Mystery solved: limited fingerprint clocking as a time and attendance method
To leave or not to leave a footprint, that is the question.
But which footprint, the carbon footprint? Not really! We are referring to a much more tangible footprint that until recently served as a time and attendance system in companies: the fingerprint.
Fingerprint clocking was one of the options available to company managers until Order SND/386/2020 came along to trip them up. If this was your case, you've come to the right place: we'll tell you what other options you have in terms of clocking-in systems to comply with the mandatory recording of working hours, avoid heavy penalties and overcome this setback.
Don't let your company's activity stop so that your business can continue to make its mark 👣 !
Time and attendance in companies
What does the law say about clocking in employees?
In Spain, the control of working time recording is mandatory. This is established by Royal Decree-Law 8/2019 of March 8 on urgent measures for social protection and the fight against labor precariousness in the working day.
As who says, regardless of the type and size of the companies, these must ensure a time control that guarantees:
- The establishment of the time of entry and exit of their workers,
- the traceability of the record for at least four years.
What registration system should be implemented?
So far, so clear. The crux of the matter comes when, as a matter of public health and safety, the order SND/386/2020 is published and companies find that time registration using fingerprint clocking machines must be replaced with another type of system:
Fingerprint clocking shall be replaced by any other timekeeping system that guarantees adequate hygienic measures to protect the health and safety of workers, or the clocking device shall be disinfected before and after each use, warning workers of this measure.
Bad news for companies that had already invested significant sums in the acquisition, installation and maintenance of these systems. Because even though they were no longer an alternative, not keeping time and attendance records was no longer an option.
Employee clocking-in system: what other options are there?
But it's not all a matter of stumbling blocks. Especially if we consider that, in any case, companies have had to adapt their presence controls at work to new working methods such as telecommuting.
Since the Royal Decree Law 8/2019, it was established that it was at the discretion of the companies to choose the method that best suited them to ensure the clocking-in of their workers. With the fingerprint clocking system having to ensure its proper disinfection before and after each use, this is almost out of the picture due to the lack of practicality. So let's see what other options are available to you:
1. Manual registration
Believe it or not, there are still companies (especially smaller ones) that still rely on the practicality of the good old reliable Excel spreadsheet. In fact, if Excel has its limitations, it is partly due to the fact that those who use it are human. And to err, by definition we know, so is 💁🏽 .
And since our aim is not to judge, but rather to make your life easier, we offer you a template to control your work activity:
2. Telephone registration
This method is commonly implemented in Temporary Employment Agencies (TWA), since workers are constantly on the move and do not have other alternatives available to them.
It consists of carrying out the time registration through telephone calls, at the beginning and at the end of the working day. Additional Internet access will then be necessary to consult the compliance data and follow up on them.
3. E-mail logging
As with a landline telephone, e-mail serves as a means for each employee to record his or her workday. The person in charge of the timekeeping process in the company sets a time for the system to automatically send an e-mail. At each entry and exit, the worker presses a button that records his schedule.
This method requires vigilance with the veracity of the information that is recorded.
4. Facial recognition
Unlike other biometric time and attendance systems, facial recognition is a service that complies with prevention measures in terms of hygiene and surface contact.
Its operation consists of allowing the identification of each worker's face in the system and from then on the worker can clock in with it. The advantage it offers is that it can be done from any electronic device: computer, cell phone or tablet.
When has your face ever done so much for you?
5. Time and attendance software
Timekeeping software and its mobile versions (timekeeping applications), generally consist of operating systems that can be accessed from the Web, since they are hosted in the cloud. Their advantage lies in the simplicity of their operation. One click and the registration is done.
Time calculations are automated and constantly updated. As if that were not enough, this type of system ensures compliance with legal provisions.
6. Contactless cards
Another possible solution for time control is contactless cards. This type of card is assigned to each worker, who will be able to record his or her time without touching a physical device. Today, the cell phone works like a card.
It is an easy alternative to implement, especially in small and medium-sized companies. Its only drawback is perhaps having to implement an additional control over the cards and verify the veracity of the information or that there is no transfer of cards between workers.
7. QR codes
Just as it is increasingly common to go to a restaurant and have to scan a code to access the menu, so each worker gets a unique code with which to indicate their entry and exit from work.
The code can be saved on a laptop, mobile or tablet and scanned through an application or device.
In summary...
If you have anything to retain from this article, let it be the following:
- The registration of the working day is mandatory in Spain.
- This obligation also applies to companies that have telecommuters or teleworkers.
- The method of control is at the discretion of each employer.
- In the wake of the health crisis, however, Order SND/386/2020 did not prohibit fingerprint clocking systems, although it did limit them 👉🏽. Their use must guarantee all health and hygiene measures, even if this means cleaning them every time they are used.
- Fortunately, there are other time and attendance mechanisms that companies can implement.
Let the fingerprint serve nobler purposes. Surely there are more intricate mysteries to solve than one of your workers not clocking in 🕵🏻♂️ .
Do you have any questions? Leave them in the comments!
Article translated from Spanish