Managing Your Roster the Right Way


A well-built rostering can potentially be the key to success for an organization. Being able to effectively roster your workforce to match your business’s demand will definitely ensure your company better production and services for your customers. However, managing your roster right can be challenging because it involves more than just selecting employee to work on a certain date/time, the rostering also comes with rules that they (employees) need to adhere to in order to be eligible for pay/claims and accurate attendance records. With better management of rostering, you can control your cost, better your productivity and provide better worklife balance for your workforce. 

 Here, we share 5 tips on how to manage your roster effectively.

 1. Play to Your Business’s Advantage 
You need to focus on what’s best for your company. Allocate the work hours, shifts, and responsibilities, and then work out the cost to build an efficient roster. DO NOT plan rosters that do not play to your advantage. Having a clear idea of your roster cost could be an added benefit to your operation. 

Setup your schedule in TimeTec TA by defining the work hours and attendance rules before generating the roster.

Set the schedule pattern and assign users to the roster.

 2. Share the Best Shifts
Sharing is caring, and sharing the best shifts is advisable when it comes to shift assignment. For example, in a restaurant environment, some shifts offer better tips than the other, while for other employees, some shifts are harder than the other. Allocate the shifts fairly to each employee to ensure all employees get their turns. A simple act of fairness could go a long way.   

 3. Automate Rostering Task
By automating rostering task; you’d be able to handle other important tasks at hand. You will be able to make employee replacements, change of shifts day and time easily.  With a few clicks in your cloud application like TimeTec TA, changes made will reflect at everyone’s roster instantly.   
 Changes made in your roster will reflect in the Roster Overview instantly.

4. Plan your Roster in Advance, so Your Employees can Plan their Lives
It’s always good to plan your roster so your employees can have the overview of their work shift pattern in the coming weeks. Also, if you happen to have employees taking leaves, you can plan for the replacement right away. This also would allow your employees to achieve the work-life balance and plan their lives better. 

 5. Roster is Staff-Friendly 
It would definitely be a pain-in-the-neck to call the office every time you want to check on your roster. Of course, pinning up the roster at the Memo board would work, but by simply making your roster accessible to all your employees at anytime will result fewer last minute scheduling changes. With cloud system such at TimeTec TA, employees can log to their account and check their own roster on the web AND also from their mobile phone through TimeTec Mobile app. 
In TimeTec TA, employees can check their full roster and also get to view their attendance history (work hour, short hour and over time hour) for the previous days, from PC or mobile phone. 

In any business, rosters can vary from the straightforward 9 – 5 working hours to the complicated shifts, thus it is important to have an efficient and well-organized roster to keep the employees in order. A messy roster can result in unhappy employees that may create more ‘sick’ absences and create a hole in your roster, and your pocket too. 

 Use TimeTec TA to help organize and manage your roster and workforce easier. Hop on the cloud and join us today at TimeTec TA. 
Attendance Automation

Take Control of Your Data Security with TimeTec TA


Nowadays, data is proven to be an asset and it is an obligation for organization to manage and safeguard its data. TimeTec TA offers a few features that will allow companies to take control of attendance and employees’ data effectively and securely. Let’s check out how to take control of your data with TimeTec TA.  
Organization Structure
Organization structure differs from one company to another and TimeTec TA’s Organization Structure feature embraces the dynamic nature of various companies’ structures. With this feature, you are free to determine the layers and structure of your organization and by using the drag and drop function, you can easily add in users under their respective divisions. By defining your own, you will be able to filter your data searching according to the structure and you can determine data accessibility later in Manage System Roles & Admin. Not all data is accessible to every department and this Organization Structure feature allows one department to access different data than another department. Try it out and see how this feature can benefit your company. 


Field Layout
Every application has its own standard fields and sometimes these fields don’t suit the requirements of certain companies. Field Layout feature in the Company tab allows you to determine and customize the important fields required for your company. Create your own fields, for example Marital Status, and determine where the field should appear by setting it right in the Field Layouts section. If you don’t need certain fields to be in your system, you can just remove them from the Field Layouts, it is that easy! This feature provides you with control to determine what kind of data do you want to gather for your organization. 
Note: Currently this feature is made available only for User module, but rest assured it will be extended to other modules in the near future to accommodate larger requirements.



System Roles
When it comes to attendance data, employment information and such, Human Resource Managers must have the highest accessibility into a Time and Attendance System like TimeTec TA. Managers from different departments for example, should only have limited access to the data and perhaps to their own department only. To manage data accessibility, System Roles feature is the solution. Create your system roles and determine your users’ accessibility; you can decide whether to allow them to view, edit, configure format, and etc. You can assign a role to a division and once this is done, proceed to assign system roles in the Admin tab. Use System Roles feature to secure your important data from being exposed to unauthorized individuals.


The main reason people choose cloud solution is to have all data accessible at all times. By TimeTec TA having features like Organization Structure, Field Layouts and System Roles, TimeTec TA puts the control of data back in the employer’s hands. 

Experience TimeTec TA by signing up for the 30 days FREE trial at http://www.timetecta.com/. We also offer 10 free user licenses valid for a lifetime when you register with us.

Try TimeTec TA today! For other cloud solutions, go to www.timeteccloud.com
Attendance Automation

Keeping up with TimeTec Mobile




Many of us are inseparable with our mobile phones. Everyday, more and more interactions were done through mobile phones. People socialize, work, shop, pay and play on their mobile and the lifestyle of the world’s population is forever altered. With the increasing use of mobile applications to cater to the current lifestyle and modern business requirements, application providers need to be on top of their game and provide all the features accordingly. 

 At TimeTec, we are constantly making improvements and enhancements to deliver the best possible solution and positive user experience to our customers. If you haven’t had the chance to get a hold of TimeTec Mobile yet, let’s take a look at what it has to offer to better your business

1. Easy attendance clocking complete with GPS tag
So you have employees that need to go places, meeting clients, perform maintenance, installations and such. How do you confirm their attendance when they are not at the office? TimeTec Mobile is the answer. With TimeTec Mobile, employees simply need to login, clock their attendance and, you will get their attendance log and GPS location showing their exact location. This way, you’ll be certain of your employees work time and also their whereabout. Talk about killing two birds with one stone! (No animals were harm in this process, we promise)

2. Attendance data in your hand
Whether it’s today or last month’s attendance, they’re all available in TimeTec Mobile. With the new organization structure and user role added in TimeTec TA application, the attendance information displayed in TimeTec Mobile will follow the hierarchy and privilege set. For example; managers can only view attendance of employees that are assigned under them, while normal employees can only access to their own attendance. 



3. Report generation made easy
One of the perks of having all data in your hands is that you can generate report at any time, anywhere. TimeTec Mobile allows you to generate Electronic Time Card; which will display general attendance records and Tardiness Report, containing late in, extended breaks, early out and absence data. Report will be generated in pdf format and it can be printed, if necessary. (We repeat if necessary because we love trees)

4. Get notified on important events

TimeTec TA has notification system to send birthday greetings, welcome note for new staff, memos, and get notification on your employees’ attendance status. The notification for attendance is made to monitor on your employees’ attendance; for example if you set the notification at 9:00 AM, you will get notified on the list of employees that haven’t arrived at that time. All this can be set in TimeTec TA application and a push notification will be sent to your mobile every time there’s a notification. 


5. Get the big picture
You are responsible for your own attendance! In our latest update we’ve summed up the attendance data for you on one mobile page. Get a glance of your daily attendance status from the overview and know who’s working, taking leave or missing from work. Each staff is responsible for his own attendance and each user can view their own attendance on their mobile and this can be made a self-discipline indicator to teach staff to be more discipline with their work time. 


Mobile phones have become the extension of modern society. TimeTec Mobile is a great mobile app to help ease your workforce management and a tool to discipline your entire employee. Get the 30-day FREE TimeTec TA trial account, set it up and combine it with TimeTec Mobile for easy and efficient workforce management. TimeTec Mobile app is available in both iOS and Android and it’s FREE. Give it a go!
Android

LET’S TALK ABOUT TIME – PART II


"Time is really the only capital that any human being has, and the only thing he can’t afford to lose” – Thomas Edison. 

 Good time management helps your business grow. In the previous post, we have discussed 3 options in time management; time zone, time range and rounding of time, and how you can utilize TimeTec TA to your advantage. Now, let’s continue on how TimeTec TA can help you manage your employees’ times further.

 BREAK TIME
Every employee’s well being needs to be taken care of, and providing breaks such as lunchtime and tea break is the common practice in various organizations across many industries. TimeTec TA comes with the option to define a maximum of 5 break times in every schedule complete with the setting up of the rules for these break times that adhere to the company’s policy. 

Define your break times and their rules for more accurate work-time information. 

More detailed break rules can be defined at the Break section. For example, a company can determine whether to deduct lunchtime for employees who work half day or a company can choose to deduct extra break time from the employees’ working hours. The total work time for each employee will then be calculated based on the rules set in this section. 



OVERTIME
Overtime can be a cost-effective way to fulfill your organization’s production needs by utilizing your current workforce or it can backfire if it’s not managed properly. Demanding workers to work overtime can cause dissatisfaction amongst employees that could result in bigger problems in an organization. Therefore, it’s crucial for the management to comply with the overtime local labor rules and with TimeTec TA, these rules can be preconfigured and they will apply accordingly when managing overtime. For example, an employee must not be working continuously for a certain hours and the salary calculation will depend on the day the overtime is required and etc.  

Set your overtime at the Clocking Schedule section or at the Overtime tab in TimeTec TA. If your company permits overtime within a specific time, for example from 19.00 until 21.00, you need to set the overtime in the last column of Clocking Schedule to indicate the time range. 

Set the specific time for overtime directly at the Clocking Schedule tab. 

However, if your company allows the overtime to start directly after working hours, you only need to set the options at Overtime tab and leave the overtime section in Clocking Schedule empty.



“Until we can manage time, we can manage nothing else” – Peter Drucker.

Managing time is far from a simple task and having a good attendance management system like TimeTec TA could play at your advantage. Be in the know of your employees’ attendance activities and manage them right.

Start managing your time with TimeTec TA. Get your 30 days free trial today!
Attendance Automation

LET’S TALK ABOUT TIME – PART I


Time, even though simple, is never linear. A system that deals with time needs to be dynamic, flexible and comprehensive.  In business, managing time is even more crucial because every second counts. Managing time effectively requires a company to have a system that can deal with time and its various dynamic components.  Here’s how TimeTec TA manages time to your advantage. 

 TIME ZONE
Managing workforce abroad in a few different countries requires time management software that is able to cater for attendance data from all of the different locations. TimeTec TA allows you to set different time zone for each of your branch and the time captured will be based on the local time; set according to the respective branches. Hence, the timesheet displayed will be adapted from the local time set in TimeTec TA.  TimeTec TA checks the time zone option to sync the attendance data with your company’s schedules and to ensure data accuracy at all times. 

TimeTec TA allows setting of time zone for individual employee and it caters to employees who are working abroad at a different time zone.
TimeTec TA is also able to sync the time zone set in your time attendance devices such as biometric terminals or mobile phone to provide accurate attendance data. 

By having the different times from your branches at different places with different time zone synchronized, TimeTec TA ensures to provide you with accurate and manageable data at all times.

TIME RANGE
Time range in TimeTec TA is the guideline for the system to determine where the attendance record will be slotted in. By having a time range option in TimeTec TA, it allows you to set the maximum time for a selected attendance slot before it falls into the next slot. It is important to set the correct time range for each slot because working hour’s calculation will be based on the time recorded in each slot and the position of the time recorded will affect the attendance sheet and reports. 

For example, if your IN time is set at 9 AM, you can set the maximum time to fall under IN column, e.g. 11 AM. The system will capture all attendance before 11 AM as the IN time and any attendance captured after 11 AM will fall into the next column, which is by default should be LUNCH. 

In TimeTec TA, if you don’t define the time range, by default the system will justify which column to locate the record by referring to the midpoint of the predefined time.

ROUNDING TIME
TimeTec TA allows rounding of the time to the nearest minutes. This option is made available for companies that require all their employees to adhere to the same time rules and consistency. Select the rounding option to either round up, mid or down to suit to your company’s policy. 

The example is to round the times to the nearest 15 minutes  
A summary of the result (in minutes) when user rounds the time to the nearest 15 minutes

Example of time records


Having a reliable and accurate attendance data is important to provide companies with the overview of the entire organization’s workforce performance. By setting up these 3 options; time zone, time range and rounding of time, the attendance data will be precise, manageable and consistent with your company’s attendance policy. 

Set your time right with TimeTec TA. Sign up for a trial account today, and experience it for yourself!

Note: There are another 2 aspects related to time that we will discuss in the next blog post; break time and over time. So stay tuned! 
Attendance Automation
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