timesheet management

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 employee attendance, flexible working, invoicing staff time, Minimum Wage, timesheets, 0 comments

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, 0 comments

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, employee attendance, nursing home management, rota software, scheduling software, time and attendance, timesheets, 2 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 email us on info@easylog.co.uk

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, smart phone 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 email us on info@easylog.co.uk

Posted by administrator in Apple iPhone, employee attendance, flexible working, invoicing staff time, mobile worker tracking, payroll analysis, rota software, scheduling software, smart phone 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

Sleep-in shifts: Still not put to bed?

female carer sleeping on shift

Since 2014 the payment of sleep-in shifts at an hourly rate rather than in a single agreed payment has been an ongoing and unresolved issue despite the ruling of an Employment Appeals Tribunal (EAT) in that year. The tribunal found in favour of at least National Minimum Wage hourly payments by deeming that the care worker was required to be at a place of work at certain hours and was at the disposal of the employer during that period. Furthermore the employee would be subject to disciplinary action if they failed to arrive on time for their shift.

How do you calculate hours when a carer sleeps on shift?

In 2015 it seemed further clarity was provided through guidelines issued by the Department for Business, Energy and Industrial Strategy. These stated that “A worker who is found to be working, even though they are asleep, is entitled to the national minimum or NLW [National Living Wage] for the entire time they are at work.” But this apparent confirmation must be contrasted with National Minimum Wage legislation published in the same year, which said a worker can only be considered to be “available” when “awake for the purposes of working”.

In another tribunal as recently as this May, involving a carer working for the charity Mencap, the EAT decided in favour of hourly payments for an employee on a sleep-in shift caring for two vulnerable adults. However, ambiguity was given a further lifeline by the judge, who declined to provide a general rule but instead emphasised that each case should be determined on its own facts and considered in relation to different workers’ circumstances.

Care software that handles every sleep-in payment option

Sleep-in shifts are most commonly worked by staff in the learning difficulties care sector and, as a supplier of market leading employee scheduling, attendance recording and care management software, easyLog has many clients operating in this area. Irrespective of the cost implications of any definitive future sleep-in shifts ruling, easyLog clients know that they have at their disposal a functionally-rich solution that enables them to pay their staff efficiently and accurately at both single and hourly payment rates even within a single overnight shift.

What’s more the software can embrace pay schemes where carers are paid at different rates for working with more behaviourally-challenged service users and be paid at higher rates for working in more remote locations. All instantly calculated, clearly presented and exportable into a wide range of third party payroll software products such as Sage and Northgate.

Please contact us if you’d like more information on how easyLog’s software can future-proof your business.

Posted by administrator in care home management, Minimum Wage, nursing home management, payroll analysis, rota software, scheduling software, timesheets, 0 comments

Meeting the demands of multiple charge rates

keyboard and coffee mug denoting office work

With cash-strapped councils scrutinising ways to save money, care contract negotiations have become an even greater battleground where, among other things, service providers are being pushed to be more flexible in their charge structures. That means implementing multiple charging bands, which in turn means increasingly complex invoice calculations for managers – and more headaches.

To meet the financial demands of the care commissioners, evidence suggests care providers are being asked to accept a number of different charge rates for bands of hours in the day or group of days during the week over which they are providing care services. This means they can find themselves applying multiple rates for morning, afternoon and night care provision and, in some cases, additional rates for Saturday and Sunday.

The result is an administrative nightmare, with potential for miscalculations, loss of revenue and delayed payments affecting cash flow – unless you have suitable software in place.

Multiple charge rates are dealt with in seconds

For less than the cost of a tank of petrol a month, easyLog’s Home Care Studio software takes the hard labour out of your service’s admin and record keeping. Multiple charge rates can be defined and applied in seconds, along with multiple pay rates per employee if required. So you can be confident that funder invoices together with payroll are calculated accurately and efficiently.

And with other functionality including care planning and risk assessments records, personnel management incorporating comprehensive training and supervisions facilities and a variety of electronic visit recording options, there’s never been a more relevant time to explore what easyLog could offer your business.

To find out more about our specialist software for community care providers, visit our website or request a callback from one of our team.

Posted by administrator in care home management, domiciliary care and supported living, invoicing staff time, nursing home management, payroll analysis, 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 0845 225 3011. 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 with 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

female carer visits elderly client

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