Time and attendance system for recording working time

Schedule of working time - key information

A working time schedule is the scheduled working time during which an employee performs his/her duties (provides work) for the employer who employs him/her. In accordance with the regulations Labour Code, schedule:

• may be in written or electronic form;
• must cover a period shorter than the pay period - but a minimum of 1 month (standard monthly schedule);
• must take into account the specified working hours, i.e. a maximum of 8 hours per day and 40 hours per week;
• must be communicated to the employee at least one week before the date on which it takes effect.

Planning and creating a work schedule for employees is very demanding. The schedule should take into account not only the start and end times on a particular day, but also aspects such as the working day, weekend work, evening work, overtime, holidays, sick leave, rest and a number of other parameters. Consider that a company may employ 5, 50 or 500 people - and the above data should be applied to each of them. It is not difficult to get lost in the maze of so much information.

Time & Attendance system. Modern rostering solution

The RCP online working time recording system is a revolutionary tool for recording, planning and precise accounting of the working time of people employed in a company. One of its core functionalities is the automatic creation of rosters for the team, taking into account the most important factors such as:

• working hours (type of contract);
• starting and finishing times;
• information on working days;
• working day;
• statutory holidays and public holidays;
• public holidays due to a 5-day working week;
• Mandatory Sunday off for the employee at least once every 4 weeks;
• shift distribution;
• employee holiday requests, sick leave, etc.

Scheduling using an RCP system automates rostering processes. Managing the work of employees becomes trivial and quick, even for companies with hundreds or thousands of employees working in various modes - including remote, stationary, irregular or shift work.

If you have been overwhelmed by the paperwork involved in employee scheduling and have spent too much time on this, a time and attendance system is ideal for you. In a few moments, you can generate a clear schedule to which you can make the necessary adjustments if required. In this way, you will gain full control over the work of employees in your company and forget about inefficient, tedious processes.

Read also: Time registration system and integration with systems

Time and attendance system - how does it help with employee scheduling?

T&A system together with the planning and scheduling module, enables efficient and effective team management. This provides invaluable support and optimises the work of individual company departments, including managers, human resources or HR.

Automated creation of work schedules and billing of working hours

After entering a few basic parameters and guidelines, the system automatically schedules a permanent work schedule or a cyclical schedule (in the case of three- or four-shift work). It is also possible to automatically create a schedule for a selected period of time. Such full automation relieves the managers responsible for planning the employee's working time and greatly facilitates subsequent billing.

Tailoring the work plan to the individual employee

The creation of work schedules can be quick and efficient even when individual employees are employed under different contracts. The time smoothing option allows you to set tolerances for lateness or early departures. In the relevant module, you can also determine the period of time beyond which overtime will be calculated.

Monitoring of non-compliance and deviations from the work schedule

Controlling working time in the RCP system ensures that possible deviations and irregularities in the schedule are caught, such as exceeding the minimum daily rest (mandatory 11 hours of break time during the day), exceeding the minimum break time (when working more than 16 hours), or overlapping holidays.

Monitoring these relationships for each employee alone is a breakneck task that takes a lot of time to organise. A time and attendance system helps to prevent errors and potential scheduling conflicts, ensuring the smooth running of the company and the optimal use of available human resources.

Ability to make changes to the planned schedule

The schedules generated in the T&A tool are characterised by great flexibility. The employer or other authorised persons can make changes to the schedule at any time. This is particularly useful if there is a mistake in scheduling. The schedule can be modified as many times as required, and the system will take into account and recalculate all data.

Regular notifications to employees and the employer

Both management and other staff receive online notifications regarding the schedule, including those for adjustments and other changes. Everyone is kept informed, which improves intra-team communication and reduces the risk of potential misunderstandings.

Flexible schedule management

The employer, managers or supervisors can decide how they communicate the schedule to the rest of the company. They can print it out for the whole team, a selected department/employee group or an individual and post it in a prominent place, such as on a cork wall in the main office or staff room. Of course, it is also possible to send the schedule electronically to the company e-mail address.

Advantages of scheduling in a Time & Attendance system

Wondering what specific benefits a time and attendance system with an automatic rostering module provides? Find out why you should choose this solution.

• Time saving for the employer - the main and indisputable advantage relates to the possibility of relieving the employer/management team of the manual scheduling process. As the schedule is prepared automatically, they can focus on other priority areas of the company and gain much more time.
• Compliance of schedules with the Labour Code - schedules respect labour legislation and take into account all the most important aspects, such as annual leave, days off due to the 5-week working week and many others.
• Convenience of use - the RCP system is intuitive to use and guarantees greater convenience on a daily basis.
• Planning of pay periods - adaptation of the pay period to the regulations of the individual company. Possibility to determine length of breaks, range of night hours, days off, etc.
• Effective accounting of working time and overtime - calculation of each employee's work including standard hours, night work or absences.
• Online attendance list - the ability to check whether an employee has come to work, what time he or she bounced into the recorder, how long he or she has been on break, whether he or she is late, etc.
• Integrations with other systems - both traditional and mobile timekeeping systems offer the possibility of generating reports and transferring them to external HR and payroll systems for billing purposes.