Improve employee attendance tracking with an absence tracker

In the healthcare industry, monitoring absences ensures adequate staffing, prevents understaffing, and ensures patient safety. This is just one of countless examples illustrating the need for more robust absence tracker tools. 

Tracking employee absence helps maintain productivity and manage resources effectively in any business. It also uncovers patterns of employee absenteeism, allowing for timely interventions and support wherever needed. 

This blog will examine some of the most common methods for tracking absence and how they meet the needs of most organizations today. It will also explore critical features to look for in an absence tracker and the undeniable benefits of using one.

What is an absence tracker?

An absence tracker is a system or software designed to record and manage employee attendance records and absences. It helps employers keep track of who is present, who is absent, and the reasons for their absences. Absence trackers can range from simple spreadsheets to automated software solutions that integrate with other HR systems.

How do you track absences?

Businesses commonly use several different tactics to track employee absences. These include: 

Manual tracking 

One example of a manual tracking method is using a paper logbook where employees manually record their check-in and check-out times. Manual tracking may be cost-effective, but it is prone to errors. It requires significant time and effort, reducing overall efficiency and accuracy. 

Using spreadsheets 

Some companies have employees log absences in a shared Excel sheet, updated daily to track absences and lateness. However, While spreadsheets allow customizable tracking and easy data analysis, they can also be error-prone and tedious for large teams. Plus, they lack automation features.  

Utilizing specialized software 

Specialized software automates time tracking and provides real-time analytics but can be costly and require practical training. It can also integrate with HR systems, providing real-time data analytics and automating notifications. Manual methods simply can't achieve this level of functionality and finesse. True story. 

Key benefits of using an absence tracker

Improved accuracy and efficiency

Manual absence tracking methods are prone to errors and are time-consuming. Absence trackers automate the process, reducing the risk of mistakes and saving valuable time for HR personnel.

Enhanced compliance

Many industries are subject to strict labor laws and regulations regarding working hours, vacation, and leave entitlements. An absence tracker ensures that all records are accurate and up-to-date, helping employers stay compliant and avoid legal issues.

Better workforce management

With detailed absence data, managers can make informed decisions about staffing, shift planning, and workload distribution. This leads to optimized productivity and reduced instances of overstaffing or understaffing.

Increased transparency and accountability

An absence tracker provides a clear and transparent record of employee absences. This fosters a culture of accountability and can help address attendance issues like absenteeism or tardiness more effectively.

Essential features of an effective absence tracker tool 

A worthy absence tracker tool can help you track absences, employee attendance, and sick leave. It facilitates employee communication if/when someone can't make it to work. Equipped with this vital information, it becomes much easier for management to rearrange shifts according to the business's needs. This way, crucial operations don't get derailed, and service disturbances or interruptions are a rare occurrence at worst. 

A tool that tracks employee absence streamlines the entire process. It automates record-keeping, offers real-time visibility into employee absences, and generates invaluable reports for analysis and decision-making. This helps reduce the administrative burden on HR teams and ensures greater accuracy and timeliness in tracking absences. In other words, it's a breath of fresh air. 

When searching for an effective absence tracker tool, be sure to keep a lookout for the following key features: 

User-friendly interface 

An effective absence tracker should have an intuitive and user-friendly interface that makes it easy for both employees and HR staff to navigate and use.

Real-time reporting 

Real-time reporting offers valuable and timely insights into employee attendance trends and patterns. This feature also allows for more proactive management and decision-making, making maintaining productivity and appropriate staffing levels much more accessible with relevant data consistently on hand. 

Integration with other HR systems  

Integration with HR systems makes synchronizing data easier and facilitates seamless communication with all staff regarding absence policies and notifications. Integration capabilities also ensure uninterrupted information-sharing across the organization. Accuracy and efficiency suddenly become much more easily attainable. 

Employee self-service 

Never underestimate the game-changing nature of an employee self-service portal feature. Having one allows employees to quickly request and manage their absences as needed, ultimately reducing administrative overhead. An irrefutable win-win. 

PurelyHR for tracking the absence  

PurelyHR offers comprehensive absence tracking capabilities with a super user-friendly interface. This enables high accuracy and, therefore, improved management of employee absences. It also integrates smoothly with other commonly used HR tools. The result: an unquestionable boost to overall HR efficacy.  

Our best features include but are not limited to: 

Automated notifications 

PurelyHR's automated notifications feature ensures timely communication about employee absences. It notifies managers and HR personnel as soon as an absence request is submitted or approved, helping to manage schedules effectively and maintain productivity. This, in turn, streamlines the entire approval process, improves accountability, and enhances overall transparency in absence management. 

Customization options 

PurelyHR offers meaningful customization options, allowing your organization to tailor your absence policies, approval workflows, and reporting parameters to your unique needs. This level of flexibility ensures that your absence tracking system aligns with operational requirements, internal policies, and legal requirements. Enhanced efficiency and compliance are among the benefits of being able to shape your tool to fit your needs. 

Seamless multi-module integration 

PurelyHR's seamless integration among modules such as Staff, Time-Sheet, and Time-off ensures cohesive and coherent HR management. In short, this integration allows for streamlined processes, accurate tracking of employee hours, and comprehensive reporting capabilities. The benefits of multi-module interplay are everything from enabling notifications for upcoming PTO and pending requests to automating policy changes to balancing renewals, accruals, and approvals. 

Customer success story 

Quality Logo Products (QLP) is a top promotional product distributor in the US with a global customer base. Before implementing PurelyHR into their daily HR tasks, they manually entered data into spreadsheets, which was time-consuming and challenging to analyze. Over time, as their team grew, the company leadership began their quest for a better approach to HR management. When their research finally led them to PurelyHR, the discovery of our Staff, Time-Off, and Time-Clock modules presented a miraculous solution to their problems. 

"The amount of hours we saved isn't even quantifiable," they share. "PurelyHR saved us a ton of time; it just made us a better company." 

"The UI was straightforward to manipulate," adds VP Michael Wenger. "Everything is there; it's simple, and the amount of work to do it is little. We hire great people, and if the tools we provide them are not great, then how will these great people stay motivated to do the job they have been hired to do?" 

Unsurprisingly, a recent study from Pricewaterhouse Coopers found that 74% of companies plan to increase their spending on cloud HR software. As companies increasingly prioritize streamlining and automating everyday tasks, quality HRIS software like PurelyHR will continue to lead the way. 

The bottom line is that a modern absence tracker tool is a must-have for most businesses today. With features that increase transparency, facilitate employee access to information, and help your business remain compliant, going back to manual tracking no longer seems like an option. 

Are you ready to improve your absence tracking process? We offer a 21-day free trial, so you can try PurelyHR for size before committing to the long term. You can also book a demo to witness PurelyHR live in action.  

Do you have questions? Reach out to us at support@purelyhr.com! Our experts are happy to discuss your needs and point you in the right direction.