For a real estate company, tracking employee attendance and hours worked is crucial. The right attendance system can help real estate companies stay compliant with labor laws, improve payroll accuracy, and enhance workforce productivity. But with so many options on the market, how do you choose the attendance system that's best for your real estate business? Here's an overview of the most common types of attendance systems and key factors real estate companies should consider when selecting one.
Biometric attendance systems use unique biological traits - such as fingerprints, facial recognition, or iris scans - to identify employees and record their time in and out. This type of system offers highly accurate tracking since biometrics like fingerprints can't be forged or swapped between employees. Biometric systems are also very convenient for employees since there's no badge, ID card, or PIN code to carry or remember.
However, biometric systems do require employee contact with a shared device which can slow things down during peak traffic times. Installing biometric devices at every office entry/exit point is also cost prohibitive for companies with multiple locations. As such, biometric systems may be better suited to real estate companies with a single office and more limited staff.
Proximity card attendance systems require employees to tap or swipe an ID badge at a reading device when starting and ending their shifts. This automatically records their IN/OUT times. Proximity card systems provide more hygienic clocking than shared biometric devices. Cards can also be used for building access, parking, and other functions beyond just attendance.
On the downside, proximity systems do depend on employees actually remembering to bring their badges each day. Forgotten or lost cards can lead to inaccurate records of hours worked. Proximity systems typically have a higher upfront equipment cost as well since they require installing readers at every entry/exit location.
With web and mobile app time tracking solutions, employees can clock in/out from any computer or mobile device. This provides maximum flexibility for real estate staff who are frequently on the go meeting clients at properties. GPS and geo-fencing features can also enable automated clock-in when employees arrive onsite. This improves accuracy of attendance records.
However, web and mobile tracking does require employees to be more proactive about remembering to clock in/out. Some staff may find frequent software interaction disruptive to workflows. Without biometric validation, web punch clocks are also more prone to buddy punching risks.
Telephone-based attendance systems allow employees to dial into an interactive voice response system to record their hours. After authenticating with an ID number, staff can clock in/out through simple phone prompts. This is a cost-effective option for real estate companies since it leverages existing phone infrastructure.
But telephone punch clocks lack the verification mechanisms of other systems. And employees may forget to call if they get busy. Telephone tracking is also not optimal for exempt salaried staff who don't need to punch in/out at specific times.
When selecting an attendance system for your real estate company, here are some important factors to consider:
Based on the above criteria, here are some top-rated attendance systems suited for real estate companies:
Deputy is a feature-packed cloud-based system designed for dynamic workforces. It offers web-based and mobile app clocking, shift scheduling, overtime tracking, integrated payroll feeds, and robust real-time reporting. Deputy also automates compliance with break laws and provides reminders for required meal periods.
TimeStation caters specifically to businesses with hourly employees and high mobility needs. Employees can clock in/out from anywhere using the TimeStation app. Geofencing options are available. TimeStation connects directly to over 40 payroll systems but lacks more advanced workforce management tools.
TSheets is built for service companies with field employees. It offers GPS mobile time tracking and geofencing. TSheets can auto-sync attendance data to many popular payroll systems. It provides some light scheduling features but is more limited for shift planning.
Homebase aims to provide an all-in-one system for restaurants and retailers. Beyond just time tracking, it includes inventory management, POS integration, scheduling, and HR tools. Homebase offers web clocking as well as mobile apps. Its focus is optimizing labor costs and scheduling for hourly workers.
Selecting the right time and attendance system is critical for real estate companies to gain insights into field staff productivity, control labor costs, and maintain payroll accuracy. Be sure to choose a modern solution that matches your specific mobile and distributed workforce needs. Cloud systems with web and mobile punch options provide the greatest flexibility for clocking in and out from anywhere.
But don't just focus on time tracking features. To maximize your return on investment, look for an integrated suite that includes scheduling, analytics, and seamless payroll connectivity. The right all-in-one workforce management platform tailored for real estate enables your company to optimize both staffing efficiency and bottom line profitability.
Once you've selected the right attendance system for your real estate company, proper implementation is crucial for success. Here are some best practices to ensure a smooth rollout:
Upgrading to an automated system from paper timesheets or antiquated punch clocks provides many benefits for real estate companies:
Green Realty was still using paper timesheets to track hours for its 50 field staff across 3 branch offices. Employees had to turn in handwritten sheets weekly for data entry into the payroll system. The manual process resulted in errors and delays. It also made it difficult for Green Realty to monitor employee overtime and job costing.
By implementing Deputy's cloud-based attendance platform, Green Realty was able to:
The automated system saved Green Realty $12,000 a year in labor costs while providing managers with greater visibility into field staff productivity.
Here are some final tips for real estate companies considering an upgraded attendance system:
With a modernized attendance platform tailored for real estate, companies can drive productivity, control costs, and support continued growth.
The most flexible attendance systems support multiple options for clocking in/out including:
Allowing staff to clock in/out from wherever they are working via web or mobile apps provides the greatest convenience for distributed workforces.
Many modern attendance systems offer direct integrations with leading payroll platforms like QuickBooks, ADP, Paychex, and more. This enables seamless transfer of hourly data to payroll for processing without manual re-entry.
Before purchasing a system, verify that it can integrate with your specific payroll solution to avoid labor-intensive data synchronization.
Access levels within an attendance system can be customized to different roles. At a minimum, direct supervisors and managers should have access to reports on their team members. Payroll administrators will need access to export employee hours.
Company executives and HR should also have dashboard access to high-level data and trends on workforce productivity, overtime, absenteeism, etc. Access can be restricted only to the data each role needs without exposing private information.
To deter buddy punching, consider implementing controls like:
Proper access limitations and auditing also help identify any unusual activity that may indicate buddy punching.
Most systems retain multiple years of historical attendance data which can be valuable for long-term labor analytics, forecasting costs, documenting compliance, and fighting potential wage disputes. Ensure your system meets any data retention regulations and keeps data as long as practically useful.
Leveraging the right attendance tracking system tailored for real estate enables enhanced visibility into field workforce productivity while also improving payroll accuracy. Careful implementation along with ongoing user training and support is key to driving maximum value. Consider the options and recommendations outlined here as your company looks to upgrade time and attendance management.
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Open Time Clock is a powerful and user-friendly online time clock software designed for businesses of all sizes. It offers a comprehensive set of features to effectively manage employee time and attendance. With real-time tracking capabilities, employers can monitor employee hours from anywhere, whether in the office or on the go. The system supports various functionalities such as timesheet management, payroll automation, project tracking, and scheduling. It includes advanced features like geofencing, facial recognition, and GPS tracking to ensure accurate attendance records and prevent time fraud. Open Time Clock provides secure data storage, reliable performance, and flexible access options via desktop, mobile devices, and browsers. With its intuitive interface and extensive reporting capabilities, businesses can streamline their time management processes and enhance productivity. Sign Up Now!
