employee attendance

Need a speedy way to clock-in sub-contractors? You’ve got it.

Keeping track of the working hours of regular employees is usually pretty straightforward – it’s just a question of choosing the right easyLog attendance app to suit your team and requirements and downloading it. Simple. But when you are dealing with sub-contractors and other short-term or irregular workers, the situation is a bit more fluid.

In the construction industry especially, the personnel attending sites can change regularly and there may be a steady stream of new workers and visitors to keep track of. But going through the process of pre-registering them all on the company’s employee attendance recording system is not really practical. So easyLog has developed an ingenious workaround: the employee and sub-contractor attendance recording solution, or eLogESCAR.

Fast and reliable clocking with no pre-registering required

This simple attendance monitoring option requires just a smartphone and a free-to- download QR code. To clock in, users simply scan the QR code with their phone to open a web page and then fill in their name and company details when prompted.

The software confirms the attendance location using geolocation technology and holds their details so they can simply scan the QR code to call up the web page and press the clock out button when they leave.

Accurate timesheets and invoices backed-up by geolocation data

Because the software automatically identifies the location the person is attending, site managers can easily see who is on-site at any time. It’s quick, simple and reliable – and, best of all, no pre-registration is required.

  • Ideal for sub-contractors, temporary workers and visitors
  • Attendance locations are confirmed by geolocation technology for accurate timesheets
  • Reporting by time and by hourly cost and by individual and sub-contractor company, helping you reconcile invoices with actual attendance
  • Managers can easily see who is on-site at any time
  • The software can be used to check attendance in the event of an evacuation
  • Further check boxes can be added to the attendance screen if required, for example to confirm skills and plant operation certification or that health and safety guidelines have been read

Find out more about eLogESCAR

For more information about our simple, low-cost web page attendance option, talk to one of our team.

Posted by administrator in Cleaning contractor software, Clocking and employee attendance, Mobile worker tracking, QR code and biometric clocking, Time and attendance, Timesheets

Get the best attendance app for the job

Is it really possible to have too much choice? With our ever-growing variety of employee attendance recording options, it can sometimes be hard for customers to decide which products are most suitable for their workers, site locations and specific requirements.

This guide provides answers to some of the questions we often get asked when helping customers to find the best attendance management technology for their particular job and circumstances.

Q: What would you recommend to get up and running quickly? My employees visit multiple client sites and I’m on a tight budget.

A: One of easyLog’s most popular products is our Location Clock QR code clocking app because it is so quick and easy to set up and uses employees’ own smartphones as attendance recording devices, keeping capital outlay to an absolute minimum. Staff simply download the app from the online store for their operating system and record attendance by using their phone to read a free-to-download QR code at each work location, making it ideal for workers who visit multiple sites or different areas within a single workplace. The app is easy to use, cost effective and very reliable – clockings are backed-up by geolocation coordinates and other in-built security features so attendance is recorded accurately, even if a worker tampers with the clock on their phone, for example. Plus there are no up front costs – just a small monthly charge based on the number of app users. Prices start at £18 plus VAT per month for up to 10 people and include installation, easyLog software and support.

Q: We have multiple workers attending just a couple of sites: what is the most efficient way to clock them in and out?

A: In the past, employers in this situation would almost certainly have opted for a fixed clocking terminal, with all its attendant capital and maintenance charges. Nowadays we believe a tablet offers all the benefits of a fixed terminal at a significantly lower cost. You can choose whether you want to fix the tablet in place, and let employees clock themselves in and out, or would prefer a supervisor to oversee the process. You can also select the clocking app according to the level of security you require, from simple PIN or dropdown menu selection through to foolproof photographic identification. You can even mix and match clocking apps to suit employees with different attendance recording needs, such as office staff and shop floor or contract workers.

Q: I just want a straightforward clocking in and out solution so I can manage timesheets more easily and keep track of who is in the building. What are my options?

A: We would usually advise a simple tablet-based attendance app, such as easyLog’s Clock With ID, to customers who just want a straightforward clocking solution without extra identification technology. Staff just open the app and input a pre-allocated PIN or select their name from a dropdown menu whenever they arrive or leave. The tablet can be fixed or portable and, as with all our attendance apps, the clocking data is confirmed by built-in security features such as geolocation coordinates and server logs. This app can be coupled with our visitor attendance management module, so visitors can be clocked in and out using the same dropdown menu system. We also offer a separate Roll Call app, which runs on a fire officer’s or supervisor’s smartphone or tablet and provides a live display of who is currently logged as being on your premises.

Q: I suspect some of my workers are signing in and out for each other and falsifying their hours. How can I put a stop to this?

A: All our clocking apps provide employee identification of some kind to meet the differing needs of customers. Where workers are determined to beat the system or correct identification is a matter of site safety, we would always recommend our facial recognition app, Geo Clock With Photo. This app is available in two versions, both of which provide an instant record of an employee's identity, attendance time and location, along with other built-in features that prevent clocking fraud, such as geolocation data.

Option one is full facial recognition, where biometric software automatically compares a photo taken during a clocking with a stored image and returns the result in the attendance record. Option two is image capture, where a photo of an employee is taken at a clocking and stored on a cloud server for manual checking, either at the time or later. Both versions are available for tablet or smartphone, which have their own unique identifiers. Any attempt to clock in or out on someone else’s behalf is automatically detected in the easyLog software and flagged up for action.

Q: We employ contractors so we often get people we don’t know turning up to work on-site. Do you have a simple clocking option for them that doesn’t require downloading an app on their phones?

A: Our web-based attendance solution has been developed specifically to enable employers that use short-term agency staff or sub-contractors, such as construction and events companies, to clock workers in and out quickly and easily without going through the process of setting up an app-based product. To record their attendance, workers simply open a web page by scanning a QR code with their phone, fill in their name and tap the clock in button. All that is required is a smartphone with an internet connection – the easyLog software does the rest.

Find the right clocking option for your business

If you have any questions about finding the best attendance recording app for your employees, talk to one of our team on 01892 834406 or request a callback using the form on this page.

Posted by administrator in Cleaning contractor software, Clocking and employee attendance, Mobile worker tracking, QR code and biometric clocking, Smartphone app, Time and attendance, Timesheets

20 years of helping customers build more efficient businesses

This year marks an important milestone for easyLog – our 20th anniversary. Since the company began trading in January 2004 following a management buy out from Feedback plc, our software range and the technology underpinning it have changed almost unrecognisably. But our philosophy has remained the same – to listen to our customers and provide them with the software products they need to manage and grow their businesses.

The journey to QR code apps and facial recognition on a tablet

Over the past two decades we have seen many changes in our industry and are proud to say that we have been at the forefront of the evolution from dedicated hardware attendance devices, such as hand-scanner clocking terminals and PDAs integrated with desk-based software, to today’s use-anywhere browser and mobile-based solutions – which have made the most sophisticated and reliable staff management products available to even the smallest organisations on the tightest budgets.

One of the most significant landmarks over the past 20 years is undoubtedly the introduction of smartphone and tablet based clocking apps back in 2013. These early apps were based on reading NFC tags but, realising that this style of clocking would be the future of employee attendance recording, we quickly progressed to developing even more versatile and low-cost yet sophisticated options using emerging technologies, such as QR codes and biometric facial recognition running on tablet and mobile devices.

Together we’ve achieved a lot

None of this would have been possible without the close working relationship we have built with our many customers, who have inspired us to innovate and helped us to refine each new software product.

To find out more about our current product range, explore our web pages or talk to one of our team.

Posted by administrator in Cleaning contractor software, Clocking and employee attendance, Domiciliary care and supported living, Mobile worker tracking, QR code and biometric clocking, Rota software, Scheduling software, Smartphone app, Time and attendance, Timesheets

Mix and match apps for all your staff and job management tasks

When you choose an easyLog attendance app you may think you are committing to a discrete solution to solve a specific business challenge – recording employees’ visits to a particular off-site work location, for example. But in fact you are opening the door to streamlining a wide variety of essential business functions, from everyday timesheet management to more specialised tasks, such as dealing with staff rotas and expenses, job pricing and monitoring, production line job recording and many other cost-sensitive operations.

Low-cost attendance apps that meet multiple challenges

Take employee attendance recording, for instance. Because our clocking apps use the same browser-based back-office software, two or more can be used alongside each other at different sites or even within a single location where there are workers with different attendance recording requirements.

This flexibility means that employers with larger or constantly mobile workforces can use clocking options that fulfil the individual needs of all their sites and workers, rather than settling for a less efficient one-size-fits-all solution. So office-based admin staff can clock in on a tablet, for example, while remote workers can use their smartphones to scan a QR to record their attendance on site – but all the records are managed  via the same easyLog back office software.

One contract, many opportunities

The same flexibility applies across all our app products, saving our customers valuable time and subsequently money. As you might expect, easyLog’s wide range of attendance recording apps are designed to align neatly with our rota and HR software to make managing timesheets and pay even faster and more accurate. But you might not be aware that many of our apps have dual functions or can be customised with additional software modules to fulfil additional business reporting requirements.

Some of the versatile options currently in use include:

  • Visitor management and roll call modules – a useful add-on to a basic staff clocking solution
  • The Actions App module for monitoring tasks performed by remote workers, including optional note taking and feedback functions with photo upload
  • Job recording with QR codes – this app, which doubles as a clocking device, is for anyone who wants an accurate method of monitoring time spent on a particular manufacturing process or any other procedure that is used to calculate costs
  • Our Site Supervisor inspections and estimates manager – a module designed for cleaning and buildings maintenance contractors
  • Night checks – this simple QR code or NFC tag option is ideal for confirming that tasks are being done by security guards, construction workers, cleaners and other unsupervised employees, including carers
  • Care record management – a convenient note taking solution that provides a reliable record for inspecting authorities

Find out how to get more out of our apps

If you would like to know more about the mix and match opportunities provided by easyLog’s apps, contact our team.

Posted by administrator in Cleaning contractor software, Clocking and employee attendance, Domiciliary care and supported living, Mobile worker tracking, QR code and biometric clocking, Rota software, Scheduling software, Smartphone app, Time and attendance, Timesheets

Has the traditional clocking terminal had its day?

When newspapers prematurely printed his obituary, Mark Twain famously quipped that reports of his death were greatly exaggerated. Likewise, it may be a little early to announce the demise of the dedicated clocking terminal – but declining demand for traditional attendance recording devices indicates that they will soon be a thing of the past. And the reason is technology.

The ubiquitous rise of smartphones, tablets and geolocation data has made attendance recording with apps simpler, cheaper and more dependable than ever before. Clocking apps are also more flexible than a dedicated fixed terminal, offering functions and configurations to suit every location, budget and workforce. And all this without sacrificing any of the safeguards employers need to ensure accurate staff attendance recording and timesheet management.

Clocking apps: simpler, cheaper and more flexible

Whether you want a straightforward QR code clocking system for employees such as cleaners or carers who visit multiple sites, or the peace of mind that comes with a solution like facial recognition that confirms identity along with date, location and time, an easyLog clocking app can provide it – and many other options besides.

Our attendance recording apps also have the advantage that they can be mixed and matched within a single contract, so you can use one clocking format for, say, office based staff and another for remote workers. Our apps are so flexible that they can even double as job time recording, visitor attendance and roll call solutions – we have yet to see a dedicated terminal that can match that.

Reliable attendance recording without the cost

Along with their reliability and versatility, clocking apps offer exceptional value for money. Initial outlay is low because our free-to-download apps can be installed on a standard Android or Apple device, including employees’ own phones. And, unlike a dedicated terminal, a faulty tablet can be replaced at minimal cost, usually within a day – there is no waiting for expensive repairs.

Talk to us about updating your old clocking terminal

To find the right attendance app for your staff, talk to one of our team on 01892 834406, send us an email or request a callback using the form on this page.

Posted by administrator in Cleaning contractor software, Clocking and employee attendance, Mobile worker tracking, QR code and biometric clocking, Smartphone app, Time and attendance, Timesheets

Myth busting: 10 popular misconceptions about clocking apps debunked

Moving to phone or tablet based attendance recording can be a big change for workers and employers alike and not surprisingly raises many concerns, most of which have no basis in fact. Here we put straight some of the most common misconceptions we come across about clocking with an app.

1. My employees can cheat a clocking app by simply altering the time on their phones.

Our apps include a number of in-built features, such as cross referencing the time on the phone and identification of the phone being used, designed to prevent clocking fraud. If someone has changed the time on their phone to appear either earlier or later than they actually were, the software will detect that the clocking time does not match the time on the server and flag the discrepancy, allowing appropriate action to be taken.

2. QR codes are unreliable because someone can make a copy of the code and use it to clock in anywhere.

Any employee tempted to falsify their attendance record by scanning a QR code from somewhere other than where they are supposed to be will be found out immediately. Our clocking apps use geolocation coordinates to confirm the location of a clocking alongside the QR code location identifier, so a mismatch will be detected and flagged automatically.

3. You have to use the same attendance app or solution across all your sites.

One of the many benefits of easyLog’s clocking apps is their versatility. Two or even more app formats can be run alongside each other at different locations using the same back-office software, making them ideal for customers with multiple sites and variable attendance recording requirements. For example, an organisation with an administration centre where staff can record their attendance on a tablet but with employees that visit multiple client sites where scanning a QR code using their smartphone is the sensible low-cost option.

4. People can get someone else to clock in on their behalf when they are running late or leaving early.

All our clocking apps provide employee identification of some kind, from numeric codes to fully automatic facial recognition technology. Each mobile device also has a unique identifier. So if a member of staff tries to clock in or out for someone else, it would be automatically detected in the easyLog software and flagged up for action.

5. Staff won’t use a mobile app because they think they are being tracked.

Fears that an easyLog smartphone app could be used to track someone’s movements without their knowledge or consent are totally unfounded – and would be illegal. Our apps only identify where the user is at the exact time they make a clocking – when they scan a location QR code, for example. The rest of the time the app is inactive.

6. Clocking in and out daily with a smartphone will use up lots of data and run down the phone battery.

One clocking with our Location Clock app uses around 100-200 bytes of data, depending on variables such as the resolution of the geolocation coordinates and the length of the identification codes. This is less than a fifth of the data used to send a simple message, which takes approximately 1,000 bytes (1KB). Or, to put it another way, you would need to make between five and ten million clockings to use up 1GB of data. Similarly, our apps are only active while a clocking is made and do not run in the background, so battery requirements are minimal.

7. Using facial recognition to monitor attendance is too expensive for just a handful of staff.

One of the many attractions of using an easyLog facial recognition app on a tablet is that it puts attendance recording with proof of identity within easy reach of smaller companies on a tight budget. Unlike investing in a dedicated biometric clocking terminal, there is no initial outlay apart from a standard Android or Apple tablet, which can also be used for other business tasks. And if the tablet breaks, it can be quickly and cheaply replaced – there’s no waiting for expensive repairs. As with all our software, licence fees are charged according to the number of users. Read more about affordable clocking with facial recognition here.

8. My workers are concerned that the app will collect and store personal details about them.

All data used in easyLog software and apps is encrypted to industry standard. However, the only data held in our phone and tablet clocking apps is the user’s online ID, which is not sensitive and of no value to anyone else, and in some cases the user’s name. Pictures taken during clockings using photo ID are held on our secure servers for a maximum of three months before being deleted.

9. If there is a poor mobile signal people won’t be able to record a clocking.

If there is no network signal, easyLog’s clocking apps still allow employees to record attendance on a phone or tablet. The data is simply stored and transferred, along with the clocking time, when the next clocking is made.

10. Downloading a clocking app will interfere with other apps and take over my phone.

All easyLog’s apps have to meet the app stores’ stringent technical requirements, which include that they work in their own separate spaces and don’t stray into other applications. Permission to access additional phone features, such as the camera, location data, contacts and so on, must be granted by the user during download, as with any other app.

Find out more about easyLog clocking apps

If you have any questions about choosing the right clocking app for your workers and business, talk to one of our team on 01892 834406, send us an email or request a callback using the form on this page.

Posted by administrator in Clocking and employee attendance, Mobile worker tracking, QR code and biometric clocking, Smartphone app, Time and attendance, Timesheets

Clock and save with face recognition apps

Foolproof attendance recording without the expense of a dedicated biometric terminal

In the current climate of rising prices and falling value for money, it is good to know that at least one business essential is actually becoming more affordable – foolproof attendance recording with facial recognition technology.

Know that staff are on-site and on time

Designed to provide certainty that your employees are on-site and on time, our Geo Clock With Photo app turns everyday tablets and smartphones into dependable clocking devices without the initial outlay and ongoing expenses associated with a dedicated biometric terminal.

The Geo Clock app can be downloaded from the main online stores directly onto a standard Android or Apple tablet or company phone – you just need to ensure that the device you want to use has a front-facing camera.

There is no other installation required – the face recognition software is held on our secure cloud servers so you can view and manage clocking records and timesheets anywhere on any device with a web browser. The software automatically checks each clocking with a stored image and combines the result with geolocation data, such as GPS coordinates, to provide a foolproof record of identity, location, date and time that is effective against clocking fraud. The process is quick, simple and, above all, reliable.

An affordable attendance record that’s effective against fraud

But the best bit is that using the Geo Clock attendance app offers the reliability of a dedicated biometric clocking terminal without many of the associated costs. Potential savings include:

  • Low initial outlay – our free-to-download app turns a standard Android or Apple device into a fraud proof clocking terminal
  • Versatility – tablets and phones can be used for a multitude of other business functions, unlike a dedicated biometric machine
  • No expensive repairs – a faulty biometric terminal can cost £100s and take weeks to repair but a tablet can be replaced at minimal cost, usually within a day
  • Flexibility – multiple tablets can be used in different locations or a single device can be moved where it is needed to keep costs down

Talk to our team about clocking with face recognition

To find out if our Geo Clock face recognition app is the right clocking option for your staff, talk to one of our team on 01892 834406, send us an email or request a callback using the form on this page.

Posted by administrator in Clocking and employee attendance, Mobile worker tracking, QR code and biometric clocking, Smartphone app, Time and attendance

Celebrating 50 years of the barcode – the forerunner of the QR code

It’s thanks to supermarkets’ adoption of barcodes in the 1970s that we can record staff attendance with QR codes today

It’s hard to remember a time when barcodes weren’t absolutely everywhere – first they appeared on our groceries, then spread to books, membership cards, parcels, concert tickets and even runners’ bibs. But the barcode that we know today dates back just 50 years – to 3 April 1973.

That was when the US grocery industry adopted the first universal product code (UPC), a linear barcode developed by IBM based on an earlier concept by Norman Joseph Woodland, inspired by Morse Code. Designed to reduce costs and make stock taking easier, linear barcodes and the scanners needed to read them were gradually introduced to supermarkets in the 1970s.

From barcodes to QR codes – and recording staff attendance

QR, or quick response, codes followed soon after in 1994, invented by Japanese firm Denso Wave for tracking car parts. Their easy readability – particularly with the advent of smartphones – and greater data storage capacity meant they were quickly put to a growing range of uses, from product tracking and staff management to marketing.

easyLog’s QR code apps tap into this flexibility to create a range of low-cost and versatile management tools.

Our QR employee clocking apps, for example, use free-to-download QR codes and workers’ own smartphones or company tablets to provide simple but dependable attendance recording systems for businesses of any type and size.

We also have QR code apps that are used to time jobs on factory production lines, monitor site visits and night checks – for example in the construction, security and care industries – and even record the location of a dog sitter’s charges. In fact, we have found QR codes provide an affordable solution for almost any task where attendance at a given location needs to be recorded quickly and easily, along with any other information needed to identify, analyse and report on the work undertaken.

Find out more about our QR code apps

For more information speak to one of our team on 01892 834406 or request a callback.

Coincidentally, 3 April 1973 was not just a historic date for barcodes – it was also the day Motorola demonstrated the first handheld mobile phone.

Posted by administrator in Clocking and employee attendance, Mobile worker tracking, QR code and biometric clocking, Smartphone app, Time and attendance

Flexible QR codes for fuss-free time recording of every business process

The low-cost tracking option for everything from pilots and dog sitters to factory production lines

 

 

You may not have noticed but there has been a quiet revolution in monitoring staff attendance. Low-cost, app-based products using free-to-download QR codes and employees’ own smartphones or company tablets have made reliable and efficient clocking-in systems affordable for the first time for many businesses – particularly smaller employers, who are now able to benefit from faster, more accurate timesheet management.

QR codes: the simplest, cheapest and most effective solution

But the usefulness and convenience of QR code apps, such as easyLog’s Location Clock, extends way beyond a simple, cost-effective employee clocking option. easyLog customers have been coming to us with an increasingly varied range of attendance tracking dilemmas which we have been able to resolve simply, cheaply and effectively with QR code apps.

The key to the solution’s appeal is that it can be used to record a specific employee’s attendance at a given location quickly and easily, along with any other information needed to identify, analyse and report on the work undertaken. This makes it an ideal option for a wide variety of uses, from identifying different work areas in a cleaning contract or building site to logging tasks on a factory production line.

To show just how versatile QR codes can be, here are a few of the projects currently using adapted or customised versions of easyLog’s core QR code attendance apps.

Staff clocking and logging work in a factory

Most of our customers opt for the standard implementation of QR clocking where employees scan a QR code at a specific location using the easyLog app on their phones. But this is not the only way of doing things.

A customer recently chose an alternative version, where workers are each given a badge with an identifying QR code that they use to clock in and out by scanning it at a fixed Windows tablet.

The same process is used on the factory production line. Machinery and other production areas are provided with wall-mounted tablets. When employees start a process, they simply scan their QR code badge to identify themselves and select the task they are about to start from a dropdown list.

Monitoring cleaning staff visits

A cleaning company with a contract to clean multiple schools uses our QR clocking app to record visit data, ensuring that they not only have accurate timesheet information but also details of who cleaned every location and at what time. The employees install the app on their smartphone and then use it to scan a QR code in every room on arrival and exit. Simple but reliable.

Helping a dog sitting service keep track

A daytime pet-sitting service that looks after people’s dogs while they are at work needed a dependable method of tracking when each dog had been delivered back to its owners at the end of the day. Using an easyLog app, they now scan an identifying QR code on each dog’s cage when it is returned, so there is an instant record that can be checked at any point in the delivery round.

Pilot and driver check-ins

A specialist aviation company uses an easyLog QR code app to monitor the departure and arrival times of its pilots and drivers. They clock in and out using their phones to scan a QR code at each location, providing an accurate log of their working hours. If no QR code is available, on a new route for example, the app uses geolocation data instead.

Timing work on a livery yard

QR codes are placed in each stable on a livery yard and scanned by the employee using their smartphone when they enter and leave to record that each stable has been mucked out and how long it took.

Find out more

All our apps can be adapted to suit individual requirements, often without the need for bespoke development. For more information about our versatile QR code attendance apps, visit our employee clocking website or speak to one of our team.

 

Posted by administrator in Clocking and employee attendance, Flexible working, Latest news, Mobile worker tracking, QR code and biometric clocking, Smartphone app, Time and attendance, Timesheets

QR codes get the Royal Mail stamp of approval

 

At easyLog, we already know that QR codes provide a low-cost, simple and secure way of recording essential clocking data – and so do the many customers who use our QR code attendance app, Location Clock, to record workers’ hours.

Now Royal Mail is getting in on the act by adding QR codes to its stamps. The new stamps, which will still feature an image of the Queen but no longer include a monetary value, are designed to connect physical stamps to the digital world via the Royal Mail app and are being phased in by 31 January 2023.

QR codes: simple, secure and efficient

According to Royal Mail, the smart barcodes are part of drive to reinvent its stamps for the next generation and will improve operational efficiency, enable the introduction of additional security features and pave the way for innovative services.

The easyLog Location Clock app similarly uses QR code technology to create a foolproof, 21st century attendance record. Staff simply download the app to their phone and use it to scan a barcode at their work location. A record of the employee, site, date and time is then sent automatically to the easyLog software. It’s as simple as licking a stamp.

Attendance recording with Location Clock at a glance…

  • Affordable attendance app shows exactly who is working, when and where using free-to-download QR codes
  • App works on iPhone, Android and Windows phones
  • Export any report into an Excel spreadsheet
  • Automatically adds up timesheets by hours and wage cost across any period
  • Software is web-based so can be accessed 24/7 on any smartphone, tablet or laptop with an internet connection
  • Built-in anti-fraud measures prevent any abuse
  • The app can be customised with your company logo and colours, presenting a professional image to customers and employees
  • Flexible pricing models by employee or monthly clocking numbers

The complete easyLog Location Clock solution starts from as little as £20 plus VAT per month for up to 15 employees, including support, training and company branding of the app.

For more information about recording attendance with QR codes or any of our software products, call us on 01892 834406, send us an email or visit our clocking website.

Posted by administrator in Clocking and employee attendance, QR code and biometric clocking, Smartphone app, Time and attendance, Timesheets

A fresh approach to worker allocation that saves time – and money

easyLog customer Brogan Group passed another significant milestone in streamlining its people management processes this week when it replaced labour allocation sheets made in Excel with a specially-customised version of easyLog’s Site Supervisor app.

A customised app that cuts down on admin

Originally created to help cleaning and maintenance companies with their job estimates and management, Site Supervisor is now enabling contract managers at scaffolding and powered access company Brogan to use their work iPads to allocate daily jobs and locations to up to 300 individual contractors. The new system is saving Brogan many work hours each week in time-consuming admin, which was previously done with spreadsheet program Excel.

Achieving even greater efficiencies with attendance apps

When they arrive on site, Brogan contractors also use easyLog smartphone or tablet apps to record their attendance. Their clockings are passed directly into the easyLog timesheet software, making calculating their correct pay fast and simple.

You can find out more about our Site Supervisor app on our cleaning management webpage and about Brogan Group’s employee attendance solution in our case study. Alternatively contact us to talk to one of our team.

Posted by administrator in Clocking and employee attendance, Latest news, Rota software, Scheduling software, Smartphone app, Timesheets

Smile for the camera – you’re being clocked in

Simplicity and a low price tag are often at the very top of our customers’ wish lists when it comes to attendance recording systems. Increasingly, they are also looking for an option that is effective against clocking fraud.

Our face capture version of the popular Geo Clock With Photo clocking app ticks all the boxes for employers who want the reassurance of photo identification without having to go as far as implementing a face recognition system. Fast, foolproof and affordable, it is the ideal alternative to biometric clocking for those who want both reliability and convenience.

Quick and simple attendance recording on a tablet or phone

easyLog’s Geo Clock face capture app can be used with either tablets or smartphones. Tablets are usually fixed in position and the front camera is used to take a photo of each employee as they clock in and out. These images can be monitored manually in situ or remotely, for example in the main office through a simple report.

When the app is installed on a smartphone, photo clockings are normally made by a supervisor or manager using the rear camera on their phone. This option is ideal for variable or temporary work locations, such as building sites, and provides a photographic record for later cross-checking if required.

Photo + geolocation data = peace of mind

The manual photo record is combined with geolocation data, providing a robust record of identity, time and location. Clockings are always accepted, even if the device is offline, and the record is stored.

Find out whether face capture is right for your staff…

If you want to know more about any of our attendance recording apps, visit our clocking web pages, talk to one of our team or try it out with a free evaluation trial.

Posted by administrator in Apple iPhone, Cleaning contractor software, Clocking and employee attendance, Mobile worker tracking, Smartphone app, Time and attendance, Timesheets

Biometric clocking: the low-cost, high-tech way of controlling attendance

Clocking staff in and out using a biometric app on a mobile phone or tablet may sound like science fiction – but in fact a growing number of employers are finding that biometric attendance recording is a surprisingly cheap and highly secure way of controlling exactly who is attending their premises and when.

What is biometric attendance recording?

Biometric clocking options use software that compares an individual’s unique biological characteristics – such as facial features, voice or fingerprints – with a pre-saved version and checks for a match. The result is stored electronically, along with the date, time and location of the clocking, and transferred automatically to your easyLog timesheet system. It sounds simple – and it is.

With biometric attendance monitoring you not only get a foolproof record of the date, place and time of attendance but also confirmation of each employee’s identity. This is particularly useful in high security workplaces or when you want to be sure that staff are not fraudulently clocking in on behalf of a fellow worker. Biometric clocking apps for smartphone and tablet are also ideal for clocking staff in hygienically because there is little or no physical contact.

Turn phones and tablets into low-cost biometric clocking devices

easyLog’s biometric attendance recording apps turn smartphones and tablets into flexible clocking devices without the outlay associated with purchasing and maintaining a dedicated terminal. Our biometric mobile apps also have the advantage of enabling employees to clock in and out via their own phone, independently and remotely, without risk of fraud.

Geo Clock With Photo works by taking a photo on the device’s camera when an employee clocks in or out and verifying it with facial recognition software. This information is combined with geolocation data, such as GPS coordinates, to provide a tamperproof record of identity, location, date and time.

The Geo Clock With Photo app is easily downloaded and installed on an employee’s Android or Apple smartphone via the appropriate app store for self-clocking. Alternatively, it can be installed on a tablet so a supervisor can record the attendance of staff as they arrive and leave. A tablet can also be wall-mounted to provide a fixed clocking device using either Geo Clock With Photo or easyLog’s Face Log app.

Fixed biometric clocking options that put you in control

Face Log is an attendance app designed specifically for tablets in a fixed location. Like Geo Clock With Photo, Face Log supports facial recognition using a photo taken with the device’s in-built camera and clockings are backed up with geolocation data. But, unlike Geo Clock With Photo, Face Log will not accept a clocking if the image doesn’t match, ensuring an extremely reliable attendance record. Face Log also works on voice recognition, speech activation and manual photo identification, if that suits you and your staff better.

For those requiring a traditional fixed terminal with the reassurance of biometric identification, fingerprint is often the most practical answer. easyLog provides a choice of devices, including the highly versatile uFace multi clocking terminal, which offers facial as well as fingerprint recognition. uFace can also be used with radio-frequency identification (RFID) fobs or cards, if required.

We also offer online and offline (SIM-based) fingerprint-only readers for those looking for an affordable but dependable biometric option that suits a variety of workforces and locations.

Find out which attendance solution is best for your staff and sites

If you want to know more about any of our biometric attendance systems, visit our dedicated clocking website or contact us to talk to one of our team.

 

Posted by administrator in Clocking and employee attendance, Flexible working, Mobile worker tracking, QR code and biometric clocking, Smartphone app, Time and attendance, Timesheets

Get on top of track and trace with QR code attendance recording for cleaners

 

In the post Covid-19 world, the demands on record keeping by cleaning contractors have increased massively, with track and trace capability an essential element in preventing the onward transmission of infection. A cleaning service provider will not only need to prove employee attendance at the site but also potentially the areas, buildings and even individual rooms or offices that their cleaners entered.

Thankfully, easyLog has a simple, easy-to-implement, low-cost solution based around smartphone QR code scanning technology.

Cleaners record arrival and leaving times simply by scanning a QR code

QR codes are available from numerous free-to-use websites. Multiple QR codes can be created, each representing a specific location. Cleaners then use easyLog's easily installable Location Clock app on their Apple or Android smartphone to record their arrival and leaving time, simply by scanning the QR code placed at each location.

The attendance records are then transferred into easyLog’s eLog timesheet and attendance software module. The software is web browser-based, meaning that it can be accessed on any smartphone, tablet or laptop that has an internet connection – just like a website. So records can be viewed on the move by busy owners or managers without the need to return to an office.

Web browser-based software from just £20 per month

And with business costs increasing from the measures now needed to protect workforces and ensure best practice, you’ll be pleased to hear that this complete easyLog solution starts from as little as £20 plus VAT per month for up to 15 employees, including support, training and branding the app with your company logo and colours.

If you want to know more, visit our cleaning management website or contact us to talk to one of our team.

Posted by administrator in Apple iPhone, Cleaning contractor software, Clocking and employee attendance, QR code and biometric clocking, Smartphone app, Time and attendance, Timesheets

Hygienic QR code attendance recording – at a very affordable price

 

If your staff are concerned about recording their attendance on a traditional clocking-in terminal shared by multiple employees, there is an alternative – easyLog’s low-cost, simple-to-implement QR code clocking app.

Covid-safe clocking in with a smartphone

Using their own smartphone – and therefore ensuring a Covid-safe approach – each employee scans a QR code to identify their location and record the time and date of their attendance. QR codes are free to download from multiple websites and, after laminating, can be placed anywhere indoors or outside.

The easyLog Location Clock app is downloaded free by your staff from the online stores and is automatically set up for use simply by entering two numbers when prompted. The app can be branded with your company logo and colours so presents a professional image to both your customers and employees.

No IT skills required and anti-fraud measure built in

The attendance records are automatically passed into easyLog’s eLog timesheet management software module to swiftly produce reports by employee, client, job function, etc, across any date period for the time spent at any site. This web browser-based software can be accessed on any device with an internet connection and is run on a cloud platform, so no IT skills or overhead are required.

And, if you think someone might copy the QR code and scan it from the comfort of their bed, there are a number of anti-fraud measures in the system to ensure any abuse is quickly identified.

Above all, in these testing times, you’ll be pleased to hear that this complete easyLog solution starts from as little as £20 plus VAT per month for up to 15 employees, including support, training and company branding of the app.

Find out more

Contact one of our team on 01892 834406 or send us an email if you would like to know more.

Posted by administrator in Apple iPhone, Clocking and employee attendance, Mobile worker tracking, QR code and biometric clocking, Smartphone app, Time and attendance, Timesheets

Show clients that cleaning is being done with a QR code attendance app

 

Many things have changed since the pandemic struck. But even during periods of lockdown commercial premises have still had to be cleaned – often using new, more time-consuming processes. This has placed additional pressure on contract cleaning companies not only in terms of implementing more stringent sanitising routines but also in demonstrating to clients that all their Covid hygiene requirements have been met.

easyLog’s QR code attendance app, Location Clock, is simple, low-cost tool that can help by providing firm evidence of exactly who is attending which location and when. This ensures that your cleaners’ timesheets are accurate and you have dependable tracking information if required, as well as enabling you to reassure clients that cleaning regimes are being conducted as requested.

And, because the app is loaded onto each cleaner’s smartphone, your employees can clock in and out hygienically without using clients’ phones.

Track cleaning of individual rooms and work zones

The app is used to read a free-to-download QR code on arrival at a work location. Any number of unique identifying codes can be used, so the system can record cleaners’ visits to individual rooms, work zones, equipment or even a particular route around a building, depending on your clients’ requirements.

The Location Clock app creates a foolproof record of the employee, site, date and time, which is automatically sent back to the easyLog software. Reports can then be generated and shared with clients by email to show that their cleaning regimes are being followed correctly.

The attendance app is suitable for cleaning and maintenance contractors of all sizes and is available with flexible pricing models based on employee or monthly clocking numbers.

Find out more

easyLog’s Location Clock app is one of a number of software products designed to help cleaning and maintenance contractors manage site visits and timesheets, staff rotas, job estimates and inspections.  For more information, contact one of our team on 01892 834406, request a callback or send us an email.

Posted by administrator in Cleaning contractor software, Clocking and employee attendance, Flexible working, QR code and biometric clocking, Smartphone app, Time and attendance, Timesheets

Facial recognition – for hygienic and fraud-proof staff clocking

 

Recording attendance presents a far higher risk of virus transmission if staff are sharing a traditional terminal – which provides businesses seeking a fraud-proof clocking method with a dilemma.

If a fingerprint or hand reader is used by everyone, a strict cleaning regime needs to be implemented to ensure the well-being of staff and maintain their confidence in a safe workplace.

Should a company decide to install a proximity card or tag-reading terminal to avoid physical contact, then more traditional concerns come into play – such as whether staff are swapping cards or tags to fraudulently record the attendance of a fellow worker who is not actually there.

App-based attendance recording: low-cost, hygienic, tamper-proof

easyLog has for some time offered its clients app-based attendance recording that converts an employee’s smartphone into a hygienic, safe and reliable clocking device. Low-cost and easily implemented, these apps have various features that prevent an employee from falsely recording their attendance, including identifying the GPS coordinates where the clocking was made and recognising if the time on the phone has been tampered with.

Now easyLog has moved this technology even further ahead with its Geo Clock With Photo app for Android and Apple smartphones. This app takes a photo – like a selfie – when an employee records their attendance and automatically verifies it as genuine by biometric facial recognition. It combines this function with geolocation data, so both identity and location are confirmed in one record, providing total assurance that the attendance record is genuine.

Also available for tablets

This app is also available for a tablet to allow a site supervisor to record the attendance of individuals as they arrive – thereby maintaining a safe and hygienic clocking process – or as a wall-mounted device for recording entry and exit from a site.

If you want to be sure that an attendance record is genuine or you maintain a site that demands very secure management of the personnel who are allowed in, easyLog’s Geo Clock With Photo app may be the low cost answer to your needs. And with contact limited to each handset user – or, in the case of a tablet, a particular supervisor – you can be confident that you are reducing the risk of spreading infection too.

Find out more

Contact one of our friendly team on 01892 834406, request a callback or email us your enquiry.

Posted by administrator in Apple iPhone, Clocking and employee attendance, Domiciliary care and supported living, Flexible working, Latest news, Mobile worker tracking, QR code and biometric clocking, Smartphone app, Time and attendance, Timesheets

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.

 

Posted by administrator in Apple iPhone, Cleaning contractor software, Clocking and employee attendance, Flexible working, Latest news, QR code and biometric clocking, Smartphone app, Time and attendance, Timesheets

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.

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

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?

Posted by administrator in Business support, Care home management, Clocking and employee attendance, Latest news, Time and attendance

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.

Posted by administrator in Business support, Flexible working, Rota software, Scheduling software, Smartphone app

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.

Posted by administrator in Care home management, Cleaning contractor software, Clocking and employee attendance, Domiciliary care and supported living, Nursing home management, Smartphone app, Time and attendance

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.

Posted by administrator in Clocking and employee attendance, Flexible working, Invoicing staff time, Minimum wage, Timesheets

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.

 

Posted by administrator in Latest news

Six steps to CQC-proofing your staff rota

smiling female carer with a resident

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.

Posted by administrator in Care home management, CQC Inspections, Domiciliary care and supported living, Nursing home management, Rota software, Scheduling software, Time and attendance, Timesheets