Attendance is one of the core business in human resource management, plays a pivotal role in ensuring transparency, fair efficient business operation. A system of timekeeping accuracy not only is the basis for calculating the remuneration regulations, but also help control the work productivity and minimize labor disputes, ensure compliance with the law.
This article Lac Viet Computing will analyze in detail the ways timekeeping popular, pros, cons, legal regulations, as well as technology solutions to help businesses save time, reduce errors and improve efficiency human resource management.
1. Overview of timekeeping personnel in business
1.1 attendance is what? Role in hr management
Timekeeping is the process to track the working time of employees, including hours start time, end the holiday period. This is an important basis for business payroll, reward and performance management work. If the content simple, and attendance like a “diary” of work time, but is applied to the entire organization.
The role of timekeeping for hr manager salaries
- Ensure payroll true enough true term: When the timekeeping is done effectively, the business has accurate data to calculate the salary, allowances/bonus. Helps to reduce errors, limited dispute maintain the trust of employees. According to statistics of the Ministry of Labor – invalids and Social affairs, more than 30% labor dispute about wages is the deviation in the recorded hours.
- Base performance reviews work: attendance Data serve not only payroll but also help to assess productivity. For example, businesses can compare the number of hours practice with the volume of work completed to get to know employees who work effectively or need additional support.
- Compliance with the law on labour: The Labour code 2019 clearly stated on working hours, rest time, overtime, related modes. Attendance system accuracy to help businesses demonstrate compliance, avoiding the risk of sanctions.
- Optimize resources, reduce costs: The application form go to work reasonable, especially through software or timekeeper automatically, helping to reduce the workload of the hr department. Not only save time but also reduce errors and costs related to staff management.
1.2 The attendance of hr C&B
Hr attendance need to ensure data working hours, shifts, overtime, vacation, sick leave, leave without pay of all employees is credited to accurate, timely, transparent, as the basis to calculate salaries and bonuses along the other welfare regime.
Powers:
- Is allowed to access, harness the full attendance data.
- Proposed adjustments to the work shift, policies attendance to see unreasonable.
- Work directly with head of department/board of directors to confirm the data.
Main tasks
| Mission | Detailed job description timekeeping |
| Management tools timekeeping |
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| Collect and control data timekeeping |
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| The general public last month |
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| Control transparency & compliance |
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| Report & improvements |
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2. The way timekeeping popular nowadays many business users
| How timekeeping | Advantages | Cons | Business suit |
| Attendance by board paper | – No need to invest in equipment, the cost is almost equal to 0.
– Easy to apply, no need for staff training. – Suitable for the environment little changed, the number of small staff. |
– Easy to happen fraud (sign change, edit, hours).
– Time-consuming synthetic, easy to errors. – Difficult to store, search data when needed. |
Doanh nghiệp siêu nhỏ (<10 nhân sự), hộ kinh doanh cá thể. |
| Attendance Excel | – Flexibility in setting up the form, table form.
– No need to invest in software, just the computer. – Can integrate with a number of functions of the basic salary. |
– Depends on the input, to the wrong recipe.
– Hard to control data, while hr increased (>50). – No features anti-fraud. |
Small business (10-50 hr), low-volatility shifts. |
| Recording from | – Fast speed, simple operation (card swipe).
– Data management focus in the machine. – Equipment costs are lower than with fingerprint/face. |
– Can borrow cards, black.
– Easy to take the card, cost redo. – Do not store biometric information. |
Business production, office, medium-scale (50-200 hr). |
| Fingerprint time attendance | – High precision, limit fraud (hard fake fingerprint).
– No need to carry cards, staff just fingerprint. – Stored electronic data to produce reports quickly. |
– Can error when fingerprint matte, peeling or sticky grease.
– Unsuitable environment, heavy manufacturing. – Maintenance of equipment regularly. |
Medium and large business, especially the office or factory environment clean. |
| Attendance by face recognition | – High accuracy, virtually eliminating fraud (can't thanks to dotted black).
– No need exposure → ensure hygiene and safety (especially in the hospital environment, the F&B). – Speed identification, fast, convenient for the number of personnel. |
– The cost of equipment investment, high.
– Easily affected by light or change in appearance (wearing a mask, goggles). – Need transmission line network is stable if the cloud connection. |
Business medium and large scale, focus on security, public environment. |
| Attendance online via mobile apps (GPS, AI) | – Staff can put in any where appropriate force mobile.
– Management according to the actual GPS location, ensure transparency. – A number of applications combining AI facial recognition, reduce fraud. – Convenient for management team east dispersed. |
– Depends on smartphone & Internet.
– Staff may be concerned problems of privacy when GPS tracking. – Need initial training to get acquainted app. |
Business has employees, sales, engineering, logistics, delivery. |
| Timekeeper through the gate swipe card in combination access control | – Matching time management, security control out on.
– Prevent strangers intrusion. – Centralized management, clear data, in accordance with many branches. |
– Investment cost, high-maintenance.
– Installation hassles, no flexibility when extended. – Can cause congestion when too many employees the same peak hours. |
Big business, industrial, office building, bank. |
| Online attendance through attendance software (App/Cloud) | – Data focus on Cloud management, real-time from anywhere.
– Direct integration with system, Payroll & HRM, auto payroll. – Reduce errors, limiting fraud. – Report intelligence: analysis by departments, branches, duration. – No need to invest in more hardware devices. |
– Depends on Internet, server, cloud.
– Requires business process management data security good. |
Medium and large business, there are many branches or transformation of hr management. |
2.1. Attendance by board paper
This is the traditional method is usually applied at the small business or manufacturing unit has the number of employees less. Staff will sign or recording hours at the table the paper is managed by the team leader or hr department.
How to perform: Business printed model sheet, located in the office or workshop. Staff upon arrival and when leaving the company, will sign my name or write hours directly into this table. Shift management or administrative will collect the total sum at the end of the period.
| Advantages | Cons |
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For example: A small sewing workshop with 15 employees can manage timesheets effective paper. But when expanded up to 80-100 people, the test line by line notes take from 1-2 days, causing slow progress payroll.
2.2. How employee attendance sheet Excel
Businesses generate Excel file to record time in/out of each employee, can according to the sample timesheets by the hour, shift or week by week. This method is popular in medium enterprises, in particular in the service sector or the office.
| Advantages | Cons |
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According to the survey of HRM Vietnam 2023, 37% of small and medium enterprises still use Excel to go, but 62% of which reflects that the general end of the month take from 6-12 hours for each pay period.
2.3. Employee attendance card from
Each employee is issued a card from there the identifier own. When in or out, the staff scan the card at the timekeeper, the system will automatically record the time saved into memory.
This system automatically recorded the time when employees scan from the card at the entrance. The data is saved directly into the machine, can be exported to file for salary calculation.
| Advantages | Cons |
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For example, A logistics warehouse, use timekeeper card to manage more than 200 employees. This system helps to export attendance reports by day, week, month in just a few minutes.
2.4 How fingerprint attendance machine attendance
Each employee will be registered fingerprint templates unique on the system. When to shift or end their shifts, they just place your finger on the reader's machine. Time data is recorded in sync on software personnel management salary.
Fit: Business medium and large scale environment, work office or production where employees less exposure to chemicals or work, get your hands dirty.
| Advantages | Cons |
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For example: Business of producing 300 workers apply timekeeper face was shorten the synthesis time from 2 days down to 30 minutes per month
2.5 attendance by face recognition
How to perform: worker standing in front camera or scanner integrated AI system will collate images directly with face data saved to confirm the identity, recorded hours of work.
| Advantages | Cons |
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Fits: more Business shifts, number of personnel, required security control, time out in strict such as factory, company, technology, or business, high level of service.
2.6. Attendance online via mobile apps (GPS, AI)
Employees can check-in GPS when working remotely or attendance directly in the office through the mobile app integration face recognition AI. Some software also automatically sync attendance data to payroll system and reporting personnel.
How it works: Employees use attendance app installed on your smartphone. When to the place of work or complete the task at the scene, they just need to open the app, the system will determine the GPS location or using AI technology, face recognition via camera to verify identity. Data will be sent directly about system administration personnel to archive processing.
| Advantages | Cons |
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Fit:
- Business has employees working in hybrid models (combining in-office and remote).
- Business team, maintenance, delivery, or employees working in the field.
2.7. Timekeeper through the gate swipe card in combination access control
How to perform: Enterprise system installation port from either the door control at the location as the main entrance doors, offices, production areas. Employees only need to scan from the card, RFID card, or use face recognition/fingerprint to open the door. Information will be recorded on attendance system.
| Advantages | Cons |
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Fit:
- Factory, industrial area, large office buildings.
- Business control requirements strict security.
2.8. How online attendance through attendance software (App/Cloud)
Online attendance software-attendance on the platform App/Cloud is the trend personnel management, modern, gradually replace method or timekeeper traditional. Staff can stop the app on your phone, tablet or web browser, data is synchronized in real time on the system to the cloud.
Principle of operation
- Each employee is granted separate account on the system.
- When the start/end of the work shift, the employee open the application → perform the operation dots (by button check-in/check-out, QR code, or face recognition via camera phone).
- Data (duration, GPS location, photo identification, if any) is stored instantly synchronized to the Cloud.
- The hr department or manager can access the data in real time, easy monitoring, synthesis report.
Integrated with systems HRM salary calculator
- Automatic connection: attendance software can integrate with system, HRM, Payroll or ERP.
- Auto payroll: working Time, overtime, vacation... be synthesized directly, limiting the input manually.
- Intelligent reports: HR reports can be generated according to the departments, branches, or entire company with just a few taps.
| Advantages | Cons |
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Object suitable business
- Businesses have medium and large scale or are expanding branches.
- Businesses have hr mobile: sales, engineering, transportation, logistics.
- The organization desired number conversion process HR to increase productivity and reduce legal risks.
3. Selection criteria method of timekeeping is suitable for business
3.1. Scale field operations of the business
Scale directly affect the choice of how timekeeping performance.
- Small business (under 20 employees) can use timesheets paper or Excel because of its low cost, simple process.
- Medium and large businesses (50 or more employees) should apply timekeeper or attendance software to ensure data accuracy, reduce errors when the aggregate.
In addition to scale, field of activity is also important factor. For example:
- The manufacturing industry often applied timekeeping shift need equipment to withstand harsh environments (dust, high temperature).
- Service industry or information technology, usually priority attendance software online to flexibility for employees to work remotely.
3.2. Model work (at the office, hybrid, remote)
The variety of models of work requires the employee attendance match:
- Pattern work in the office: fingerprint Machine, magnetic card, or face recognition is a popular choice help you to get accurate time.
- Hybrid models (combining work at the office, remote): Required attendance software online or mobile app with GPS locator, help control the working time of the employees at all locations.
- Pattern work completely remote: attendance software with integrated management system project or attendance through the web browser will conveniently more transparent.
3.3. Ask about the accuracy, speed of data processing
Business needs determine the desired accuracy when choosing how to go to work:
- If you require absolute precision (wrong number close to 0), so taking attendance machine biometric or system software sync real-time.
- If you accept a small error, speed priority deployment, Excel or attendance app simple also can meet.
Processor speed data is also important. With business on the 200 employees, the general timekeeping the craft can take 2-3 days, while the system software can be shortened to a few minutes.
3.4. The ability to integrate with the payroll system and HRM
A dot method is effective not only stop at the record time, but also need to connect directly with payroll system hr management (HRM).
- Benefits: Reduced operation enter the data manually, synchronize data, reduce errors, increase transparency.
- Practical example: Business apply attendance software with integrated payroll system was reduced to 80% error payroll due to entering the wrong number of hours.
If the business is in the process of conversion of choosing a timekeeping solution with the ability to integrate API with the software, HRM, ERP or accounting software will bring long term advantage.
4. Business should choose the way timekeeping how?
The choice of method of timekeeping there is no general formula for every business, without the need to rely on the scale, peculiar industry, the level of available technology application.
5.1. Based on enterprise scale
- Small business (under 50 employees):you can use Excel table or machine fingerprint. The investment cost is low, easy to operate, need not complex system.
- Medium business (50 – 200 employees): Should deploy fingerprint, magnetic card or facial recognition to ensure transparency and match attendance software – payroll to reduce errors and save time.
- Large business (over 200 staff, branches): Need system attendance software online or HRM integration. This system allows the management of data set with payroll – benefits, support quick report accurately on the entire network.
4.2. Based on the peculiarities industry
- Manufacturing industry (factories, factory): in accordance with fingerprint machine, magnetic card or gate card combines access control, ensure the security.
- Service industries – retail (supermarkets, chain stores, restaurants): Need a flexible solution as the face recognition or attendance through mobile app, easy-to-manage personnel shifts.
- Business office: attendance Machine fingerprint or facial recognition, combined software HRM to optimal process timesheets – payroll.
- Hr mobile (sales, logistics, technical field): the optimal Solution is go online via mobile apps (GPS, AI), to help record the exact location of work and time.
5. There should switch app timekeeping software?
The use timekeeping software to bring more values superior to method, especially for companies who wish to find a way timekeeping efficiency, minimize errors.
- Automation reduces errors: Software recorded attendance data in real time, removing stitches input crafts which easy to cause wrong number or misplaced information.
- Report instant: Entrepreneurs can access attendance data at any time, view reports, aggregated by day, week, month that did not have to wait to latch the public. This is especially useful when need to control overtime or condition of absence of staff.
- Integrated payroll, hr management: Modern systems allow sync attendance data to payroll software and HRM. When staff check-in/ check-out, data is automatically calculate salary, allowances, deductions help reduce the workload of the hr department to ensure transparency.
Compare timekeeping software with traditional methods
| Criteria | Method (table paper/Excel) | Attendance software |
| Accuracy | Easy to errors due to input manually, there is a risk of fraud | Recorded automatically, limiting error of almost absolute |
| Processor speed | Take from few hours to few days to synthetic | Instant updates, report immediately |
| Operating costs | Low original but cost manpower long | The initial investment is higher, but saving operating costs |
| Scalability | Hard open wide when the number of employees increased | Easy to expand, meet thousands of personnel |
| Integrated payroll | Need to enter data into payroll system | Auto-sync, payroll as soon as latches the |
| Transparency & security | Easy to misplace or edit data | Storage cloud, multi-layered security |
6. Personnel management, timekeeping with comprehensive software lacviet SureHCS HRM
Lac Viet SureHCS is the solution software hr management integration, in which the attendance feature is designed to meet multiple working models: at the office, hybrid or working remotely.
- Attendance online: Employees can timesheet via computer, mobile app or web browser.
- GPS location: to Confirm location attendance of employees, in accordance with the team, working out, school, or business.
- Face recognition AI: Ensure high-precision, limit the maximum condition timekeeping pussy.
- Integrated management, benefits, payroll: attendance Data automatically flock to the payroll system, help businesses optimize processes from recorded time work to pay wages.
Case study:
- Coca-Cola Vietnam: system deployment Lac Viet SureHCS HRM to manage more than 1,000 employees across the country, shorten the processing time attendance and payroll from 3 days down to a few hours.
- Textile Successful: Apply timesheets online combine machine, face detection, reduce 90% of the time the general public than before.
CONVERT THE NUMBER OF PERSONNEL WITH COMPREHENSIVE LAC VIET SUREHCS HRM
LV SureHCS HRM is the solution in hrm comprehensive (HRM) is developed by Lac Viet from 1998, now serves more than 1,000 businesses in Vietnam with international standards such as CMMI Level 3, ISO 9001:2015 and ISO 27001:2013. Platform help of optimized every aspect from recruitment to employment, improve the experience of staff and effective management of resources.
Feature highlights:
- Candidate Pool AI + AI Resume: automatic dissection CV any format, search for suitable candidates instant, a 70% increase quality, reduce recruitment time significantly
- Timekeeping software – payroll – C&B auto: integrated benefits, overtime, insurance, export report, payslip correct for business scale up to 10,000 employees
- Experience hr – wallet reward – ranking behavior – survey periodically: internal management, honor, mounted staff in real time.
- Assessment and capacity development: KPI/OKR flexibility, feedback 360°, the proposed route train personalization according to the evaluation results
- Internal training & LMS integrated AI: learning anytime, anywhere, content management, multi-modal with personalization from AI
- Dashboard BI + AI Advisor: real-time reports, suggestions leadership decisions based on data resources.
TYPICAL CUSTOMERS DEPLOYING LV SUREHCS HRM
- Coca-Cola Vietnam: System deployment LV SureHCS to digitize comprehensive human resource management group has standardized the data, the optimal operating HR according to international model.
- Textile company Success (TCM): Application LV SureHCS to manage hr, payroll, benefits, timekeeping and capacity profile for nearly 5,000 employees across 5 areas of activity – from textiles and fashion to real estate.
- Total company air Port, Vietnam (ACV): Choose to trust LV SureHCS to operate the system large-scale personnel with over 10,000 employees, 24 subdivisions, solved the problem of complex business of modeling state-owned companies.
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Vietnam has officially launched The 3 AI assistant hr deeply integrated into the LV SureHCS including LV-AI.Docs, LV‑AI.Resume and LV‑AI.Help to automate the task administration, standardized data enhanced experience personnel
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WHAT DO BUSINESSES GET WHEN DEPLOYING LAC VIET SUREHCS SOFTWARE?
- Comprehensive solutions from A‑Z cover the entire process of HR from recruitment, profile, attendance, payroll, benefits, training, reviews, experience staff
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- Save cost & performance enhancement help to lose 40-60% of the cost of operating personnel, retain talent, improve the work efficiency
CONTACT INFORMATION:
- Hotline: 0901 555 063
- Email: surehcs@lacviet.com.vn | Website: https://www.surehcs.com/
- Office address: 23 Nguyen Thi Huynh, Phu Nhuan, ho chi minh CITY.CITY
The choice of how attendance efficiently helps business reduce errors, save time processing to ensure the transparency with employees. In the context of the labor market increasingly competitive, apply timekeeping software modern such as Vietnam SureHCS not only help automate the process, but also brings the advantage of long-term in human resource management.
If your business is looking for solution how to go to work professional, accurate, easy to deploy, let's start today. Sign up for a free trial software hr Lac Viet SureHCS to experience all the features and get advice most suitable solution for the model of the Business.
