Facial recognition apps make clocking in as easy as taking a selfie
When it comes to attendance recording, few options are more foolproof than biometric devices. But even low-cost fingerprint readers and hand scanners require a level of up-front investment that may be beyond some employers – especially in the current economic climate. But if you want the rigour of biometric staff clocking without the hassle of dedicated devices, there is an answer and it is literally staring you in the face – an easylog facial recognition app for tablet or smartphone.
Evidence of identity that cannot be faked
Our facial recognition attendance apps are particularly useful because they provide evidence of the identity of an employee making a clocking, along with time, date and geolocation data – so it is impossible for someone to clock in on somebody else’s behalf or from a different location. They are simple to use and install and can be downloaded from the Google and Android online stores, just like any other app.
easylog is currently offering two flexible facial recognition clocking app options – Face Log and Geo Clock With Photo – although we are constantly developing our attendance software range.
Face Log – the always on, fixed clocking option for tablets
This clocking app is for Android tablets and uses the front camera, so we recommend it is wall-mounted for convenience and security. As it is always online, it requires a reliable internet connection at all times. The facial recognition software compares, in real time, a photo taken during clocking with stored images of the employee. Clockings are only accepted if there is a match and are backed up by geolocation data, providing an extremely reliable “there and then” attendance record proving identity, date, place and time.
Face Log can also create clockings through voice recognition and manual photo identification. These options work in the same way as the facial recognition system, with clockings only passed if staff are recognised by the software. There is a further option of speech activation, although this is not biometric and so does not confirm the identity of individual employees.
Geo Clock With Photo – the fast and portable clocking app for tablet and phone
This fast and convenient app works with Android and Apple operating systems on smartphones and tablets. Front and back cameras can be used and it can work offline as well as online, so it is ideal for both fixed and variable locations with inconsistent internet connectivity, such as building sites.
To create a clocking, the facial recognition software takes a photo of the employee with the device’s inbuilt camera and combines this with geolocation data, date and time. Clockings are always accepted, even if the device is offline, and a record is stored showing whether the employee passed or failed the identification. If there is no internet connection at the time of clocking, the photo is transferred to the server when the device is back online, or the next time a clocking is made, and an identification is made retrospectively.
What happens to the clockings?
Clockings from all our apps are converted into an instant employee attendance record, which is automatically sent to our web browser-based software supplied as part of the solution. You can then produce detailed or summarised timesheets across any period per employee and location, deduct unpaid periods and export any report into Excel at the touch of a button.
Find out more
easyLog offers a wide range of apps, attendance recording technologies and software. Talk to one of our team today on 01892 834406, request a callback or email us your enquiry.
Clocking in with a QR code: cheaper than chips!
The business world emerging from the Covid-19 pandemic will undoubtedly be very different from the one that entered the crisis. It will be even more cost-conscious, given the additional overheads of making and keeping premises safe for employees and visitors, and staff will have a heightened awareness of hygiene, with frequently touched surfaces and equipment requiring regular and scheduled cleaning. Work is also likely to be more flexible in terms of where and when it is conducted, with split shifts and staggered start times – and, as a result, monitoring staff hours and calculating pay will be more complex and require greater input and control.
Smartphone attendance apps for the new normal
In line with our reputation for supplying low cost, robust and practical employee time management solutions, easyLog has ensured that its range of QR code-based attendance recording apps meet all the requirements of hard-pressed employers coming to terms with the new normal.
From just £20 per month plus VAT for a system covering up to 15 employees, staff can record attendance at a single or multiple sites using their own (or company-issued) smartphone and easyLog’s Location Clock App.
Simple to download from the major stores and install, the app automatically scans and recognises a QR Code that is defined per location. It converts this into an instant employee attendance record and sends this to the e-Log web browser-based software application supplied as part of the solution. This produces detailed or summarised timesheets across any period per employee and location, can deduct unpaid break periods and export any report into Excel for further analysis.
QR codes – the low-cost solution that covers all the bases
- Low cost – just over £1 per month per employee for the cloud-based solution. easyLog provides software support as required, online training and daily backup. No up-front, one-off set up and training costs – everything you need is included in the monthly amount. The minimum contract length is 12 months with one-month cancellation. Simple, clear and straightforward.
- QR codes are free to generate and download from many websites. Your only cost is the paper and ink for printing.
- Hygienic – employees use a smartphone which is always under their control, so there are no health concerns about multiple staff touching an attendance recording device and how clean and safe that unit remains.
For more information about attendance recording with QR codes, you can read this case study.
Find out more
easyLog offers a wide range of apps, attendance recording technologies and software. Talk to one of our team today on 01892 834406, request a callback or email us your enquiry.
Two-for-one app records visitor as well as employee attendance
Knowing which employees and visitors are in your building at any time is important, even in normal circumstances. In the present pandemic, however, this information – and the possible need for it to be available to health authorities in the event of local Covid-19 cases – has become a heightened issue for many more workplaces, including those with smaller numbers of staff.
easyLog, the innovative provider of low-cost attendance management and staff scheduling systems, has delivered yet again with a value for money, tablet-based attendance solution that records both staff and visitor arrival and departure data.
The system works with standard Android tablets, such as those made by Samsung and Asus, and a local wireless connection – or a SIM card if used on a remote site, for example in the building industry. The app enables both employees and visitors to record their attendance by presenting a tab for each: reducing investment in hardware and software while also simplifying implementation and operation.
Simple and accurate two-in-one attendance logging
Employees select their name from a dropdown list and are asked to enter a PIN as confirmation. They then indicate by clear buttons if they are starting or leaving work. The app confirms the name of the staff member and the date and time of attendance. Importantly, if the employee has made a mistake – for example, by recording another ‘in’ clocking when they are about to leave the building – the app will question their action and ask them to confirm if their attendance record is correct. A simple step that helps reduce management involvement and produces comprehensive timesheet reports accurately and swiftly.
Visitor details are entered prior to their visit through the e-Log timesheet software, together with the name of the person they are due to meet. As e-Log is a web browser-based software application this can be done on any device – PC, laptop, tablet or smartphone – with a connection to an internet browser. This enables easy access and last-minute adjustments to be made by busy managers who may have infrequent access to office administration systems.
On arrival, the visitor is presented with a dropdown list of visitors for that day from which they select their name to confirm their arrival and again on departure. Should the visitor not have been pre-registered, they can enter their name and who they are seeing using the on-screen keypad on the tablet. Visitor details are held in the software for future use thereby simplifying the process of arranging further meetings.
Low-cost solution includes our browser-based software
Prices start from just £20 plus VAT per month for an organisation employing up to 15 staff. This includes the app, e-Log timesheet and visitor software, supply of a managed cloud platform with daily backup (meaning you don’t need to worry about implementing the software on your own PCs or network) and installation. We even provide an on-line training session to show you round the software and help you get operational as quickly and smoothly as possible. And that monthly cost includes telephone access to our help desk in case you have any questions or technical issues in the future.
Innovative, simple, low-cost and easy to use. Why not call or email us for further information?
New ways of working post lockdown: staff rotas
It is looking increasingly likely that social distancing and other protective measures are set to be the new normal for some time to come – in the workplace as well as public spaces. As a result, many employers are facing difficult decisions about keeping their business up and running while ensuring staff stay safe.
One of the changes that many are considering is staggering staff attendance so the two-metre rule can be maintained – which in most cases means setting up a staff rota. For first-timers, this can be a daunting task.
With the help of purpose-built rota software, however, even the most complex working arrangements can be managed quickly and easily, leaving managers more time to deal with other tasks.
A rota is all about balance…
Setting a rota is essentially a balance between the cover you need and employee availability. It sounds simple – but when you throw in issues such as holiday entitlement, part-timers, unexpected absences, different pay grades, TUPE terms, public holidays, TOIL, flexitime and so on, it is far from straightforward.
Our scheduling software allows users to deal with all these situations and more at the touch of a button. It also allows employees’ regular hours to be stored on a rolling rota so there is no need to keep re-inputting data. And when there are gaps to be filled, the software can filter employees via criteria that determine their rate of pay, such as training, qualifications and seniority, so you can be sure of staying within budget.
Sharing shift info? There’s an app for that
Sharing shift information quickly and reliably is a key element of a smooth running rota. With our smartphone apps, shift details can be sent direct to employees’ phones as soon as the rota is set. They can also use the app to confirm their shifts and other related tasks, such as managing leave and expenses.
We can even supply smartphone or tablet-based clocking apps to keep an accurate record of attendance if required.
Find out more…
For more information about our rota software, or any other attendance management solutions, speak to one of our team.
easylog updates care software app for temporary hotel hospitals
With the Covid-19 epidemic causing disruption and hardship to businesses across the UK, particularly in the hard-pressed care sector, we were pleased to be able to help one of our clients meet the challenge of extending their care services to six hotels being used as temporary overspill hospitals.
Salisbury-based care group Abicare called us after they were contracted to provide care staff for recuperating patients from hospitals across Hampshire and Dorset. The carers were needed to look after both Covid-positive and non-Covid patients who were being accommodated in empty local hotels operated by major chains.
“Because of the unique nature of the contract, Abicare needed us to make some tweaks to their HomeCare software app and import a lot of new data,” says easyLog development director James Clark.
“The changes we made were chiefly to enable care staff to make more notes to meet the differing care record needs of patients and, crucially, to track patient visits so appropriate hygiene procedures could be followed. We worked with Abicare over a weekend to create a new instance of the software and get it up and running as fast as possible. We are proud to say it is already in use in the new hotel ‘wards’.”
Find out more
For more information about our care systems, visit our website. Alternatively, contact one of our team for a chat.
Keeping staff safe by maintaining attendance device hygiene
One of the side-effects of the coronavirus pandemic is that we have all become much more aware of hygiene procedures, with government advice on hand washing and disinfecting surfaces with increased regularity becoming embedded in the routine of our daily lives.
This has caused our clients to consider the most effective way of cleaning their attendance recording hardware and so address employee concerns about the frequency with which this equipment is touched by multiple people.
Regular hand-washing is more important than ever
Like any hard surface – whether it be a door handle, desk or computer keyboard – germs can survive for a varying period of up to 72 hours after contact (source: www.gov.uk). We therefore recommend cleaning your clocking equipment more frequently using the usual recommended method while also encouraging employees to follow the government’s advice on washing their hands more often and for a minimum period of 20 seconds.
How technology can make staff clocking more hygienic
Before the current pandemic, a quick visual check or once weekly clean would have satisfied most staff that the contact they had with items in their work environment was perfectly safe. Understandably that view has changed and may well continue even after the threat from Covid-19 has been seen to pass.
In the belief that attitudes may fundamentally change on hygiene in the workplace, we have been asked by clients if options exist for equipment that requires no contact by the employee.
In short, there is no attendance hardware used by multiple staff that enables zero contact from the user. As a minimum, the employee will need to enter the in or out direction of their record. A face recognition terminal provides the facility to stand away from the hardware and thereby minimise contact with it while also offering the advantage of unique biometric recognition. A tablet running one of easyLog’s attendance apps will still require an employee to touch it but provides a flat surface that makes the cleaning process simple and efficient.
Our smartphone app means users do not have to share equipment
If staff members each possess a smartphone, easyLog offers options with easily downloadable apps that allow reliable and accurate attendance recording without recourse to equipment used by others. Of course, the practicality of this will depend on the workforce, the numbers involved and layout of the entrance area and specific clocking location.
These are all options that easyLog is happy to discuss now or in the post-pandemic, and probably more hygiene-conscious, world into which businesses will emerge. Until that time, please stay safe.
Coronavirus disruption: stay on top of attendance and pay wherever your staff are working
These are unprecedented times where things are changing rapidly and businesses are having to deal with the unexpected every day. So if your staff need to self-isolate or you close your offices and ask them to work from home, how do you still operate a time and attendance system?
At the very least, you need a solution that is flexible, verifies the employee’s attendance wherever they are and can be implemented rapidly.
easyLog’s simple timesheet management system can be up and running within a day and can be accessed on any device with a web browser and an internet connection. It operates with a variety of easy-to-use attendance recording options, from an app on the employee’s phone or logging in on a website to calling an 0800 number.
So, with the support of easyLog behind you, whatever the coronavirus crisis throws at your business you can rest assured that your staff will be paid correctly and on time. And prices start from just £20 plus VAT a month, which might be the most pleasant shock your business has over the coming weeks and months.
You can find out more about our browser-based timesheet software and attendance recording systems on our website. Alternatively, contact one of our team for individual advice on the most suitable option for your business.
The new mobile-friendly easyLog website is now live
Previous visitors to the easyLog website may have noticed that over the past few months things have started to change. We have given our sites a bright, modern new look and made them more accessible – particularly on mobile devices. The last section, the core home pages, have now gone live.
We have kept all the key product sections – staff scheduling and web-based software, clocking and staff attendance, cleaning management, care home software and domiciliary care – but have added a new section for supported living providers. These have all been given their own sub-domains so they are distinct from each other but still integrated into the main site network. We also have pages showcasing videos and case studies and, of course, information about the company and how to contact us.
Please take a look around and feel free to get in touch by email or phone if you would like to know more about any of our products.
Reconciling the risk and reward of cleaners’ flexible hours
If you offer your cleaners the option of choosing when they work at client sites you will know that this involves both risk and reward. Employees who have greater freedom to fit their work commitments around their personal lives are likely to reward you by being more reliable, loyal and motivated. On the other hand, you run a bigger risk of work not being delivered within the hours specified in your client contract – which means spending more of your time monitoring when and where work has been delivered. There is a way to reconcile these two apparently conflicting aspects of flexible working, however: easyLog’s +Sb staff scheduling software.
At easyLog we have a growing group of cleaning company customers using our staff scheduling systems. Listening to them, we have added functionality that delivers ease of use with the detailed monitoring and reporting efficiencies they require – and at a sensible price that they have been unable to find elsewhere. Starting from £60 plus VAT per month for up to 25 cleaners, our +Sb scheduling solution provides a phone-based attendance recording app for each cleaner, scheduling functionality, pay analysis and reporting software on a managed cloud platform with daily backup, on-line training and telephone support – a complete solution, all developed and provided within the UK.
So, how does this all work?
Cleaners download an app from the Play or Apple stores and enter a code that automatically sets up their phones to link with the scheduling and reporting software that you use. They then go to a site, open the app and scan a QR code that you have printed and placed at each location to uniquely identify it. QR codes are generated for free on the internet. The employee does the same again when they leave the client’s site. These attendance records are automatically transferred into the software and compared in real time against the schedule of work on the staff rota. You can define if you require on-screen alerts or emails generated if a cleaner has not arrived. Similarly, the cleaner has a panic button on the app to create an alert if they have a problem.
Greater efficiency and control
If the cleaner has worked for the agreed period within the defined time bands then there is no further action to take – those hours will be passed into the Pay Report and analysed to the correct pay rate. An Authorisation routine highlights per cleaner any hours where the required cleaning period has not been met. Settings in the software allow the user to define any permitted leeway if attendance is shorter than the period defined, for example no tolerance or up to five minutes. The parameters can also draw attention to where extra time has been spent at the site thereby flagging the possibility of additional client charges and payment for the employee.
Analysed pay reports can then be produced across any period with hours broken down by the different pay bands that may apply for working during weekdays, weekends, bank holidays and so on. There is then the option to export the finished report into a third party payroll product, such as Sage, creating yet more efficiency in the process of producing employee payslips.
Explore further
If you would like to know more about what the easyLog+Sb solution could do for your cleaning business, please call us on 01892 834406, send us an email or visit the cleaning management software section of our website. You can also watch a video about managing flexishifts with our software.
Six steps to CQC-proofing your staff rota
Setting the rota can be one of the most stressful and time-consuming managerial tasks, not least because ensuring a care home has adequate carers in place at all times is something that CQC inspectors will be looking at closely.
Suitable staff scheduling software can take a lot of the strain when it comes to creating a rota. Here are some of the many ways specialist solutions can help.
1. Ensuring cover is always available
One of the time-saving features of our scheduling software that customers depend on most is the ability to store employees’ regular hours on a rolling rota. There is no need to keep re-inputting data, the rota can be prepared as many weeks in advance as required and managers can see at a glance where shifts need to be filled. At the same time, staff can be confident of getting the shifts they want. When absences inevitably occur, the software can be used to find suitable cover quickly and easily, even at short notice. Employees can be filtered via criteria that determine their rate of pay, such as training, qualifications and seniority, so you can be sure of always having staffing levels that meet regulatory requirements without burning your budget.
When it comes to managing leave, easylog rota software can automatically check that the required cover is still available for a proposed period of absence.
2. Giving staff plenty of warning about their shifts
A reliable and timely method of informing staff about their shifts is essential for smooth continuity of care. By using our employee smartphone apps, shift details can be sent from the main rota software direct to carers’ phones at the touch of a button as soon as the rota is set. Your carers can confirm the shift immediately, saving time and reducing the possibility of errors as shifts will always be available to view on the phone. Staff can also use the app for other routine tasks, such as managing leave and expenses and checking clockings against shifts, making associated admin faster and more efficient.
3. Comparing clockings with shifts
An integrated clocking system makes calculating pay simpler and more accurate and, more importantly from the CQC’s point of view, allows managers to show that no periods have been left uncovered. Our software can be used with any of our attendance options, from mobile phones and iPads to biometric handscanners, fingerprint readers and facial recognition devices. We even have specialist electronic devices for monitoring night checks so you have a reliable record that routine but essential care tasks have been recorded. To find the best match for your care home, just contact one of our team.
4. Providing adequate records
A further benefit of using specialist scheduling software is that a full record of the rota is available for CQC to inspect and can be retained for the statutory period without keeping multiple paper files. As well as saving space, this means records can be searched quickly and easily and electronic reports generated as required.
5. Being able to show clients are receiving the right staff allocation
Supported living providers can prove care has been provided by allocating staff on the rota to individual or multiple service users. They can also show the local authority that the care it is paying for has been delivered through easily-generated reports and invoice clients directly from the software.
6. Using reports to improve service provision
The opportunity to produce reports is one of the key management benefits of a software-based rota. For example, shift and absence records can be used as an accurate input to staff supervisions and any problems can be pinpointed and acted upon – something that CQC inspectors like to see as evidence that fit and proper management is in place.
To find out more about our rota software and clocking options, or any other products, please request a call-back or contact us.
Phone us now on 01892 834406 or request a callback
Browse by category
- Apple iPhone (14)
- British summertime hours (2)
- Business support (31)
- Care home management (46)
- Care record management (10)
- Care recording (11)
- Cleaning contractor software (24)
- Clocking and employee attendance (51)
- CQC Inspections (7)
- Domiciliary care and supported living (36)
- Flexible working (32)
- Holiday pay (4)
- Invoicing staff time (16)
- Latest news (38)
- Minimum wage (5)
- Mobile worker tracking (40)
- Nursing home management (27)
- Opinion (2)
- Payroll analysis (18)
- QR code and biometric clocking (22)
- Rota software (46)
- Scheduling software (44)
- Smartphone app (32)
- Time and attendance (29)
- Time off in lieu (TOIL) (1)
- Timesheets (44)
Browse our archives
- March 2024 (1)
- January 2024 (1)
- November 2023 (1)
- October 2023 (1)
- August 2023 (2)
- April 2023 (1)
- October 2022 (1)
- August 2022 (1)
- April 2022 (1)
- February 2022 (1)
- October 2021 (1)
- July 2021 (1)
- June 2021 (1)
- March 2021 (4)
- January 2021 (1)
- August 2020 (2)
- June 2020 (1)
- May 2020 (2)
- April 2020 (2)
- March 2020 (1)
- February 2020 (1)
- October 2019 (2)
- July 2019 (2)
- February 2019 (1)
- August 2018 (2)
- May 2018 (1)
- April 2018 (1)
- September 2017 (1)
- August 2017 (1)
- June 2017 (1)
- February 2017 (1)
- October 2016 (4)
- July 2016 (2)
- June 2016 (3)
- May 2016 (1)
- April 2016 (1)
- March 2016 (3)
- February 2016 (1)
- January 2016 (3)
- November 2015 (2)
- October 2015 (1)
- September 2015 (1)
- July 2015 (2)
- June 2015 (2)
- May 2015 (4)
- April 2015 (4)
- March 2015 (4)
- February 2015 (4)
- January 2015 (3)
- December 2014 (3)
- November 2014 (1)
- September 2013 (1)
- April 2013 (3)
- January 2013 (2)
- October 2012 (1)
- July 2012 (3)
- May 2012 (1)
- April 2012 (4)
- March 2012 (2)
- January 2012 (1)