the-road work.
  4. Managing Overtime Costs: Alerts help avoid unnecessary overtime, complying with labor laws and reducing expenses.
  5. Real-Time Attendance Viewing: Offers instant insights into employee presence, aiding in proactive management and performance tracking.
  6. Matching Staffing with Demand: Systematic scheduling informed by real-time data optimizes staffing levels, boosting revenue.

Additionally, attendance tracking plays a crucial role in streamlining organizational workflow:

  • Boosts Productivity: Significantly enhances overall productivity.
  • Prevents False Attendance: Reduces the chances of inaccurate attendance records.
  • Facilitates Payroll Calculations: Simplifies the process of calculating payrolls.
  • Streamlines Workflow: Makes overall workflow more efficient.
  • Reduces HR Team Pressure: Eases the workload on human resources personnel.
  • Advanced Scheduling: Allows for better advance scheduling of work dates.
  • Tracks Employee Performance: Aids in identifying both low and high-performing employees.

Best Employee Attendance Tracking Software

As technology has advanced, various kinds of software have come out that do a much better job than traditional attendance tracking methods. Following are the best attendance tracking software embedded with all the features ideal for keeping a right and accurate track of employee attendance.


Oorwin is an AI-based ecosystem designed to cater to all hiring and recruitment needs. Oorwin aims to improve the productivity and efficiency of recruiters by automating maximum tasks. 

Oorwin’s AI-enabled platform also has features to track employee attendance. With 100+ integrations, Oorwin ensures most of the HR tasks are taken care of with maximum ease and accuracy.

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Here are some pointers about the platform:

  • The software tracks and manages employee information 
  • It transforms talent through reskilling and upskilling using employee competency.
  • It keeps track of the timesheets. 
  • Goals could be created and delivered to the employees, with employees being able to update their progress. 

Find out more about Oorwin’s here.

Time Doctor 

 Time Doctor is another software that has become one of the popular choices for employee attendance tracking. The Time Doctor software comes with options like “start ” and “stop, ” which employees can use when they want to enter a log time. Time Doctor provides real-time productivity analytics to improve performance regardless of where the employee works.

Zoho People

It is also a popular choice among companies to track employee attendance. It has a geo-tracking feature that allows employees to clock in from anywhere. Zoho People’s time and attendance system make employees focus on their productivity while tracking work hours and providing error-free reports.


TimeCamp allows an employer to check the employee’s time records by providing a detailed analysis. It keeps track of data that can help to analyze a particular project’s performance. It comes with one-click clock-in and clock-out features, timesheet approvals, leave reporting, overtime tracking, payroll automation, productivity tracking, budgeting, and invoicing.


Connecteam comes with features such as a one-touch clock in and out, GPS tracking, daily alerts, employee timesheets, and training and onboarding tools, making it a top choice among employee tracking software. It has been built with a focus on non-desk employees so they can access it on any mobile device.


Jibble is high on the popularity list as well. For mobile time tracking, it allows employee GPS time tracking, face recognition attendance, and offline timesheet software. For web time tracking, Jibble enables the option to track time on the browser, edit timesheets and generate advanced reports. 

Elevate Your Attendance Management with Oorwin

Effective attendance tracking software is key for modern businesses, ensuring accuracy, efficiency, and compliance. Adopting Oorwin’s advanced employee attendance tracking software is a significant step towards enhancing workplace efficiency and accuracy. Oorwin’s AI-enabled platform, with comprehensive features for tracking attendance, managing employee information, and integrating various HR tasks, streamlines organizational processes. Embrace Oorwin to transform your HR operations and drive productivity. Discover the capabilities of Oorwin and see the difference it can make in your business.

Frequently Asked Questions

What is the best way to track employee attendance?

The best way to track employee attendance is by following employees’ GPS; whenever the employee clocks in it, record their location. It reduces any chances of manipulation from the employees’ end. 

How does attendance tracking software improve workplace efficiency?

By automating attendance tracking and integrating with other HR systems, such software enhances accuracy, reduces manual errors, and saves administrative time.

What are the solutions to poor attendance? 

Keeping the employees motivated and engaged in the organization is essential. For this, the management should provide a calm and focused environment. They should give periodic hikes and annual awards to keep their employees motivated.

Can Oorwin’s software integrate with existing HR systems?

Yes, Oorwin’s platform is designed for easy integration with a variety of HR systems, ensuring a smooth workflow.

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