For any organization to function smoothly, the staff there must be on point. They must be hardworking, capable of handling their duties well and above all punctual. In many ways, an apartment complex too is like a well-oiled machine and without the presence of good maintenance staff, there will be chaos and not to mention, lack of cleanliness as well.
Hence, for any apartment complex, a major expense is staff salaries. And for making sure that they are paid neither more nor less, it is vital to have their attendance tracked well. Traditionally, attendance was maintained in physical ledgers, where each individual would manually sign their name and time of entering the premises and repeat the same at the time of exit as well.
Unfortunately, this system has many flaws. And in housing societies, this could be a rather expensive mistake. Not only would such a flaw upset the finances because salaries could get incorrectly calculated, it could also compromise security and safety of residents.
Why Conventional Attendance Systems Are Inefficient
The very reason why new systems came up to track attendance was that conventional ones had drawbacks that often lead to complete chaos especially after major crimes were reported in the complexes. Here are some of the major drawbacks of old ways of maintaining staff attendance.
Forgery Is Not Uncommon
Suppose there’s Maid A who wants to help Maid B who secretly went away on vacation but is still wanting to receive payment for days taken off. On the day that Maid B is absent, A forges B’s signature at the time of entry and exit. On the surface, it would really seem like B did turn up and did her set of tasks, but not only was the task not completed, she would also get paid for work she did not do.
This is one of those vegetarian examples of what really happens. In reality, staff inside an apartment complex are constantly replaced and everyone cannot familiarise with each other’s faces. People who were banned from the premises could re-enter as blacklisting in the ledger isn’t really an option. When there is no solid evidence of who checked in on which date, much confusion could follow.
Physical Ledgers Could Get Easily Damaged
Intentionally or otherwise, physical ledgers are easy to destroy. Mere negligence is enough to have them rendered useless. Many apartment complexes that depended on ledgers for staff attendance have complained that not only is the writing in it illegible, the very condition of the book is often near next to dilapidated. How good is such a book when it comes to tracking somebody’s attendance? And how easy is it for someone to intentionally damage that ledger to cover his/her tracks? Give it some thought.
Official Investigations Do Not Consider Ledgers As Valid Evidence Anymore
This one should not be taken lightly. While manual ledgers will be given a cursory glance, they will never be considered as bankable evidence if there’s an official investigation into a crime. Let’s assume that a gardener hired by an apartment went ballistic and assaulted a minor resident in the same complex. He could have planned this in advance, and hence used a fake name at the time of entry or destroyed the ledger post committing the act.
When investigation ensues, he’ll simply deny the accusal by saying he was on leave on the said date. And it while it may not be impossible to refute his claims, it will become increasingly difficult to prove that he is guilty.
The Solution – Biometric Attendance Systems
If there is anything that is difficult to forge, it would be human traits that are not acquired by someone like handwriting or even voice modulation for that matter. Biometrics or physical parameters like fingerprints, retinal images and even sometimes the face of a person are difficult for another person to forge.
All over the world, educational and corporate institutions, hospitals and all kinds of organizations have started using biometric attendance systems and the impact is definitely positive. Such systems not only eliminate drawbacks of conventional attendance systems, they will also add some perks that are difficult to override.
Here are the major benefits of a biometric-based attendance system
No more proxies
One of the biggest advantages of this system is that it prevents employees from clocking for each other. They cannot fake their attendance unless they turn up and record their fingerprints on the machine. Or they’ll have to send their chopped finger with a fellow employee, which is highly unlikely.
However, of late, the internet has been bursting with articles about how biometric systems are not competent enough because minor injuries could render fingerprints invalid for recognition. First off, multiple fingerprints of the same person (prints of at least three fingers) are commonly recorded. And in the highly unlikely event that the staff managed to injure both their hands, superiors can step in and personally verify their attendance.
Biometrics Are Solid Evidence
Handwritten entries barely qualify as evidence of a person’s presence in a given spot. Biometrics, on the other hand, is irrefutable. If an employee claims to be absent on the day of a crime and the machine has recorded his biometric, that could boost the investigation in the right direction. Much trouble could be avoided thanks to this.
When you have systems in place to keep track of the clock, something that was manually done earlier, a lot of changes! Staff would probably avoid arriving late as they can no longer fake entry time. And this, in turn, increases their productivity, staff overhead and will also provide the payroll department precise and accurate data for calculating payment.
While this may not be as evident as the benefits, biometric systems have been known to increase accountability among staff members. Thanks to the audit trails they leave, such systems force the employees to be accountable for their actions and their duties.
Ease Of Use
Manual registers still require people to sign their names. And among the labor class, education could often be limited. Such people either use their thumbprint or use a rudimentary signature which can be easily forged. Biometric attendance systems, on the other hand, require limited or no education to punch in their attendance. And they can be easily trained to use that with minimal external help.
Eliminates Need For IDs, Passwords etc
You can program biometric attendance systems to recognize employees and sound alarms when someone’s whose data is not in the file/ blackmarked attempts to punch in. This in turn also doubles as a security layer for apartment complexes. Giving out IDs and passwords also has the disadvantage that somebody else can use them and sneak into the apartment.
Difficult To Tamper
Despite what the Internet claims, it is not easy to tamper with a biometric attendance system. It is very difficult to hack into such a system and change its records. And that is not all, physically damaging the system too can be difficult because a) manufacturers foresee this kind of contingency so the system is built accordingly b) there is typically a guard and a CCTV with eyes on the machine. Any attempts to damage it will be caught.
Upgrade Your Apartment Complex With ADDA
ADDA is specifically designed for apartment complexes and the members within. In fact, the GateKeeper by ADDA is one of the most solid systems you can ever get your hands on to ensure security inside your society. That’s not all, if you have a combination of the ADDA ERP and the GateKeeper, MCs, residents and everyone else will not only be connected, but will also have features at their disposal to ensure the smooth and efficient functioning of the entire apartment complex.
Why don’t you get in touch with us so we can schedule a free demo for you if you are not a customer already. We promise to not disappoint!