Access Control – Page 2 – Time and Attendance

Why It’s Time to Replace Your Clocking In Cards

Fed up of outdated clocking in cards? Have a read of our latest blog post here and discover the benefits that a bio-metric recognition system can bring to your workplace.

Clocking in cards have been used for generations, and it’s really starting to show. The system was created in the late nineteenth century and many alternatives have since been developed that have made the process of recording employees’ working hours many times easier. If your company still uses this system, it may be time for a change. Here are a few reasons why you ought to throw out your company’s old clocking in method and take on something new.

Speed

It’s no secret that time cards take time to process. In many cases, it seems almost impossible to obtain enough clocking machines to reduce the backlog of employees at the beginning and end of a shift, and for offices that support the traditional nine to five working day, the queue to “stamp” time cards can get ridiculous.

Security

Any system that relies on a card, pass or fob to allow employees access to their workspace or to record their attendance has the potential to be compromised. The likelihood of timecards being misplaced or passed between staff members for the purposes of “buddy clocking” is high. There are other means of recording time and attendance that are much more effective and watertight.

Complexity

Many older clocking in systems rely on management or HR downloading or transferring the data they have collected, then processing it in order to undertake payroll duties or record attendance anomalies. More up to date alternatives are able to directly record information in real time, and can be programmed to create their own reports and process information automatically, meaning there is no further work required and a great deal of time and effort is saved.

Environment

Timecards may be small, but how many does your company get through in a year? Add that to the hundreds of other businesses that still rely on outdated clocking in systems across the country, and the amount of paper used unnecessarily really does add up. Systems that don’t rely on new cards being used every week, work wonders when it comes to your environmental impact.

So What Can We Use Instead?

The next step up from a clocking in card system is the use of proximity clocking terminals. This approach involves the use of fobs, cards or badges to allow employees access to areas of their workplace and an effective method to clock in and out. Yes, the items used can still be forgotten, lost, stolen or passed around, but they are extremely easy to use; all that is required is that they are touched against a pad or sensor. This system is also extremely quick, meaning multiple workers can enter and exit the premises without a large queue forming. Proximity clocking can also be combined with software that enables real-time updates and automatic data management.

One of the most up to date means of clocking in is the use of biometric recognition. Depending on preference, a company can choose between fingerprint scanners, facial scanners and retinal scanners – all of which are highly effective and exceptionally secure. These time and attendance methods do not rely on an external gadget or accessory to allow them to function – the employees themselves are their own pass. There should be no concerns about personal data security either; the fingerprints or other images are not retained. The system simply records certain points within each image and creates a code from them. The original information is then erased and only the unique code remains. While this system can sometimes take a little longer than the use of proximity clocking depending on the number of individuals needing to use it at any one time, this can be remedied by simply installing more terminals. It is a highly effective and can also be integrated within software that updates in real time and can be programmed to extract all required data and create reports.

If you’re ready to update your clocking in system, get in touch with ELF Productivity Limited today. They offer a wide range of products to suit every workplace, along with exceptionally useful software that will save managers and HR officers a huge amount of time processing data, organising payroll and authorising leave. This will give your company a greater opportunity to focus on the future. Call now on 01257 256000 or email sales@elf.uk.com to discuss your specific needs and find out what ELF Productivity Limited can offer you.

Clock Software improvements overtime

Overtime more and more organisations have turned to a time and attendance system as a means to monitor their employees. Advancing technology now also means that the systems available come with a greater range of capabilities making them even more appealing to business.

Clock Software

Many businesses are already familiar with the term time and attendance. Most employees have either used a time and attendance system in the past or understand the concept of one. After all recording employee clocking data for time and attendance purposes isn’t anything new. Businesses have been using these types of systems to monitor employees since the twentieth century. Employees previously used card based systems that required them to manually write down all clocking occasions. The problem with using a card based system is that the data collected wasn’t always correct. Employees couldn’t always remember the exact time they clocked and some would often manipulate their times, if they had perhaps taken a longer lunch or arrived late. Employees in organisations that paid overtime would often award themselves extra hours on top of their contracted. Paper based cards were not only inaccurate but played havoc with organisational payroll as employees were often over paid costing businesses thousands and in some cases millions per annum.

As technology advanced so did the type of systems organisations began using for their time and attendance needs. New modern day systems accurately track and record all employee clocking data drastically simplifying the time and attendance process. There are now a number of different types of clock software available to business all with different capabilities.

Proximity clock software

Proximity software allow employees to register clocking’s by using either a fob or a proximity card. An employee simply needs to hold up their given card to the time and attendance system which will then instantly identify them and clock them in/out. A back up method of clocking can also be configured in case the first means fails or for when an employee has forgotten their proximity card/fob.

Biometric clock software

Biometric clock software are available with fingerprint and facial recognition capabilities. Employees are required to enrol their fingerprint or face onto the main clocking station. This information is then passed through to all other clocks (subject to permissions) within an organisation meaning employees can clock from anywhere within the building or even at other geographical locations for multi-site companies.

Biometrics over traditional passwords

Many of us use password authentication on a day to day basis in order to access secured content. However over the years other forms of authentication have been growing ever more popular within younger age groups and a recent study done by GIGYA on 4,000 adults in the US an UK confirmed this.

Using passwords as a form of authentication to gain access to resources is considered the norm. Many of us have multiple passwords we remember on a daily basis that we use to access to our personal accounts. A recent survey done by GIGYA on 4,000 adults in the US and UK however showed that within certain age groups next-generation authentication methods were becoming ever more popular.

After all password protection can sometimes be a real pain. The procedure to re set your password can be long and tedious, especially if the site you’re trying to gain access to needs you to answer security questions or input a reset code. Fifty two percent of people surveyed said they would completely overhaul the use of username and passwords in favour of other forms of authentication. Millennials were the most welcoming to change with fifty percent of the people surveyed saying they had already used a form of biometric authentication. Sixty six percent of millennials also admitted to owning one or more device that integrates with biometric technology compared to forty eight percent of gen x and thirty percent of baby boomers. With more devices allowing for biometric authentication Jupiter research group estimate that more than 770 million biometric enabled applications per year will be downloaded by 2019 this is a significant increase compared to the 6 million in 2015.

Biometric authentication is definitely on the rise and for obvious reasons. Using one’s finger or face as a means to access what we need is not only quick but also more convenient. No one wants to have to remember an absurd amount of usernames and passwords or spend the time answering questions when they are forgotten. Password authentication is also not the most secure method. Many people choose to use the same password for multiple accounts or use a personalised one they are less likely to forget. The problem with this is that accounts can easily be hacked by hackers with a bit of time on their hands. Companies who use password authentications are sometimes not the most secure either. Even huge companies such as Apple and Microsoft have found themselves in the past fall victims of a data breach. Biometric systems are more secure than passwords as they require your personal touch. Access is only granted when you scan your fingerprint or face making it almost impossible for someone who isn’t you to gain access. Eighty percent of people that took part in the survey agree that biometric systems are more secure.

Biometrics within business

With next generation authentication methods on the rise its imperative businesses stay on top of the trend. The implementation of a biometric access control system into your organisation will revolutionise the way you’re employee’s clock rendering old punch code systems useless. Biometric systems can be set up to allow access on a door by door basis. Access can be limited to certain times and days. Employee access can also be limited to certain areas of an organisation.

For more information on what access control can do for your organisation and the available solutions contact us today!

Modern day work place security

Making sure your business is secure in every way is a crucial to the success of your organisation. Companies who do not have systems in place to protect their premises or key data risk having their possessions n information stolen. Access control systems are designed to stop this from happening by securing every aspect of a business.

Access Control

Securing your business premises and the key data kept inside is paramount to any business owner. The most common method, organisations use to do this is by using an access control solution. Access control systems work by limiting and monitoring access to your organisations premises and secure data Files. Many organisations have already begun to experience the added benefits of an access control solution. Below are the three main ways in which an access control solution will revolutionise your business security.

The benefits of an access control System

Customisable

An access control system is by far the safest way to secure your organisation. Access can be controlled on a door by door basis minimising your risk of exposure. Employees are only allowed to access permitted areas of your building or the required information needed to complete their job. Limiting who has access to what information within your organisation means that if a data breach was to take place the list of possible suspects is significantly lower making it easier to find the person responsible. Not only can you limit employees to certain parts of your organisation you can also limit them to specific times and days. If as a company you shut down completely on public holidays or over festive periods, then having an access control system in place allows you to completely lock down your premises.

History logging

All access data is collected in real time and logged onto your time and attendance system. Information is not only stored every time an employee clocks in/out but also when employees try to access areas that are restricted to them. This information is easily accessible to line mangers and notifications can even be set up to alert them as soon as access is denied. This information is also imperative when it comes to investigating data theft or physical property damage. The information can also be used to track any individual employee’s movements you may be sceptical of.

Keyless

Employees no longer need to worry about locking themselves out of the office as most access control systems don’t require a physical key to gain access to a building or area. Access is granted using a number of different innovative technologies. Biometric systems permit employee access through the use of fingerprint or facial recognition. Proximity systems require employees to carry a key card or fob which will need to be presented within 3-5cm of the reader. Each system can be supplied with a backup clocking method.

Access control systems are regenerating the way organisations secure not only their office space but also the key information stored inside. For more information on how an access control system could help you, contact us today!

Time and attendance for business and the available access control solutions

Organisations have been using time and attendance systems as a means to track employee clocking data for over 20 years. Old card based systems were slow and unreliable and as technology advanced new cutting edge real time systems took there place. Employees are no longer limited to how they can clock as most systems now come with a range of different options. The introduction of biometric and proximity technology now means that clocking can be completed in a number of seconds.

Access Control

Time and attendance within a business is not a new concept. Organisations have been using paper cards as a means of clocking employee working hours since the 20^thcentury. The problem with using a paper card system is that it’s extremely unreliable. Paper is easily lost and even if the card remained safe there was never any way of knowing if the times written on the sheet were accurate. This caused major problems for companies when it came to payroll, meaning employees were often over or under paid. An employee who has been under paid is less likely to work to their full potential meaning productivity levels in the work place often drop. Low productivity levels and overpaid staff can lead to organisations losing out on thousands a year.

As times changed and technology advanced so did the type of systems organisations use to track their employees time and attendance data. Electronic automated clocking systems now record accurate employee data in real time. As data no longer needs to be manually imputed human resources departments are able to focus on more pressing tasks.

The benefits of having a fully functioning time and attendance system

The main benefit for a company which uses a time and attendance system is that the data being collected always remains accurate. As all employee clock-ins are collected through an electronic system, the chances of fraudulent clocking is significantly reduced. Employee time-thefts are also reduced as clockings can be completed via an IP based clock device, over a browser and even through a mobile device. This allows employees to clock from any location whilst on the go. Notifications can be set up within the system to alert managers when staff clock late or leave early. These alerts inform an employer of attendance issues at the earliest stage.

Companies who implemented punch card systems often became victims of ‘buddy clocking’. Employees would often clock in for their “colleagues” when they were perhaps running late or had opted to take a longer break than allowed. Almost all time and attendance systems available today, come with technology which can make it impossible for an employee to clock as anyone but themselves.

Human resource departments are at the forefront of any business. It manages all employee data and ensures that all information they have remains correct and up to date. The underlying issues surrounding this is that manually checking and manipulating data can be time consuming and extremely costly. Data collation and maintenance rapidly drains the resource available in most HR departments, meaning that information is often neglected or mislaid. Any dynamic software solution should combine both Time & Attendance and HR System within one scalable database.

One database means the eradication of double keying information as data entered is immediately filtered throughout the system.

Most now come equipped with employee self-service (ESS) capabilities which provides employees with an easy-to-use web based interface allowing them to update their own personal data, without needing to contact their HR department. Employees with access to ESS can also view information relating to their shift patterns, holidays – requested, planned or taken, together with full information on their weekly clockings and pay premiums.

Employees are able to request holidays or absences using employee self-serve and any absence requests are forwarded to their line manager for approval. Once a request has been accepted it is automatically imputed into the employee’s calendar, removing any need for the employee to contact HR.

Implementing an automated time and attendance system can also help a business’s stay on the right side of any legislation. Manual systems make it difficult for companies to track things such as overtime and overall hours worked. Both have high legal requirements that if not obeyed can lead to an employee perusing corrective action via an employment tribunal.

The available Access control solutions

Over the years, the number of Time & Attendance systems available to businesses has significantly increased. Advancing technology is often utilised by the companies who manufacturing T&A systems creating a wider choice of cutting edge systems. Each system is designed with its own capabilities and can permit access to employees in a number of different ways.

Biometric systems

Biometric access control systems are becoming ever more popular. These technologies offer cutting edge opportunities – look impressive to visitors and because they rely on unique employee features time-theft is completely eradicated.

Fingerprint biometric Time & Attendance units are the most common systems implemented into companies as they now have a 99.9% accuracy rate. As Time & Attendance systems act as one big database, information collected on one terminal, is automatically passed through to all the other terminals within the business. This provides employees the ability to clock at any terminal within the building. Facial recognition software works in exactly the same way. Once enrolled, template information is distributed automatically throughout the company’s device estate.

Most Time & Attendance systems can be integrated with an access control unit. Businesses with an integrated access control and Time & Attendance system, are able to restrict access on a door-by-door basis, making sure that only authorised employees gain access to sensitive areas. Access can also be restricted by date and time allowing companies to lock down their business premises over festive periods, during bank holidays and after working hours.

Proximity technology

Proximity access control systems have always required an employee to swipe their access card in order to clock. The processes of swiping a card however can be time consuming. Employees in a busy environment often swipe their cards too quickly for a system to recognise who they are, forcing them to slow down and problems begin as ques start to form into the building especially at busy periods of the day.

As Proximity technology advanced – so did the systems and options available. The invention of contactless technology now means that access control cards and fobs are designed to permit access without the need to swipe. An employee simply needs to hold their card up to the device in order to gain access or register a clocking.

Intercom and integration with VOIP

Intercom systems have been the chosen solution for granting visitor access into buildings for a number of years. More often than not, they come with audio capabilities but as costs decrease, more are being installed with both audio and video capabilities.

As companies move towards a combined VIOP infrastructure, external intercom can now be fully integrated with your VIOP telephone system, providing full control of your external access points to any extension on your telephone system.

Barrier automation and turnstiles

Automated barriers or turnstiles now provide control to companies of who has access to your perimeter, company carpark, warehouses or any other company land.

Securing the first point of access to your organisation adds an extra level of security when protecting your business. Both barriers and turnstiles can be configured to only allow access to registered employees within your company’s Time & Attendance database. Access can be granted using biometric or proximity technology and time profiles can be set up in order to stop people from accessing the premises outside of working hours or on certain days.

There are a number of different types of barriers available including sliding gates, ground mounted bollards and rising arm barriers. Turnstiles are also available for both internal and external applications and are usually configured with anti-pass-back technology.

For more information on what a time and attendance system is, the benefits it could have on your business and the available access control systems, contact us today!

Ceequel Access Control

Providing your staff with a secure working environment is paramount in this day and age. Many companies have already opted to implement systems that can define which employees has access to what areas of their building whilst also allowing them to be able to monitor and control any visitor access.

A Multitude of Ways to Clock

Here at Elf productivity we understand the many problems an organisation may encounter when trying to clock. Our software has been designed to work on numerous devices meaning clocking from even the remotest of locations is possible. As well as the on site options of biometric, facial recognition, card and fob, clocking can also be completed via a land line,smartphone or even through email.

Clocking infographic

ELF Productivity Ceequel Portfolio

Here at Elf productivity we offer a range of services that intertwine together to form our Ceequel software suite. Each module can help you as a business deal with the different time consuming tasks your departments face on a daily basis. For example our easy to use time and attendance suite has revolutionised the way in which hundreds of organisations gather n track their employee attendance information.

infograpgic elf

Centralise all your human resource and time management requirements with Ceequel

Here at Elf Productivity Ltd we offer a wide variety of products and services to our clients. Over 30 years of collective experience within the time and attendance market allows us to provide you with unparalleled industry knowledge and expertise. Why not check out this inforgraphic for more information about what is is we do.

Elf infographic

Protecting staff and intellectual property

Access control is now an essential tool to have when it comes to the protection of your employees, company property and information. Not having an access control system in place means your potentially putting the well being of your entire organisation at risk. Elf Productivity’s Access Control system allows you to restrict access on a door by door basis.

Access control within a business does much more than just locking a door. It’s now seen as a vital tool to protect your employees, their private property and the data, records and intellectual property of your business.

If your company doesn’t have an Access Control system in place – then not only are you potentially putting the well being of your employees at risk – your entire business is at risk.

Elf Productivity’s Ceequel Access Control System revolutionises the way which companies secure their sites. The flexibility of Ceequel® Access Control enables you to proactively manage access to areas of your organisation. The software functions across LAN, WAN or even through the cloud – allowing for a single, company-wide Access Control Solution.

Access control within your business isn’t just limited to doors. Elf’s Ceequel® Access Control can be used to provide secure, authorised access to car park barriers, gate, lifts, power shutters, roller doors and turnstiles – restricting access to all parts of your organisation.

Elf Productivity’s IP based access control system works by using your current Cat5/6 networking infrastructure, providing for greater manageability and reduced support costs.

Integrating your Access Control solution with Elf’s time and attendance / Human Resource modules, enables you to manage all your business processes in one easy to use platform. Having one centralised solution means that you can provide your employees with one simple solution for all locations and divisions of your company.

Your Access Control system can be used as your company’s fire register as each door, barrier or turnstile etc can be set up to identify if a person is in or out of the premises. All information is collected in real time meaning fire registers are kept constantly up to date.

Fire register assembly points can be configured within the system and upon the sounding of the fire alarm an accurate employee lists can be sent through to designated fire marshals by email or sent through to network printers.

Your restricted doors would also be set up to automatically release when the alarm sounds.

If you would like more information on how access control can revolutionise the way in which your company secures their sites then contact us today!