Manual attendance marking for a long time has proved to be inconsistent and prone to human errors. And the information gathered at the end of the month from these paper registers are mostly inconsistent and unreliable and unintelligible. However, Biometric Time Attendance System provides a solution for the aforementioned weaknesses and still offers much more in terms of value. The biometric attendance system price in Kenya starts at KES 37,700. The cost includes installation and training and the attendance software.
With the biometric devices, it will be impossible for an employee to punch on behalf of a colleague. As a biometric company in Kenya, we ensure clients can achieve scalability and efficiency through our solution. And as such, the attendance software can be used to handle multiple biometric attendance devices deployed in multiple locations. Nonetheless, the attendance management system can still be installed as a standalone setup in a single location. Access control systems in Kenya can be used for attendance monitoring.
Attendance system key features and specifications
- Clocking using biometric or RFID staff card
- Overtime calculation
- Multiple shift scheduling
- Late in, early out policy
- Monthly/ weekly attendance report
- Export report in Excel and PDF
- Leave days tracking
- Integration with payroll software
- Absent adjustments; weekend and public holidays
Forty Servers is an authorized installer of the biometric clocking in and clock out system in Kenya. Even though biometric attendance systems are commonly used to monitor employee attendance. The Matrix school biometric attendance system can be customized for use in high school, colleges and the institutions of learning in Kenya. Contact us today by filling the form below for a biometric solution that is flexible, scalable, and saves you money.
Biometric Time Attendance Specs and Price in Kenya
| Price | KES 37,700 |
| Number of users | 1,000 |
| Reader capability | Fingerprint, RFID card |
| Functional use | biometric clock in and clock out |
| Connectivity | Ethernet cabling and USB stick |
| Downloadable Report | Excel |
| Installation and user training | yes |
Features of the Biometric time attendance system Kenya
Organizational structure
The company structure and organizational hierarchy differ from one company to the other. Biometric time attendance software enables you to create an organizational structure that best represents its distinctive management hierarchy. Create departments and sections, as well as job designations or grades. Then, leave policies can be created and assigned to employees based on job grades. And this is purely customizable and will definitely vary from one organization to the other.
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Late in and Early out feature
In order to enforce discipline in time management, the Human resources department will come up with enforceable policies to guide employees. The Late in / early out feature will help the HR department to instill employee time management discipline. For example, it can be decided that any employee who reports 30 minutes past 8.00 am is late. Likewise, any employee who leaves the office 30 minutes before 5.00 pm will be early out. These reporting guidelines can be tweaked to accommodate the various work shifts.
The Overtime feature
This feature is particularly important for companies that pay overtime allowances. If not well monitored, certain employees might claim overtime allowances even though the hours worked do not qualify as overtime. This feature will automatically calculate overtime hours worked and a report generated to that effect. Due to the nature of the automated time attendance system, the electronic report generated will be accurate leading to the payment of accurate overtime allowances.
Broadcast alerts feature
This feature can be used to simplify making announcements to large groups of employees. The superuser can create, schedule, and send various group messages all at once. For example, the HR department can send a message about new changes in work shifts, an upcoming holiday, etc. this feature brings about efficiency in communication and a good platform for managing rumor-mongering.
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The Public holiday feature
In as much as public holidays tend to be pre-planned, this feature was specifically designed with schools and institutions of learning in mind. Biometric time attendance for schools will enable administrators to schedule school holidays in advance. Details capture in the schedule includes when the school holidays start, and when the students are expected back to school. And this communication will be passed to parents and guardians through text message.
The biometric time attendance system for schools has an efficient messaging platform that sends notifications to parents when the student has been released to go home. Equally, the system will send a notification to the parent on the school opening day once the student clocks in.
Staff attendance reports
Biometric clocking software can be configured to generate various types of reports. Some of the reports generated by the system include weekly attendance sheets per employee, leave reports, overtime reports among others. These reports can be generated in various formats including PDF, Excel, and even charts.
System Administration
A super will be created who will be in charge of system administration. Some of the roles of the superuser include backing up the attendance software, importing new data, and updating system settings e.g. correcting date and time. Other privileges of the superuser include the ability to create other users and assign them roles. And even checking system logs.
Benefits of Matrix attendance software
Accurate attendance reports
The traditional methods for marking attendance are susceptible to errors and manipulation. Having in place a biometric time attendance system leads to accurate and foolproof attendance records. The management can rely on accurate reports process salaries. Also, accurate attendance reports can be used for managerial decision making.
Increased employee productivity
The automated Matrix time attendance system will lead to increased employee performance. To start with, the employees who formerly used to report to work late will start reporting early. Likewise, the employees who used to leave work early will also start leaving at the recommended time. The time management discipline brought about by automation will increase the number of hours at work leading to increased productivity.
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Leave management
In as much as the employees clocking systems majorly focus on time management, the system comes with a module to facilitate electronic leave management. Hence, the system allows the creation of leave policies, and even work shifts. The work shift feature will be most ideal for large enterprises with different reporting times. Retail stores, wholesale, and supermarkets in Kenya benefit from the time attendance system leave management. Thus, the employees will be able to apply for leave and their leave balances updated regularly.
System flexibility
Attendance systems are highly flexible. This means that the system can be customized to reflect the true organizational structure f a company. During system installation and setup, clients can create as many departments and functions as possible to address their unique needs.
Integration with payroll management system
In as much as time management is an independent function. It requires integration with third-party software to increase overall value. The attendance solutions can be integrated with payroll software or a company enterprise resource planning (ERP) system. The value created when these two solutions are merged together is phenomenal.
Instant notifications and alerts
Another benefit of automating attendance is instant notifications. As soon as the employees’ clock in the morning, notifications are sent instantly to the main database. The same notifications will be sent when the employees clock out in the evening. The system can be configured to send email notifications as well as text message alerts to employees.
Types of Proximity cards
EM card technology. This is the oldest contactless card technologies with inbuilt electromagnetic chip. The card reacts when brought near the magnetic field of an EM reader. These cards operate at a frequency of 125 KHz.
HID card: this card uses RFID technology. These cards The RFID chip is usually embedded inside the card and reacts whenever the card is brought near an HID card reader. This is how it works, the RFID card encodes information which gets decoded by the reader for authentication. Successful authentication results in the door opening in case of an access control system. Likewise, successful HID card authentication means cardholder’s attendance will be registered in case of a time attendance system.
Mifare Card: this one also is a contactless card technology. However, it uses inbuilt antenna and chip that reacts when the card is brought near the magnetic field of a Mifare card reader. These cards operate at a frequency of 13.56 MHz
These card technologies are commonly found access control systems, and time and attendance systems.
Types of Fingerprint readers
Optical fingerprint reader: uses optical image captured to identify each fingerprint stored during clock in or clock out. For high level accuracy, the time attendance application uses an algorithm that reads unique features of a fingerprint such as the ridges.
Capacitive fingerprint reader: relies on arrays of tiny capacitor circuits to identify details of a fingerprint. Thus, the higher the number of arrays of capacitors on the reader the higher the quality of the image of the fingerprint captured and stored.
In spite of the technology used, the biometric reader remains one of the safest and foolproof methods for user authentication.
Frequently Asked Questions Time Attendance
Is the time attendance system compatible with payroll software?
Yes the time attendance system comes with an API that enables integration with most payroll software.
Is there a monthly maintenance cost?
We do not charge monthly maintenance cost. The cost of installing the biometric time attendance system is KES 37,700 which is a one-time expense.
What happens when there is power blackout?
The time attendance device comes with a backup battery which can sustain its operations for up to 12 hours. So in case of power blackout, company employees can still clock in and clock out even as the electric power connection get fixed.
Contact us today for the best biometric attendance system price in Kenya
