Information about time recording systems
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What are time recording systems?
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How do time recording and access control work?
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Advantages of electronic time recording and access control
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Our practical tip: Carry out time recording of mini-jobbers in accordance with the law
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Easy programming of time recording software
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FAQ - frequently asked questions about time recording and access control systems
What are time recording systems?
Time recording systems are used to log the working hours of the personnel, for example, in order to generate a statement for the services performed during this period. What used to be the time stamp clock is now taken over by an electronic time recording device with a sensor and a time recording software.
An access control system, on the other hand, ensures that only those persons who meet the previously defined entry conditions have access to an area . This ensures that no unauthorized persons disturb or endanger the operation. In practice, it is not unusual for time recording and access control systems to be combined and managed through the same system.
How do time recording and access control work?
Modern systems that log employees' working hours and manage access work with a chip card or a transponder and a reader . The radio frequency identification (RFID) technology, which uses radio waves to send a stored code, provides wireless near-field communication between the devices. This is received by the sensor in the reader and triggers a certain action, for example the start of the time recording and/or the opening of a door. All this is controlled by a central time recording software that enables quick and easy handling. The time recording stops as soon as the employee stops the chip on a reader again.
The programming of the transponder or chip card takes place via a central software. If chips need to be reprogramd to allow the employee or the employee access to new areas, this is done in minutes via the software. If the chip is lost, it can be locked with a few clicks to prevent unauthorized persons from entering the building. Previously, in such a case, it was sometimes necessary to replace the lock cylinders on the doors and distribute new keys.
Modern solutions usually consist of a permanently mounted reader, which is located at the company's main entrance or personnel entrance, for example. The employees receive a handy, small transponder or a card , which contains a programmable chip, which is fed with the information of the new owner and transmits via RFID. As soon as the employees enter the building, they hold the chip card or the transponder briefly to the reader, wait for a short audio signal or a status message on the display and are then registered.
Advantages of electronic time recording and access control
From this point on, the clock will tick and record the presence of the employee within seconds until the transponder or chip card is held back on the reader. If additional devices are also installed at break rooms or other outputs, it is possible to log break times . This is an advantage for the legal authorities to prove it, as well as for the employer itself This will ensure that employees meet the (statutory) break times.
Sometimes it can lead to employee uncertainty if a time recording system is introduced in companies. There may be a wide fear that the employer will "monitor" the implementation of such a system. In fact, professional time recording can bring many benefits to both sides. The employee, for example, keeps track of the exact number of hours worked and, where appropriate, overtime hours, as well as vacation and sick leave days.
It is also possible and sometimes useful to link time recording and access control . . The employees do two steps at once: On the one hand they start time recording, on the other hand they gain access to the workplace themselves. Access authorizations can be defined precisely for individual areas to ensure that only authorized personnel have access to specific rooms or floors. Since programming is done via software, spontaneous changes can be implemented quickly and easily. This also means that the RFID chips can be allocated to visitors who can be limited in time. If the visitor did not give the card or the small chip, this does not pose a security risk.
Our practical tip: Carry out time recording of mini-jobbers in accordance with the law
Since January 1, 2015, there has been a statutory minimum wage in Germany. This means accurate and reliable time recording, especially for small employees ("mini-jobber"), so that the 450-euro limit or the prescribed hourly wage is complied with. In addition, the employer is obliged to document the start, end and duration of the daily working time. With a modern time recording system, these tasks are recorded reliably and without any further effort according to the specifications of the legislator.
Easy programming of time recording software
Modern electronic time recording offers far more than just time recording. It can be used to record individual work steps, for example when evaluating specific projects. The collected data and thus the progress of the project can be monitored at any time and even in real time. This information is useful when it comes to providing the manager or customer with information about the current project status. However, there is also an advantage for the settlement at the end of the project: The hours can be transferred directly into the calculations with little effort, which ensures greater transparency. This way, the client sees for which tasks were spent most of the time and can better understand the project work. For the managers and project participants, the time recording results in empirical values for future projects.
FAQ - frequently asked questions about time recording and access control systems
Different numbers of transponders can be operated on one system.
Are there other possibilities for electronic time recording and access control?
In the meantime, there are no longer only electronic time recording systems and access controls with RFID transponders or smart cards. RFID-based NFC ("Near Field Communication") technology even allows you to use your own smartphone. If an NFC chip is installed in the smartphone, it can be used for electronic time recording and access recognition. This requires that all employees have a suitable device for this type of mobile time recording, such as a mobile smartphone used for business purposes.
Do time recording systems make sense for small companies?
Time recording and access control systems make sense not only for large companies, but also for smaller companies. They ensure that every employee can reliably record his or her working hours, while the employer always keeps track of the work. The protection of sensitive areas within the company is also guaranteed, as the access can be programd flexibly and quickly. Modern time recording is not expensive and can even save money, because the HR department no longer has to deal with the evaluation of hourly notes for a long time.