Breaking News

How to Manage Employee Attendance (Free Attendance Template)

How to Manage Employee Attendance (Free Attendance Template)

It is important to learn how to control your employee’s attendance since it impacts your overtime payment and the experience your customers have and overall financial health.

  • Employee attendance can affect your overtime compensation as well as the experience of your customers and your overall financial situation.
  • The challenges to your employees’ attendance could include sudden absences and late arriving early departures, and sick employees who show up to work.
  • It is important to create attendance guidelines as well as use software for attendance and time to determine hours worked by employees.
  • The following article was written intended for employers looking to understand how to manage and track worker attendance.– While remote work is on increasing demand, not all task can be completed remotely, and that includes the ones that require strict schedules for employees. To ensure that your employees are within these guidelines it is necessary to monitor attendance of employees remotely for the entire team comprising part-timers, full-timers salaried professionals and hourly employees. Many moving parts however, with just a few easy tips you can keep track of your employees’ work hours and attendance easily.

What is attendance of employees?

Employee attendance is the attendance that your workers are at the designated workplace during the hours that are required. In retail, attendance is when an employee shows at the time of and engaged in at their scheduled shift during the entire day. Remote desk jobs it could mean that an employee clocks in around 9 a.m. and then clocking out by 5 p.m. on a day of the week.

Important to monitor attendance of employees

The importance of tracking employee attendance for a variety of reasons:

Time theft

A proper employee attendance policy ensures that employees aren’t engaged in time theft. This happens when your business pays employees for time they didn’t actually work. This is especially prevalent in employees working for hourly wages, because they have the ability to alter their time clock numbers.

However, time theft isn’t uncommon for salaried employees. Employers who make use of the internet to check their personal lives at work time technically, they are taking your time. However, if you let your employees decide on their own schedules or give them a fixed pay regardless of the amount of time they spend working the theft of time could be an issue so long as their productivity is constant.

Overtime pay

Hourly workers are not exempt from Federal Fair Labor Standards Act (FLSA) and therefore you must pay them for overtime. Both of you must record the hours they work and you have to pay time-and-a-half for any time that an employee is working more than 40 hours per week. For instance that an employee who earns $20 per hour puts in 45 hours over the course of a week then you have to be able to pay him or her $30 (their normal wage of $20 multiplied by 1.5) for each of the five hours.

Salaried professionals are not subject to the FLSA’s overtime requirements this is one reason to track attendance more in the case of hourly employees. Find out more information in this guide for the exempted employees.


The monitoring of employee attendance could identify patterns of behavior, like employees who aren’t attending their shifts. The repeated absence of shifts is known as absenteeism and can be a significant impact on your budget. Absent employees will strain your team which can reduce the quality of your service. In the event that you continue to pay employees absent absences, it could be a form of time theft.

Customer experience

Hourly jobs are typical for roles that involve customers, like retail associates, server at restaurants and call center employees. In all instances, regular attendance of employees gives every team member the opportunity to engage with customers. In turn, customers will not feel rushed or unappreciated, and are more likely to purchase from you in the future.

Production process

In manufacturing facilities, assembly-line employees might be hourly employees and their presence can be vital for automated processes. For instance, if the cake production line of your company’s dessert assembly line isn’t there to smooth the frosting, you’ll end up with a large gap in the production. This could cause an unplanned backlog that can disrupt your entire supply chain.

The challenges of employee attendance

These are just a few of the issues you could face when you attempt to track and improve employee attendance:

  • Early departures, late arrivals. Let’s say you’ve assigned an employee to deal with the first customers of the day when your shop is open at 9:00 a.m. If the employee shows up even a couple of minutes late it could be that there isn’t anyone on hand to assist the customers. The customers could go to a different place and send potential revenue to another competitor.
  • Early starts and late end to the week. Even if you enjoy running your business, you’re probably aware of the reason why many people despise Mondays. However, you may not feel a lot of empathy for an employee who arrives excessively late in the beginning of your working week. It’s the same for those who are always taking off in the afternoon on Fridays. Both of these are frequent in all types of small-sized businesses.
  • Overly frequent breaks. No one should be forced to complete an eight-hour shift in one sitting however, an employee who’s breaks are frequent or long can cause disruption to the flow of your business. It’s not a requirement to berate an employee for arriving just a few minutes later than you had planned however, you mustmake sure that another worker is available when the employee takes breaks.
  • Inexpensive absences. At the end of the day, employees remain people who have lives and demands beyond working. They could be sick or suffer from family emergencies or simply require time off for mental illness. It is a good idea to give employees time off for such occasions however, you must also be able to fill the gaps the absences of employees cause.
  • There is no improvement following cautions. Although absenteeism may be the most frequent reason for disciplining employees but you shouldn’t go right from observing an issue to addressing it. Provide the employee with a polite but firm reprimand or two Be aware that warnings do not always result in any change.
  • new attendance issues following cautions. Not everyone you employ will be satisfied at work. They might show up late or leave early. And should you advise them of some kind of absence the absence could alter to another form. If, for instance, you advise an unhappy employee about not arriving at the correct time, they may be forced to leave earlier than usual.
  • Employees who are sick. A late 2019 survey revealed that 90 percent of employees have been on sick leave or presenteeism. Particularly, now with the COVID-19 epidemic it is important to urge sick employees to rest at home, even if the profits suffer. A short-term absence for an employee is definitely superior to your entire team being able to detect the illness and having to call to report sick.

How do you manage employee attendance?

A proper employee attendance management system are essential to tackle the challenges mentioned above.

  • Monitoring attendance of employees: To start managing your employees’ attendance, you must set up a framework to track it. You might want to consider buying time clocks, biometric systems or other time-tracking equipment.
  • Making policy on attendance The complete attendance policies that is included in your employee handbook must inform employees how they can request vacation time or to take sick leave. The policy should specify the amount of each type of leave employees get. It should also provide the implications of absences that are excessive or any other policy violations.
  • The reason employees absence: An employee who frequently finds themselves in conflicts with an employee might quit showing up to your workplace. This is also true for employees with overworked schedules or employees with life situations covered under the Family and Medical Leave Act. Always ask the employee why he or she has been absent from work before you act and give them the chance to discuss the issue with them.
  • The awarding of attendance Rewards for attendance that are high could motivate your employees to be on time and perform better work. Cash-based bonuses, “employee of the month” programs, as well as extra paid time off in exchange for good attendance are excellent incentive programs. There is also suggestions to adopt the “no-fault” policies on attendance to provide an incentive that is, employees earn “points” each time they miss work (regardless what the cause) and can be punished or fired if they exceed a specific point threshold. But, these policies could cause legal issues for your company.
  • Training supervisors properly: If your company has multiple department heads who each have the employees they supervise, then you must teach these supervisors how to identify and deal with problems with attendance. Instruct them to keep track of and record absences and to discuss how they can handle employees with frequent absences.
  • Flexible work schedules: Though perhaps not an option for hourly workers who deal with customers, flexible work schedules can boost employee attendance. If you’re in need of 40 hours of working remotely from employees, but do not care about the time of the week they finish it make it clear in your company’s policy. Employees who decide on the schedule on their own, including odd ones, are usually more productive.
  • Time software for attendance and time: Time and attendance software (as as well as other remote-work tools for business) helps make all of methods for managing attendance of employees above much more simple. When you select the best time and attendance software be sure to look for comprehensive and precise tracking, user-friendly and numerous integrations. There are also brands to consider within the Time and Attendance Software reviews.

Employee attendance template for employee attendance

For a start in the proper management of employee attendance You can download and print our template for free.

Our template provides monthly attendance monitoring as well as a list for all U.S. public holidays. The template is available as Google Doc, which makes it simple to modify and copy or download to another file format.

This sheet is handy, and if you follow the methods for managing attendance of employees that we’ve laid out in front of your head it’s likely that you’ll be able reduce the amount of absenteeism from your employees within a matter of minutes.

Check Also

How to Write a Debt Collection Letter

How to Write a Debt Collection Letter

This guide includes information about how to write a debt collection letter and pursue outstanding …

Leave a Reply

Your email address will not be published.