Today, technology is evolving at a rapid pace and impacting almost every aspect of our lives, including the way we work and do business. One area that has been vastly improved by digital innovations is time tracking. Traditional methods, such as handwritten notes and paper time recording, have proven to be very imprecise and susceptible to fraud.
In this article we discuss why digital time registration is necessary and why its integration within an ERP system works more efficiently and better. We then discuss the limitations of QR codes for time registration and explain how Klien-IT offers the solution for the cleaning industry in terms of time registration.
The Benefits of Digital Time Registration
Accuracy and Time Saving
With digital time registration, employees can quickly and easily record their clock-in and clock-out hours using an App on their phone. This improves accuracy, but mainly prevents the risk of fraud and manipulation of hours worked. An app registers where and when you clock. So you can't just fill in some times.
An integrated time tracking app provides real-time insight into employees' hours worked. Employers can track their staff's attendance at any time, allowing them to better plan and intervene when someone doesn't show up.
Efficient time management
By implementing digital time registration, it becomes easier to check and approve the hours worked. The system automatically shows which times deviate, so that you do not have to go through every line. This ensures timely and accurate payroll processing.
Everything in order
Digital time registration offers companies the opportunity to comply with legal regulations and labor laws regarding working hours, breaks and overtime. Keeping this information digital makes it easier for employers to verify compliance and avoid any potential compliance issues.
The Limitations of QR Codes and Tags for Time Tracking
While QR codes are useful tools for many applications, they have some limitations when it comes to time tracking. Below we break down the restrictions into a number of headings.
QR codes can be easily scanned and copied by anyone who has access to them. This means that employees are able to fake their clock-in and clock-out hours simply by taking a picture of the code and using it later. This way they can easily clock in from home or adjust the QR code.
Unreliability of Physical Codes
Physical QR codes can get damaged, fade or become illegible, which can make it difficult for employees to scan them. This can lead to inaccurate time recording and frustration for both employees and employers.
QR codes do not provide additional functionality for capturing relevant data, such as reasons for leave, project codes or specific tasks. An integrated app does offer these functionalities. In addition, the content of the App can be easily adjusted, just see how to adjust all QR stickers at any location…
Klien-IT: The Best Solution for Cleaning Companies
When developing a time administration module in Klien-IT, we mainly assumed the convenience for the employee on the work floor and the back office.
For the employee, time registration consists of just one click on the clock when clocking in and also when clocking out. The employee also immediately sees when he has clocked in or out too far or at the wrong time. This creates awareness among employees of their mistakes.
In the back office you can watch live who is clocking where at what time. This way, there is always access to the current clock status. In addition to recording when employees clock in and out, it is also automatically determined where they do this. This way you always know whether they have been on the project during working hours.
For the check, Klien-IT uses simple overviews in which the deviations are already shown. This means you don't have to go through every list, but you immediately see where things go wrong.
Digital timekeeping has become essential for modern businesses and its benefits are obvious. An integrated app offers accuracy, time savings, real-time insight and efficient time management. On the other hand, QR codes are limited in functionality and have security and reliability issues.
Klien-IT offers the best solution for the cleaning industry, with specific functionalities, mobile accessibility and powerful reporting and analysis options. By embracing digital time registration and opting for an integrated app such as Klien-IT, cleaning companies can significantly improve the efficiency, accuracy and productivity of their operations.
Klien-IT-Systems, just different
Sharp on software, sharp on convenience, sharp on price. Software seems boring, cleaning also seems boring. Inflation is increasing. Too few people realize that cleaning is extremely important for our well-being and prosperity. The same goes for software. Antonio Kouwenberg, Master's student of Fiscal Law, develops Klien-IT-Systems with a team of programmers: “Cleaning and software have similarities and relationships and can be powerful. My goal is to help cleaning companies, small and medium, to focus on their core business: cleaning and/or specialist cleaning. How? Thanks to the constructive, effective, efficient and yet inexpensive software system from Klien-IT-Systems. You also need fewer people in the office. Very handy in this time of labor shortage.” How does Klien-IT-Systems achieve such success, also internationally? Antonio tells.
Antonio Kouwenberg is 22 years old and now has 10 years of experience in the cleaning industry. “The cleaning market is an extremely versatile and extensive sector, with 177 nationalities spread over 231,000 employees. A big industry! Naturally, this entails many challenges in terms of HR, customer contact, stigmas and of course the work itself”, Antonio kicks off.
Cleaning, not known to everyone
“When I had a part-time job as a teenager at my father's cleaning company, cleaning company Klien, I immediately noticed the challenges. I thought it was fantastic to work in cleaning, worked together with a group of colleagues. We had fun, earned good money and were especially satisfied with the work we did. And we noticed the appreciation. I also often received the response: ' are you a cleaner? Why do you do that?'. I noticed that the cleaning profession was and is portrayed as boring, sometimes even condescending. Shame."
Cleaning involves so much
“In cleaning you learn to work hard, you meet a lot of people and you come to the most special places. Then we are not even talking about the specialist cleaning with all certificates, knowledge and craftsmanship. As a project manager, I saw even more the extras: what are the problems on the shop floor? What should be done on this new project? Who has the necessary key? Quite a few changes in planning, outstanding leave requests and the umpteenth comment from the client, which is written on a 'yellow note' and stuck on the cleaning cupboard. Things you don't want the cleaner to be left with.”
The cleaner as a base
Cleaning company Klien has already digitized the processes to organize it as efficiently and well as possible for the cleaning team. “Following our investigation, we concluded that the software systems were expensive, complex and not online. Totally not in line with our sector. We looked further yesterday, so my father and I decided 10 years ago to pick up the software system ourselves and develop it with programmers. Regional cleaning companies asked for it. That question confirmed that the Klien-IT-Systems software system really is a welcome addition to the market. Why? Because of the user-friendliness, simplicity and prevention to prevent problems. The cleaner is our base; if the cleaner has all the necessary information for a well-running and clean project, the operational side of the cleaning company will also go well. It saves a lot of time and positive energy. Our integrated App also turned out to be a golden opportunity in the process.”
Cleaning and doing business
Automatic time administration, control schedules, stock system, automatic invoices, accounting: the Klien-IT-Systems App provides a lot of efficiency and overview. “We reduced the office occupancy of Klien (with approximately 90 cleaners) from 6 to 1.5 (!). During the summer holidays there were sometimes even days with no one in the office. Not because they had to help with cleaning (which often happened in the past), but because everything was arranged and structured. And still. It goes without saying that this gives you the space to continue doing business and to expand and grow your cleaning company.”
Klien-IT-Systems is affordable for small and larger cleaning companies employees. “No start-up costs, no service subscriptions, no additional costs or additional expensive modules. Just one fixed amount per month and guidance until you understand everything. All future developments are also included in the fixed monthly amount. Our ultimate guarantee factor.”
The Klien-IT App is available for employees in 25 languages and for the back office in 5 languages. Antonio: “We are rightly proud that within one year almost 50 companies in the cleaning industry are using our appropriate software system. And we are already active in Belgium, France, Italy and soon in Spain. There is cleaning everywhere and the industry works in a similar way. The software system must be there to unburden the cleaning companies and cleaners and not to burden them. Digitization is really necessary to continue to survive as an entrepreneur, because society and customer requirements are changing rapidly. That is why our mission for now and in the future is: sharp on software, sharp on convenience, sharp on price.”
Find the original interview on the website of Schoonmaakjournaal via: https://schoonmaakjournaal.nl/actueel/antonio-kouwenberg-klien-it-systems-net-ff-anders