What is timekeeping? 7 most popular forms of timekeeping in 2024

Timekeeping is a common activity in businesses today. In this article, 1C Vietnam will help you better understand what timekeeping is ? What popular forms of timekeeping help businesses manage human resources effectively? Let's find out now.

1. What is timekeeping?

Timekeeping is a form of reporting the presence of personnel at work, the time they arrive at the company and the time they leave work. Based on timekeeping results, company owners as well as human resources and accounting departments can understand the working time, number of days worked, and number of days off for each employee.

Timesheets make employee management easier, along with reward and punishment decisions. Besides, timekeeping also makes employees more aware of their work and more responsible to the company.

2. 7 most popular forms of timekeeping today

Currently, timekeeping methods at businesses are quite diverse. Some of the most common types of timekeeping include:

2.1. Manual timekeeping using Excel file

What is an Excel timekeeping table? This is a timesheet made from an Excel spreadsheet, which includes columns of employee name, department, date, time - in and out printed (or sent as a soft file) for each employee to note down their working time. .

Manual Excel timesheets are very popular and are widely used in small and medium-sized companies.

Advantage:

• Convenient and fast: You only need to create it once to make a sample board and continue to use it next time. Excel provides formulas to calculate the total number of working hours quickly and accurately, effectively saving time and effort.
• Simple, easy to use: Excel is basic software and anyone can use it. Simple interface, with clear hourly columns, convenient for summarizing salary calculation at the end of the month.
• Low cost: Excel software is completely free, you just need to download it, create a timesheet and print it for use.

Defect:

• Easily prone to errors: Using Excel timesheets for each individual can only be tracked by the timekeeper. Sending timesheets back and forth between departments takes time and errors occur.
• Lack of initiative: When relevant management departments need to see timekeeping information of a certain employee, the manager will have to ask that person to send the file and start looking up without being able to proactively check. .

2.2. Timekeeping with paper cards

What is the use of time cards? This is a timekeeping method using a machine and paper cards to save the necessary information. Every time they clock time, the worker will put a paper card into the machine, then the timekeeper will print the date and time on the card.

Each paper card is divided into different check-in and check-out columns for work shifts such as morning, afternoon or overtime, etc. Therefore, employees will be required to change a new time card for each month. .

Advantage:

• Timekeeping with paper cards saves time, no need to connect to computer data.
• Save installation costs.
• Easy to use with simple usage.
• Extremely fast speed for one timekeeping.
• Easy to install and move.
• It is more convenient to integrate an alarm for work and break times.

Defect:

• Using paper cards is difficult to preserve, easy to lose, get wet,...
• It's easy to forget a time card.
• It can easily cause fraud, self-crossing between employees, and the cost of hiring additional supervisors if the company wants to have the fairest and most accurate results.
• Information synthesis is done manually, which is prone to errors and takes a lot of time and effort.

2.3. Timekeeping by magnetic card

This type of timekeeping requires equipping a timekeeping machine with an electromagnetic card. The employee's code and necessary information will be saved in the magnetic card. When clocking time, workers just need to swipe their card into the reader, and date and time information will be automatically updated to the machine.

Advantage:

• Timekeeping takes only about 2 seconds, saving operating costs for businesses, especially for large-scale companies.
• Using plastic cards makes it easy to preserve and carry when going to work.
• Process information quickly and efficiently because it is connected to the computer.
• Minimize errors, effectively support the human resources and accounting departments.
• Integrates many highly applicable functions such as anti-theft, door control,...
• Allows data storage when a sudden power outage occurs.

Defect:

• Investment costs when printing magnetic cards for employees are high.
• Employees must always remember to bring their card when they go to work.
• Fraud can occur if there is no supervision.

2.4. Timekeeping by fingerprint

Fingerprint timekeeping is the most commonly used form today. Fingerprint biometric technology along with image processing technology used by this machine can easily and quickly determine the identity of each person through fingerprints.

Advantage:

• Minimize fraud due to high recognition.
• Guaranteed for absolute accuracy.
• Done quickly, save time.
• Allows to extract data on holidays, overtime days or flexible entry and exit times.
• There are no fees for printing cards, ink, or paper like the above forms of timekeeping.

Defect:

• Timekeeping cannot be done when the user's hands are wet, too cold or injured.
• Difficulty in fingerprinting for people with worn, blurred fingerprints.

2.5. Timekeeping by face

This form of timekeeping requires companies to have facial recognition timekeeping machines. This machine is based on the unique characteristics of each face to compare, identify and identify employees automatically through previously stored facial data.

Advantage:

• Overcome problems that arise with employee timekeeping by card, or fingerprint scratches.
• Extremely high accuracy, 100% anti-fraud.
• No additional costs for printing cards or paper.
• Data is connected to computer, USB,... increasing data processing speed.

Defect:

• Installation costs are higher than other types.
• Timekeeping processing speed is slower than paper cards and plastic cards.

2.6. Timekeeping with iris

This is a timekeeping method using iris recognition technology. By using images to identify people through the complex and unique structure of the iris, even if that person wears glasses or contacts.

Advantage:

• Timekeeping by iris is the most modern form today, ensuring up to 100% accuracy.
• Recognition speed is extremely fast, simple and extremely easy to use.
• Safety is top class.

Defect:

• Installation costs are more expensive than other forms of timekeeping.

2.7. Timekeeping using GPS positioning

GPS timekeeping is a form of automatic timekeeping through the use of device location access. After the worker arrives at the company, opens the phone and clicks on timekeeping, the app will automatically record the start and end hours.

Advantage:

• Flexible timekeeping anywhere, no need to be present at the company when on business, work according to the company's requirements.
• There is no need to use many complicated timekeeping devices other than the employee's personal mobile phone.
• Timekeeping management is easy, timekeeping data will be updated immediately (real-time). This effectively supports remote management of employees' time and work location.
• Save time and costs.

Defect:

• A smartphone and connection to the internet are required.
• Authenticity is quite low, fraud can easily occur.

Timekeeping management is easy, timekeeping data will be updated immediately with GPS timekeeping

3. 1C:Company Management software - Convenient timekeeping solution for businesses

1C:Company Management software uses advanced technology that is popular in the world with the 1C Vietnam software ecosystem platform with many extensions. The software possesses high stability and security, allowing for flexible customizations according to each customer's needs. At the same time, 1C:Company Management also allows unlimited scale expansion and can be applied on all operating systems and web/app/mobile platforms. Therefore, businesses can use the software anywhere and at any time.

One of the outstanding advantages of 1C:Company Management is its human resources management, timekeeping and employee work schedule recording features with the following points:

• Employee information is automatically stored in detail and accurately.
• Supports calculating many types of salaries with different salary levels and positions.
• Allows you to store previous salary data and search easily.
• Allows you to set up smart work schedules.
• Automatically calculate administrative salary, insurance, and personal income tax accurately.
• Integrated convenient stock tracking feature.

Above is detailed information about what timekeeping is , advantages and disadvantages of current timekeeping forms. If your business is looking for an accurate and professional timekeeping recording and management solution, immediately refer to 1C:Company Management software - reputable business management software with many powerful and supportive features. Timekeeping and effective employee work management. Contact 1C Vietnam for the best advice and support.