Mobile worker tracking

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 nine 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 using the form on the right or email us your enquiry.

Posted by administrator in Apple iPhone, Business support, Care home management, Cleaning management, Domiciliary care and supported living, Employee attendance, Flexible working, Invoicing staff time, Mobile worker tracking, Nursing home management, QR code and biometric clocking, Smartphone app, Time and attendance, Timesheets, 0 comments

Reconciling the risk and reward of cleaners’ flexible hours

male cleaner working in an office corridor

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 section of our website. You can also watch a video about managing flexishifts with our software.

Posted by administrator in Business support, Cleaning management, Employee attendance, Flexible working, Latest news, Mobile worker tracking, Payroll analysis, Rota software, Scheduling software, Smartphone app, Time and attendance, Timesheets, 0 comments

Soft landing for smaller businesses on the cloud

It is often said that the internet is a great equaliser and, for smaller companies, we are finding that very much to be the case. Thanks to the web high tech solutions are no longer the preserve of big companies with generous investment budgets – nowadays even micro companies operating on a shoestring can take advantage of sophisticated time and cost-saving technology.

One of the fastest growing options for our smaller customers is cloud-based services. The opportunity to run software via the internet, rather than on expensive real-world hardware, has made our staff scheduling and attendance management systems available to a whole new raft of customers who until fairly recently would not have considered it.

Replacing traditional hardware with smartphones

In particular, we are finding that cloud-based systems are proving popular with smaller companies that want to dispense with traditional hardware and connect to easyLog services from the outside world using smartphones instead.

The benefits are threefold:

  • There is no need to invest in infrastructure other than smartphones, which employers and staff usually already own
  • There is no software “footprint” – it does not have to be loaded onto a central desktop or laptop computer, although it can be if required
  • Browser-based services can be accessed anywhere, at any time – ideal for busy bosses who are constantly on the move

If you would like to find out more about our cloud-based services and how they can make your staff management more efficient, contact us or request a call back.

Posted by administrator in Employee attendance, Flexible working, Invoicing staff time, Mobile worker tracking, Rota software, Scheduling software, Smartphone app, Time and attendance, Timesheets, 0 comments

Can employees fool an app to falsify their attendance records?

In the second of our series of blogs about asking employees to record their attendance using an app on their smartphone, we consider what security features to look for to prevent the possibility of staff dishonestly covering up lateness.

It’s an interesting observation that employers implement time and attendance systems principally to deliver two results: first, administrative time savings through automated calculation of timesheets and pay analysis and second, to improve the accuracy of recording their employee’s attendance.

On that latter point, the ultimate guarantee to prevent an employee fraudulently falsifying their hours is to use a biometric reader that recognises an individual by a unique part of their body, such as fingerprint, face or hand. However, many of our clients have small numbers of staff working irregularly at a number of sites where it would be uneconomic to justify the capital cost of such equipment at each location. In these situations, the low-cost alternative is to ask the employees to use their own or company-issued smartphone to record their attendance at each site. But without biometric safeguards, how can you be certain that the time clocking was generated by the registered user of the phone? That’s where easyLog has consulted with its growing number of users and delivered a solution that gives the employer confidence that any attendance record has been generated by the identified person.

So how does our app prevent clocking fraud?

Firstly, the app is used with QR codes, the latest generation of barcode representation. Generated from free-to-use websites, they can be printed and assigned to each location to uniquely identify the specific site. When the app is used it accesses the camera of the smartphone and the employee simply moves their phone over the code until an image is captured to record the date, time and location. The app also records the GPS reference at the point the attendance record was made. This is significant if an employee should have thoughts that they could photocopy the QR code – and then record their attendance from the comfort of their bed for example – as it will automatically be brought to the attention of their employer!

Within the easyLog software, each location is defined with a unique reference (used by the QR code) and also has their GPS latitude and longitude coordinates entered against it. So if the QR code is scanned from somewhere different to its defined location, the easyLog software will know and flag accordingly with a link to Google Maps to identify the actual location of the errant clocking.

Software that can’t be fooled

Secondly, the app records the date and time that the attendance record is sent to the back-office timesheet management software application. This may not seem immediately significant but if the employee has changed the time on their smartphone – moving it backwards to avoid being flagged as late or forwards to falsely claim overtime – then this will be detected by the easyLog software.

Thirdly, when downloaded the app automatically creates a unique ID reference for the individual smartphone. Again, in an online world familiar with website cookies, this may seem like normal practice. However, it provides another preventive measure against the dishonest employee who may be tempted to help a colleague who is running late.

As mentioned earlier, each employee is given a unique number to identify that it is them using the app each time – and they enter this in the app when they first use it. So what if they change that number to use their smartphone to clock in on behalf of a colleague? The software automatically identifies the phone used for each attendance record from the unique ID reference so if it finds clockings from two different employees but with the same ID then it will be raised with their manager to take appropriate action.

Peace of mind for employers

We hope the anti-fraud measures that we’ve included in the app won’t actually require use but unfortunately rogue staff do exist. Most importantly perhaps, easyLog can give the employer the peace of mind that their workforce is recording their attendance accurately, easily and with certainty – and at a price that is economic for any size of organisation.

If you would like to know more about these features, other apps in our range and the time and attendance and staff scheduling modules with which they integrate, please call on 01892 834406 or send us an email.

Posted by administrator in Apple iPhone, Business support, Cleaning management, Domiciliary care and supported living, Employee attendance, Flexible working, Invoicing staff time, Mobile worker tracking, Payroll analysis, Rota software, Scheduling software, Smartphone app, Time and attendance, Timesheets, 0 comments

What’s important in choosing an attendance recording app for your staff?

In the first of two blogs about using a smartphone app for employees to record their attendance, we explore the key issues that experience has taught us you should look for.

There are three important questions to ask when introducing attendance recording via a smartphone app to your workforce:

  • Is the App easy to use for the employees?
  • Is the App easy to download with the connection to my time and attendance software already set up?
  • Is it secure and not open to fraud by the employee?

Users of our Log-In App know that they can confidently say “Yes” to all the above. easyLog has created not only a simple to install and use app for the employee, but a solution that gives the employer confidence that any attendance record has been generated by the identified person. This latter point we’ll cover in a subsequent blog but in this one we’ll address those first two questions.

Automatically updates back-office software

The Log-In App is downloaded free of charge for the employee from the Apple, Microsoft and Google stores. easyLog supplies a five-digit Customer Code number to each organisation that the employee is prompted to enter when first opening the app. This automatically sets up the parameters in the app to link it with the web browser-based back office software that collates and reports on the time and attendance records received from the smartphones.

Next the user is asked to enter their own unique ID number given to them by their employer. This is saved in the App and means it will not need to be remembered again at the point of use.

And that’s it. When the employee uses the app they are presented with large, clear buttons that they touch to record if they are arriving or leaving a site. There are other user-settable options also to enable the additional clocking in or out from a break and a panic alert feature that will automatically send an email to defined individuals on pressing.

If you would like to know more about these features, other apps in our range and the time and attendance and staff scheduling modules with which they integrate, please call on 01892 834406 or send us an email.

Posted by administrator in Apple iPhone, Employee attendance, Flexible working, Invoicing staff time, Mobile worker tracking, Payroll analysis, Rota software, Scheduling software, Smartphone app, Timesheets, 0 comments

NFC reading capability for iPhone added to easyLog’s Log-In app

Android smartphones have been quick to see and embrace the opportunities that NFC (near field communication) technology has to offer. easyLog customers have, for example, used NFC tags to uniquely identify locations in areas as diverse as property management, cleaning supervision and night checks at care homes to accurately record and report on employee attendance at any site. In reverse, staff can carry a NFC tag to identify their attendance by placing it on a growing range of terminals and readers located at a single or multiple places of work.  By contrast, Apple used NFC readers for its Apple Pay application but did not allow access to the wider software development community to provide the benefits that our apps were able to offer to Android users.

However, last summer Apple announced that it was opening up access to its NFC reader capability from the iPhone 7 model onwards; a capability that easyLog has delivered on with our NFCClock app now available at the Apple Store. The App gives the facility for staff to use their iPhone to easily record their attendance at any location with a NFC tag, specifying whether they are arriving or leaving the site.

If you would like to understand a little more about how easyLog’s software uses NFC technology on iPhones and maybe evaluate it with your own employees, please call us on 01892 834406, request a callback or send us an e-mail.

Posted by administrator in Apple iPhone, Business support, Employee attendance, Flexible working, Mobile worker tracking, Timesheets, 0 comments

Developing the most App-ropriate software tools for your business

Whatever industry you are in or service your provide, you are probably finding that smartphones and tablets are increasingly finding their way into your working life – and are becoming just as indispensable as they are for social and leisure activities. The numbers speak for themselves.

Back in 2010, just a fifth of UK mobile phone users had a smartphone, according to eMarketer. Today, that figure is around 80 per cent. The trajectory of tablets has been even more rapid, with more than half of the adult population using one regularly by 2015 – up from a third in two years.

Harnessing the popularity of smartphones and tablets

Although it’s impossible to predict the future of emerging technology trends, we could see early on that mobile devices were going to have a major impact on the management of everyday tasks – and so easyLog began developing convenient app versions of key products from the start.

Initially we focused on apps for Android devices to keep costs down for customers. But as more people began using Apple and Windows devices, we have been able to offer more apps for iOS and Windows Mobile – such as our highly successful multi-location geolocation and QR code staff clocking app, Locate and Clock.

The popularity of these time-saving and simple-to-use apps has inspired easyLog developers to create smartphone and/or tablet versions of several of our other flagship products and increase the functionality available of apps already in the marketplace.

Expanding our app functionality and product range

The Care Logger smartphone app, for example, which is designed for domiciliary care staff, will soon be released with the option for carers to view their rotas, clock-in and view call information. Meanwhile, managers will be able to use the same app to schedule and reschedule calls.

We also have a remote clocking app in the pipeline that is appropriate for a wide range of business sectors. As always we are guided by making routine and complex tasks as quick and easy to perform for everyone involved, saving employers time and money. The move to mobile has really been something of a revolution for us and our customers and we don’t see any sign of it slowing down yet.

For more information on easyLog’s extensive range of products and latest apps, check our website or speak to one of our team.

Posted by administrator in Care home management, Cleaning management, Domiciliary care and supported living, Employee attendance, Flexible working, Mobile worker tracking, Nursing home management, Rota software, Scheduling software, 0 comments

Clocks going back – will your software pay your night staff correctly?

That’s an interesting point given that British Summertime officially ends this Sunday at 2am with the clocks going back by one hour.

So if you pay night staff by the hour will you be paying one hour more for anyone working the night shift starting this Saturday? And correspondingly of course do you pay one less hour when the clocks go forward in March and British Summertime starts?

Some organisations appear to rely on the supposition that an employee working on the night shift when Summertime ends will also be working on the night shift when Summertime starts and therefore a natural order and balance to these things exists. But that is rather wishful thinking to my mind. Across those two days within any year an employee could be on a different shift, be off sick, have left or be on holiday. And if they’re on holiday and you pay that by the hour then what calculation do you use then to ensure the correct remuneration?

Surprisingly I find some organisations blissfully unaware of the point I am making; and when I bring it to their attention there seems to be an immediate fallback position of the ‘natural balance’ rule I mentioned earlier!

Aware of this conundrum or not, it really doesn’t matter if you are an easyLog customer using our staff scheduling software  as you can resolve the issue either way. A simple tick box parameter allows you to specify if you wish to pay to the exact hours worked or to the normal scheduled shift. And that will take care of any holiday hours calculations and payments as well.

If you are a current customer that would like some help with implementing this feature please call our support desk on 0333 343 1004. If you don’t currently use our scheduling software but this article has got you interested in exploring what other clever and efficient things it could do for your organisation then call us on 01892 834406 and speak to one of our team.

Posted by administrator in British summertime hours, Business support, Care home management, Cleaning management, Employee attendance, Flexible working, Holiday pay, Invoicing staff time, Minimum wage, Mobile worker tracking, Nursing home management, Payroll analysis, Rota software, Scheduling software, Timesheets, 0 comments

10 ways Home Care Studio can make work – and life – simpler

When you’re choosing a home care system, the chances are you’ll have a long list of boxes that need to be ticked. But we know from talking to our customers that often it’s the less obvious features that prove most valuable in terms of saving time and making delivering quality care that little bit easier.

The following functions of our Home Care Studio software may not be top of your checklist – but we think that once you’ve tried them you’ll wonder how you ever managed without them.

  1. Reviewing care plans on the move – on a phone

Our Care-Logger app enables carers to carry out evaluations and assessments as well as view care plans and tasks associated with client visits wherever they are via their smartphone – even when there is no internet connection. It can also be used to view and manage rotas and as a clocking device for ultimate flexibility and convenience.

  1. Set an ideal rota

We know most providers like to send a familiar carer face to their service users – and that most carers want some certainty over their rota. So that’s where the ideal rota comes in. A powerful and flexible function that allows you to define carers’ regular visit routes and then use this as the basis for the weekly rota.

  1. Log client visits by mobile phone

When time is money, an accurate and cost-effective visit tracking system is essential. One that is proving particularly popular with our home care customers is visit logging by smartphone. Using QR codes (smart barcodes), NFC tags or GPS global positioning technology, all are simple to use, highly efficient and surprisingly inexpensive.

  1. Update records on the go

With our specially-designed care-Logger app, carers can make visit notes directly into client records using their phones – no uploading or transcribing required. And to save even more time and bother, you can easily set up existing assessments in Home Care Studio.

  1. It’s not just about home care…

Our Home Care Studio software has flexibility built in – which means it’s equally suitable for supported living and agency care providers. This is particularly useful for customers who have multi-faceted care businesses.

  1. Personalise your invoices

You can customise your company invoicing by adding your own logo and adjusting the layout, creating a consistent, professional look and feel across your paperwork.

  1. Easy access to policies and procedures

Our policies and procedures section means staff can quickly and easily find important information when they need it, saving time and helping to ensure best practice is adhered to at all times.

  1. CM2000 interface

Because we know that, in the real world, larger care organisations especially use a variety of management tools, we have made our software compatible with other leading providers, such as Care Management 2000 for smooth transitions between systems.

  1. Client contributions made easy

Our invoicing section takes into account different payment structures, including client contributions, saving time and reducing billing-related headaches.

  1. Reports with everything

Whatever kind of report you want and however you want it presented, you’ve got it. You can even access a mileage report from Google Maps if you want.

If you want to know more about our domiciliary care and supported living system or any of the points above, request a callback from one of our team or contact us by phone or e-mail.

Posted by administrator in Business support, Care record management, Care recording, Domiciliary care and supported living, Employee attendance, Mobile worker tracking, Payroll analysis, Rota software, Scheduling software, 0 comments

5 ways our rota software can help you be more efficient

using our rota app on the move

You already know that a computerised electronic rota is quicker, easier and far more reliable than an old-style paper-based system – otherwise you wouldn’t be reading this. But you might not be aware that there are a number of spin-off benefits to our staff scheduling software that have a positive effect on other areas of your business. Here are just a few.

Take your office with you 24/7

Life, and work, doesn’t stop just because you are away from your desk. So we have developed versions of our software that enable you to access your staff rotas and other management tools, wherever you are and whenever you want. Our multi-platform, browser-based web solutions provide a cut-down version of our staff scheduling, attendance and other software for any type of mobile device, including smartphones. And for those who require full functionality while working on the move, we have powerful Android-based rota and timesheet solutions designed specifically for tablet computers.

Allocate staff according to budget

Staffing is probably one of your biggest costs, so you don’t want to waste precious resources by having the wrong balance of employees on your rota. With our staff scheduling software, you can set your budget and create a rota accordingly, so you are always on top of staffing levels – and costs.

Store a rolling rota

Save valuable time by storing employees’ regular hours on a rolling rota for as many weeks as you like. There’s no need to keep re-inputting data and staff can be sure they get the shifts they want.

Choose your clocking device…

Our software supports virtually all attendance devices and media, so all you have to do is find the right clocking technology for your business. From mobile phones and tablets to NFC, handscanners and biometric, our expert team can guide you through all the options and help you identify your perfect match.

…and payroll system

However simple or complex your clocking system and pay rates, our software has the functionality to import the data into your payroll application. Most major payroll systems are supported, including Sage, IRIS and Access.

To find out more about our staff scheduling software or any of the points above, request a callback from one of our team or contact us via phone or e-mail.

Posted by administrator in Business support, Cleaning management, Employee attendance, Flexible working, Mobile worker tracking, Payroll analysis, Rota software, Scheduling software, Timesheets, 0 comments

Cloud options for every hosting scenario and budget

clouds on tablet PC to represent cloud server option

At easyLog, one of our defining principles is to help our customers benefit from the latest technology, whatever their size and way of working. As a result of a number of industry developments, including a significant reduction in the price of cloud server options and an increase in broadband speeds nationally, we are now pleased to be able to offer an expanded range of cloud-based facilities.

This means we have options to suit every type of hosting and server set-up and can provide high quality cloud services for almost every budget – in keeping with our principles.

Broadly, there are three main hosting models:

  • We can install easyLog software on your self- or externally-managed cloud server
  • We can manage your easyLog software and related functions on your cloud server
  • We can provide a full hosting and management service through our own servers

To discuss the different options and their relative benefits to your organisation, please contact one of our team or request a callback.

Posted by administrator in Business support, Care home management, Care record management, Cleaning management, Domiciliary care and supported living, Employee attendance, Flexible working, Latest news, Mobile worker tracking, Nursing home management, Rota software, Scheduling software, 0 comments

Clocking in with a QR code now available for iPhone

The latest version of our multi-platform clocking app for iPhone can now be used with a QR code, or smart barcode – providing even more flexibility for cost-conscious employers.

As well as a choice of clocking methods, our smartphone clocking app offers a variety of possible data location options – making it suitable for a huge variety of working situations and employees. You can also choose what client and employee details are returned with the clockings, as well as whether you want the data sent to the chosen server immediately or held for subsequent download.

All our clocking options log location details, date, time and device ID automatically.

For further info about the app, read our blogs Smartphone clocking app offers more location data options and Now staff can clock in with a smartphone and a QR code. Alternatively talk to one of our team.

Posted by administrator in Employee attendance, Latest news, Mobile worker tracking, 0 comments

Now staff can clock in with a smartphone and a QR code

Clocking in (and out) with a smartphone just got as easy as scanning a tin of beans at the supermarket with the addition of a QR code option in our multi-platform employee clocking app.

QR, or quick response, codes are the 21st century version of the barcode. Developed for their readability and superior data storage capacity, they comprise a number of square black dots arranged on a white background across a square grid. The QR code image is easy to produce and can be placed on a sticker or in a folder, for example, so it can be used in a wide variety of locations.

QR codes can now be read and interpreted via smartphones simply by pointing the phone’s camera at the image. The location data read is then sent back to the host with timestamp and phone id, making QR codes an extremely versatile alternative or addition to the other location services provided on our clocking app.

Like the other staff clocking options on the app, clocking via QR code has been tested on Android, iOS and Windows phones.

Posted by administrator in Domiciliary care and supported living, Employee attendance, Flexible working, Latest news, Mobile worker tracking, 2 comments

Get ready for the new 30 minute home care visit

Setting a rota on a tablet computer

With new guidelines recommending that home care visits to the elderly should last a minimum of 30 minutes, it’s more important than ever to have a simple and dependable staff clocking system and effective rota management software.

The guidance, developed by the National Institute for Health and Care Excellence (NICE), does allow for shorter visits but only if they are not the main visit of the day – for example, a follow up to check if a client has taken medicine. It also includes taking steps to ensure that clients know their carers by trying to use the same ones whenever possible and letting clients know in advance if their carers are likely to be late or not turn up.

To find out more about our wide range of attendance monitoring and staff scheduling systems and how they can help you meet the demands of this new gold standard for home care, visit our domiciliary care and supported living pages.

Posted by administrator in Domiciliary care and supported living, Employee attendance, Mobile worker tracking, Rota software, Scheduling software, 0 comments

View and save our care and attendance products on Pinterest

easyLog is now on Pinterest, so you can browse a selection of our care management products and time and attendance devices then pin your favourites to your own boards and share them with colleagues. You can also follow us so you will be the first to see new additions to our boards.

We currently have three boards:

To find out more, click on the links above or visit our Pinterest home page: www.pinterest.com/easylogltd/

Posted by administrator in Care home management, Care record management, Care recording, Domiciliary care and supported living, Employee attendance, Latest news, Mobile worker tracking, Nursing home management, 0 comments

Smartphone clocking app offers more location data options

easyLog will shortly release a new multi-platform clocking app with a variety of data location options – making staff attendance monitoring with a smartphone more versatile than ever and suitable for an even wider range of employers.

The app uses a location services library, which means it can access data from a number of location-identifying sources. When employees clocks in – or out – with a smartphone, the location of the device can be obtained from any of the following, if available:

  • GPS
  • Network IP address location
  • Wifi address location
  • GSM network IDs

Location info will be logged along with date, time and device ID, along with any optional employee and client details selected.

Data can be sent to the chosen server immediately or held for subsequent download. Following download, a server timestamp will be added to the data and, if required, the location can be confirmed by postcode or address, or checked against existing client locations.

Our new app will supersede the existing Android-only location app.

For more information, contact the easyLog team.

Posted by administrator in Cleaning management, Domiciliary care and supported living, Employee attendance, Flexible working, Latest news, Mobile worker tracking, 0 comments

Mobile Worker Tracking: A growing issue requiring different solutions

According to American analytical research company Techworld, (source: Techworld mobile worker research) this year it estimates there will be 1.3 billion mobile workers in the world. That’s a lot of employees who do not regularly attend the same place of work each day. Or put another way, that’s a lot of staff presenting their managers with some interesting logistical issues if they are required to complete a timesheet to record their work hours and location.

easyLog has always been mindful that the mobile worker requires a fundamentally different approach to electronic time and attendance management versus their static colleagues. Immediate issues arise in terms of the IT infrastructure that is available at any location, does the worker have a company-provided or a personal mobile phone? does the employer require just an attendance record or are there greater efficiencies to be gained from providing additional work-related information and data entry options?

In addressing these scenarios easyLog has developed a wide array of tools to assist the employee in recording their hours and working more efficiently. These in essence can be divided by either the type of solution platform used to record attendance, for example mobile phone, hardware device, land line call, PC login record, etc and by the visit scenario. So is the employee a regular visitor to the location? Do several staff visit the location? Are there multiple sites that an employee will visit in a day or week?

easyLog’s experience will help you find the most suitable and cost effective solution for the employee tracking requirements that you have. And this may involve different approaches to specific groups of employees within your organisation. This ‘mix and match’ response is very typical amongst easyLog clients but the solution will still present a single and common interface for the tracking and recording software.

Details of all our employee tracking solutions can be found on our website.

If you would like to discuss any functionality or issues raised in this blog please call one of our team on 01892 834406 or e-mail us on info@easylog.co.uk

Posted by administrator in Business support, Employee attendance, Flexible working, Invoicing staff time, Mobile worker tracking, Payroll analysis, Rota software, Scheduling software, Timesheets, 0 comments

Prove your night care checks are being done

using handheld device displaying a care record during a night check

aR-Log calls up a client’s care record on a night check

easyLog has always recognised that night checks in the residential care setting are very important to prove that care is provided to the same high standard throughout the whole day. That’s why we introduced our simple a-Log solution some ten years ago to give a user friendly, built-for-purpose solution to confirm that night time room checks had actually taken place.

Ten years on and the care sector has changed dramatically – as has technology and easyLog. We have now released our aR-Log solution for night time checking – it’s suitable for monitoring community care visits as well – based on our NFC-Log handheld. This unit is about the size of a smartphone and has a similar screen. It connects by wi-fi to the software or by SIM if you are using the system in the community.

The NFC-Log handheld uses NFC proximity technology to identify the location and, like our a-Log handheld, records the time and date automatically when touched against an appropriate location tag. But our aR-Log solution can also do a lot more. Carers can be prompted to complete a simple on-screen document, which is user definable – did they turn the resident? Check the incontinence pad? Provide assistance? All of this can be completed in seconds using the touch screen. It can be a generic document, individual to a group, or specific to each service user – however you like to work.

From the recordings made, any issues noted that need follow-up by further action are automatically flagged in the software and by optional e-mail, bringing peace of mind and proving that your carers are providing the care you know they do 24/7.

You will find further information about our aR-Log night checks solution, along with sample screen images, in the care home management section of our website.

Posted by administrator in Care home management, Employee attendance, Invoicing staff time, Mobile worker tracking, 0 comments

New web pages for community-based care providers

As you may know we recently gave our specialist product for domiciliary care and supported living providers, Home Care Studio, an overhaul – and now we have completed a revamp of our web pages for community-based care customers to match.

We have divided the section into two parts for simplicity, covering the Home Care Studio software and visit recording hardware options.

The Home Care Studio pages detail the six main features of the system: client records and care plans, rostering, payroll and invoicing, staff records and training, the easyLog care-Logger app and risk assessments. Each description includes sample screen images that can be expanded to full size with a click of a mouse so you can see how it all looks for yourself.

The visit recording pages cover three options popular with our domiciliary care and supported living customers: mobile phone and tablet-based devices, SIM-based devices and our range of specialist terminals for mobile workers.

You can find out more about our software and hardware products for community-based care providers by checking out the new pages. Alternatively, you can discuss the options with one of our team.

Posted by administrator in Domiciliary care and supported living, Employee attendance, Latest news, Mobile worker tracking, Rota software, Scheduling software, 0 comments

Bristol care home group first to use hand-scanner template software

biometric-handscanner-in-use-WHITE

Last month we announced the launch of our new software that distributes hand templates to scanners in different locations – and already our first client has gone live with the application.

Bristol-based Alexandra Homes is using our hand-scanners to keep a record of staff comings and goings at all three of its premises. The software upgrade means that employees’ hand templates can be instantly distributed to all three care homes, so employees can clock in or out at any site without having to create a new template – something that will be particularly useful for newcomers and staff working across the different homes.

For more information about biometric clocking devices, read our blog on choosing the most suitable device or visit our new clocking options pages. Alternatively, contact us to discuss the most appropriate system for your workforce.

Posted by administrator in Care home management, Employee attendance, Latest news, Mobile worker tracking, 0 comments

New clocking options pages reflect changing times – and technology

Not so long ago, for millions of workers clocking on (and off) meant inserting a piece of card into a mechanical timepiece – a system that was devised in the 19th century. In recent decades, technology has transformed the world of recording staff attendance, providing affordable options to suit all kinds of employers and workers – and the revolution is far from over.

Just as in other areas of our lives, mobile phones and tablet computers are playing an increasingly important role in attendance recording, while related technology, such as SIM-cards and near-field communication (NFC), is making traditional electronic terminals more versatile and cost-effective than ever. Even biometric devices, such as hand-scanners, have moved from the realms of science fiction to the everyday.

As a result of these developments, we have been rethinking our range of clocking devices and the way we present them on our website.

We have created a whole new section dedicated to clocking options, which breaks each type of terminal or device into these five categories:

  • Mobile phones and tablets – possibly the future of attendance recording, these devices are based on everyday Android mobile phones and tablets, making them a cost-effective, simple and extremely versatile option.
  • Hand-scanners and other biometric – high-tech but affordable kit that provides evidence of identity as well as time and date.
  • Fixed card and fob terminals – robust exteriors and lots of media options make these devices suitable for a wide variety of users and locations, including outside.
  • Fixed SIM-card based terminals – simple and inexpensive, these devices are ideal for employers who want clocking data to be transferred automatically from remote sites.
  • Specialist mobile worker devices – a range of low-cost devices, from i-Button activated wands and fixed terminals to an Android handheld with NFC.

You can browse the whole section from our new clocking options home page.

If you would like any help choosing the most appropriate clocking device for your situation, please contact us.

Posted by administrator in Employee attendance, Latest news, Mobile worker tracking, 0 comments

Software makes hand-scanners even more efficient

If you use hand-scanners you will already know they provide a simple and cost effective way of monitoring staff attendance at multiple sites – and now we have made them even more efficient by introducing new software that distributes hand templates to numerous scanners.

This means that you will only need to scan each employee’s hand once and the template record will be instantly available to all required devices.

Hand-scanners provide a reliable method of recording workers’ attendance in a wide range of situations, including dirty environments. To find out more about our new software or the benefits of hand-scanners, please call one of our team.

Posted by administrator in Employee attendance, Latest news, Mobile worker tracking, 0 comments

Coming soon – new generation of NFC phone and tablet clocking terminals

Android-branded NFC tags and key fob

In a first for easyLog, we will soon be releasing a new generation of devices based on near field communications (NFC) technology, which will allow tablets and smartphones to be used as clocking-in terminals – and much more.

“This is a great step forward because it means we can supply an all-purpose reader built into an everyday device – a computer or phone – rather than one designed specifically for clocking in,” says easyLog’s Graham Rolando.

“It makes the technology more convenient and flexible and, at the same time, more cost-effective for our clients, which is something we think they will welcome.”

The easy-to-use and fully automated system operates on Android tablets and smartphones, turning them into fixed location clocking terminals or handheld devices carried by individual employees. It works in conjunction with special NFC-enabled tags, which come in a number of formats, including cards, key fobs and stickies.

The pack includes a master tag and user tags. Waving either type of tag near the device, or vice-versa, automatically invokes the software. A user tag will bring up a screen prompting for clock in or out. When an option has been selected, the device sends the record to the host computer. The master tag allows system administrators to configure the device and program user tags.

There are two handheld modes and one terminal mode:

  1. Software on smartphone with tag in fixed location (handheld mode 1) – suitable for domiciliary care or the cleaning industry
  2. Software on portable tablet with tag in fixed location (handheld mode 2) – suitable for night checks in care homes
  3. Software on fixed tablet with tags held by individual employees (terminal mode) – conventional staff clock-in

This product is available for order now. Tags can be configured with i-Button codes for seamless transition from the i-Button system.

Three further products based on this software will be available later this year:

  • NFC Employee Station – wave tag over device to see employee messages, rota and pay information (extension of terminal mode above)
  • NFC Care Room Checks – care records currently available via Care Logger automatically accessed in new front-end when tablet is presented to resident room tag
  • NFC Domiciliary Records – employees wave phone near service-user tag to display care requirements, visit information, care plans and risk assessments relating to the service user (extension of handheld mode 1 above)

For further information on any of our NFC products, please contact us.

Posted by administrator in Care home management, Employee attendance, Invoicing staff time, Latest news, Mobile worker tracking, Scheduling software, Timesheets, 1 comment

Four easy steps to tracking your mobile workers

For a growing number of people, going to work doesn’t mean travelling to the same place at the same time every day. These days even smaller employers usually offer flexible hours and homeworking, while bigger companies are increasingly moving parts of their business to specialist remote offices. In fact, global market analysts IDC predict that by 2013 there will be 129.5 million mobile workers inWestern Europe– that’s more than the number of traditional workers.

According to IDC, mobile workers can be broadly defined as office-based, non-office-based and home-based. But in real life it’s a bit more complicated. We have discovered from working with our wide client base that mobile workers come in many and varied forms – and they are becoming more diverse all the time.

This makes choosing an appropriate mobile worker tracking and attendance recording solution difficult to say the least. So we have put together this four-point plan to make the process easier.

1. One size does not fit all

Do an instant audit of your mobile workers and break down their activities. Categorise them according to the extent of their mobility – for example, do they:

  • Always work from home?
  • Check in to an office daily or just from time to time?
  • Work at a range of company or client sites?

Also take a note of the numbers in each category and how often each employee visits a location. This should give you a picture of the diversity of your workforce and the kind of attendance system, or systems, you’ll want. For instance, you’ll probably need to consider whether staff arrive at a work location individually or in groups; if they are occasional, part-time workers or regular, full-time staff; if you need instant notification of their arrival or can receive the clocking record later; and whether you might need more than one monitoring system for different employees.

2: Make your investment count

Of course, there are cost-implications to take into account, too. For example, if you have staff who work for just a few hours a week at a particular location, you are unlikely to want to invest in a state-of-the-art visit tracking system based on smartphones or a biometric hand-scanner.

But just how do you work out which attendance monitoring hardware offers the best value for money? We always find it helps to decide where your main cost lies. If your workers are attending multiple sites on a regular basis, for example, it’s likely to be with the employees. But if you have a variety of staff making irregular visits to a single location, you should probably focus your investment on the site.

3: Keep an eye on the bigger picture

So you’ve found what looks to be your ideal attendance monitoring solution and it’s the right price – but are you sure it really meets your needs? What looks good on paper can sometimes be a let down in the field. For instance, can the system cope with more than one employee starting work at the same time? And what about ongoing costs? Have you got your clients’ permission to install terminals at their sites? And is the necessary infrastructure in place? It’s easy to overlook details like this when you have so much ground to cover.

The best approach is to look at what’s required from every point of view – your employees’, your clients’ and your own – before you make a decision. You may end up compromising on some details, but the system you choose has to work for everyone involved if it’s to be a success.

4: Big is not necessarily better

You may start off wanting an all-singing, all-dancing fully-integrated staff scheduling system with full payroll analysis and client invoicing functions, but experience shows that such complex, all-encompassing solutions are likely to prove a disappointment. Staff often have too little time or inclination to learn to use them properly and managers struggle to implement such a major project.

The issue of implementation is one that you need to keep in mind throughout the selection process. Sometimes starting smaller and developing your system as your needs change can be the most effective way forward. It’s easier to manage and, in an increasingly joined-up world, the best way to take advantage of future technology.

Posted by administrator in Employee attendance, Mobile worker tracking, Rota software, Scheduling software, Timesheets, 0 comments

Go anywhere device records staff attendance on the move

easyLog has come up with a clever way of using mobile technology to register staff attendance – without a mobile phone.

Our new ar-Log handheld tracker is a convenient, reliable and easy to use method of recording the visits of workers who attend multiple locations in the course of their employment.

When arriving or leaving a location, the employee simply switches on the handheld and then touches it against a coin-sized button containing a unique ID. This creates a clocking, which the device immediately tries to download. If it cannot get a good enough signal, the reading is stored, along with the date and time, until a signal is obtained and a download can take place.

How it works

The handheld device, which is about the size of a TV remote control, contains a mobile phone SIM card and uses the GPRS network to send packets of data to a web service located either on a customer server or an easyLog-hosted server. This data then appears as an employee clocking on the customer’s easyLog software, showing the relevant name, location, date and time.

Any data-enabled SIM card can be used in the device. easyLog can provide suitable SIM cards on contract or the customer can use SIMs purchased through their own mobile phone contract. The handheld uses rechargeable batteries and a charger is provided with each unit.

Posted by administrator in Employee attendance, Invoicing staff time, Latest news, Mobile worker tracking, 0 comments