Attendance Management Software: A Ultimate Guide

What is Attendance Management?

Attendance Management tracks employee hours. This is the system you use to record your employees’ hours take off. You can use online attendance software, record employee hours, or use spreadsheets to track their time.

What is Attendance Management, and how important it is?


Each organization should have an Attendance management software for employees. No matter how it is implemented, your system must comply with Fair Labour Standards Act timekeeping requirements.

Attendance Management Systems can accurately calculate hours worked by employees. This is particularly useful if employees work on an hourly basis. You must be able to calculate how much wages your employees owe. You should also know whether overtime wages are owed to employees.

You can see the hours worked by salaried employees. Employees can keep track of and record their time at work and off. Even if you aren’t there, employees can keep track of how many hours they work.

Employee time can also be used to determine if employees are punctual. Only if employees are required to record when they arrive and leave will this work. This will allow you to see if employees tend to arrive late or skip work.

You can also track how many days employees take off with attendance management. This is vital if your company has a policy that allows employees to use certain vacation or sick days.

What types of Attendance Management systems are (AMS)?


Many payroll and HR software solutions come with attendance management capabilities. There are many types of attendance management software available, and each one is different.

A leave management system can be used in conjunction with an attendance system. This system provides inputs to the payroll system for a company. Here’s a brief overview of the different attendance management software on the market today.

These software suites can help employees in your company increase their productivity.


1.      Software for biometric attendance:

Biometric attendance systems are essentially a way to verify an employee’s identity. They capture the time and date of entry and exit by using one’s fingerprint. These systems are extremely popular and have good reasons. This eliminates the possibility of buddy punching, which can lead to time leakages that can impact the productivity of an entire organization.

Biometric systems can often be integrated with other systems to make the data more lucid. This is possible easily. This is possible easily.

It is also possible to add or remove employees quickly and easily with minimal inconvenience.

2.      Software for breaking-time tracking:

Many companies or types of organizations feel the need for employees to keep track of the length of their breaks. Break time tracking software is the solution. Employees can use such software to punch in multiple times per day.

The employee’s first punch-in is considered their entry into the company premises. After that, every punch out and any subsequent punch-ins will be considered a break from the workplace. Each punch-out and subsequent punch-in are treated as one break.

These systems are particularly useful in companies that value their time on projects.

3.      Software for online attendance management

An online attendance management system is a timekeeping system that allows users to log in via the internet. These functions make use of cloud technology to allow access to attendance data and logouts from any location with an internet connection.

You can log in and out of your account with just a click. This is a convenience that many employees expect from the digital age. These systems are especially useful when you have a large workforce who works remotely, at client locations, or in outbound sales positions.

You now have an overview of the various attendance management systems available and their key features. Why not choose one that suits your needs today? Attendance management software is more efficient than traditional attendance systems like attendance musters. It is important to remember that attendance management Software integrated with other Human Resource Systems like leave and payroll provides a much higher synergy than a standalone attendance management System (AMS).

What are the main elements of Attendance Management Software?

These five elements are common to most employer Attendance Management Programs.

  1. Definition of an ‘absence’ for the usage of the AMP

Absenteeism can refer to many types and causes of absences. These include illness, cold weather, vacations, sickness, family-related demands, and workplace stressors. The AMP should be focused on absences that disrupt the workplace. It should also clearly define which “absences” will be considered for AMP.

Employers can often absorb scheduled absences such as vacation and statutory holidays. Unscheduled absences, late arrivals and early departures can cause problems in the workplace and be a source of irritation to employees. They also have high costs and an impact on overall productivity.


2.      There is a distinction between “culpable” and “innocent” absence.

An employer must distinguish between “culpable” and “innocent” absenteeism when dealing with attendance issues and an AMP.

This distinction and classification should be clearly stated in the AMP. It’s also useful if the AMP sets out what is considered a “non-culpable absence” and the expectations of employers around it. This distinction is critical to the employer’s approach. While excessive absenteeism in one case may result in termination, the employer should take a different approach for each. It is important to clearly define the reasons for absence and how the employer will handle them.


“Culpable absenteeism” refers to the absence beyond the employee’s control. It is also known as “blameworthy absenteeism” and can be held accountable by the employer. This usually leads to a progressive discipline response.


“Innocent” or “non-culpable” absence does not mean an employee is blameworthy. For example, an employer may not suggest that an employee has abused sick leave entitlements. However, this does not mean that an employer cannot set reasonable expectations or take corrective (though non-disciplinary) measures.

This does not mean that the steps leading to or including termination should be “disciplinary”. Employers can terminate employees on the grounds of innocent absenteeism if they prove that the employee’s absence is excessive compared to a reasonable standard and that there’s little chance of the absence changing in the future.

Verification of the absence

This information is crucial for the employer to classify the absence accurately. Employees are required to attend work regularly, so the employer is entitled to know the reason for the absence and any work restrictions or modifications necessary to fulfil her job duties.


Employers must ensure that they enforce their right to correct information and notification of employees. If an employer allows absenteeism, it will be very difficult for them to assert their rights later. It is useful to outline in the AMP what obligations employees have to provide medical information and who they need it from.

Infirmity or any other medical condition is the most common reason for absenteeism. Verification might require disclosure of employee medical information. Employers should be granted a limited right to access employees’ medical information and have an obligation to keep that information confidential. Employers have the right to verify the cause of absence if it isn’t due to a medical or illness reason.

3.      Unable to report absences

The AMP should detail the obligations of both employees to report absences, how they should do it, and allow for regular employer assessments of attendance records. An employer must have a system to track and report individual absences. This is essential for the monitoring and evaluation of any AMP. Many AMPs allow employers to track paid sick leave, unpaid sickness leave, illness during a work shift, illness in the immediate family, and medical appointments if an employee is absent for more than one hour.

4.      The thresholds to enter and progress through the AMP

The AMP should clearly define a threshold to enter and progress through a coaching process and outline what each stage will cover. Legally acceptable and essential, employers should establish a threshold for absenteeism for entry to the AMP and progress through each step of the coaching process until and including any non-disciplinary termination.

These thresholds are usually based on a specific number of non-culpable absences over a given period (for example, entry at 67.5 hours of non-culpable absences in 12 months).

5.      Preserving employer discretion

When creating, implementing, and enforcing any AMP, the employer must remember its legal obligation not to discriminate and its duty to accommodate under human rights legislation (and any applicable collective agreement). It runs the risk of being ruled discriminatory by a tribunal, court or arbitrator.

The AMP should allow the employer to exercise discretion and deviate from the AMP. This allows it to adjust based on each case and, in particular, ensure it can meet its obligation to accommodate when and where it arises. An AMP deviation common to employers is not to count hours of absence toward the AMP thresholds for a period of disability.

Employers should be open to the possibility of accommodation needs when dealing with absenteeism. An employee’s membership in a protected group could lead to innocuous absenteeism.


Employers must accommodate when they are made aware of the need or circumstances that would reasonably lead them to know about it. During coaching sessions, an employee often discloses the need for accommodation. Sometimes, there will also be flags that indicate that the possibility exists and the employer has to accommodate.

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