How to Track and Check Attendance

Written by Asim Qureshi
By Asim Qureshi, CEO Jibble

March 28th 2024

Hi, I’m Asim Qureshi, the CEO and co-founder of Jibble, a cloud-based time and attendance software. I have several years of experience in building and scaling software products and teams across various industries and markets. Before I founded Jibble, I worked as a VP at Morgan Stanley for six years. I’m passionate about helping businesses improve their productivity and performance through smart time management practices.

Overview

Attendance tracking is not merely about marking who is present; it plays a crucial role in boosting efficiency and productivity, whether in the corporate world or educational institutions. It ensures that the wheels of progress keep turning smoothly. However, challenges such as inaccurate records, time-consuming manual tracking, and the need for real-time data often leave individuals and organizations pondering the question, “How do I track and check attendance effectively?” Well, this article aims to give you effective solutions.

Table of Contents

Why is Tracking Attendance Important?

  1. Boosting Accountability: When attendance is accurately recorded, individuals are more likely to show up on time and fulfill their commitments. This accountability extends to both employees and students.
  2. Resource Optimization: For businesses, tracking attendance allows for efficient allocation of resources, ensuring the right personnel are available when needed. In education, it aids in identifying students who may require additional support.
  3. Data-Driven Decision Making: Attendance data can be a goldmine for insights. It helps identify trends, patterns, and areas for improvement, enabling informed decision-making.
  4. Compliance and Documentation: Many industries require attendance records for regulatory compliance. Proper documentation can save you from legal hassles down the road.

3 Ways to Track Employee Attendance

  1. Biometric Time Clocks: These futuristic devices are a reliable way to track employee attendance. By installing biometric time clocks in your workplace, you’re ensuring that clock-ins and outs are foolproof. Employees use their fingerprints or facial recognition to record attendance. This not only eliminates the possibility of buddy punching but also makes the process swift and secure. It’s a great choice for companies aiming to maintain a high level of accuracy.
  2. RFID Cards or Key Fobs: For a blend of convenience and accuracy, consider issuing RFID cards or key fobs to employees. They can easily swipe these cards upon entering and leaving the premises, and the system will automatically record their attendance. This method is efficient and minimizes the chance of manual errors. It’s particularly useful for businesses with a moderate-sized workforce.
  3. Mobile Apps: In our smartphone-driven era, mobile apps are a convenient and powerful tool for attendance tracking. Utilizing attendance tracking apps takes advantage of technology to the fullest. You can set up a shared kiosk tablet that everyone can clock in through or have a time-tracking app on every employees’ phone. Features such as GPS tracking and photo verification guarantee that employees can only clock in when they’re physically present at the designated location. This level of precision ensures that remote work or off-site assignments are accurately accounted for. Additionally, these apps often allow employees to log their tasks, providing a comprehensive view of their workday.

Tip: Incorporating attendance tracking apps into your organization’s attendance tracking system can simplify the process further, making it more accurate and hassle-free. Its user-friendly interface ensures a smooth transition for both management and employees.

Now, I know it sounds like a costly investment, but you’d be surprised–because some attendance tracking apps, like Jibble, for instance, provide these features for free.

3 Ways to Track Student Attendance

  1. Traditional Roll Call: The classic method involves taking attendance by calling out students’ names during class. While simple and familiar, it can be time-consuming for larger classes and may disrupt the flow of the lesson. Nonetheless, it’s an option for smaller class sizes where a personal touch is appreciated.
  2. QR Code Scanning: Embrace technology by implementing QR codes for each student. They can scan these codes upon entering the classroom using their smartphones, and the data is instantly recorded digitally. This method is not only efficient but also reduces the likelihood of human errors in attendance taking. Another reliable method is requiring students to swipe their ID cards upon entry. This system is efficient and helps maintain accurate records, particularly for institutions with a larger student body. It’s also less intrusive compared to traditional roll call.
  3. Attendance Tracking Apps: In addition to these methods, many educational institutions are adopting attendance tracking apps. You can set up a shared kiosk tablet that everyone can clock in through or have a time-tracking app on every student’s phone. These apps simplify attendance management by providing a digital platform for students to mark their attendance. With features like real-time data syncing and notifications, they streamline the process for both students and educators. All in all, this will make it easier to track student attendance, monitor punctuality, and create accountability for students to be present and on time.

Note: Did you know that you can have a hassle-free attendance tracking experience without worrying about the hefty price tag? That’s because some attendance tracking apps, like Jibble, for instance, provide these features for free.

Step-by-Step Guide on How to Track Employee Attendance with Jibble

  1. Download and Install Jibble: Start by downloading the Jibble app on your smartphone or accessing it via a web browser.
  2. Create Your Organization: Sign up and create your organization’s account on Jibble. You’ll need to provide essential details, such as your organization’s name and size.
  3. Add Employees: Input your employee roster into Jibble. Ensure that each employee has a unique profile with their name and other relevant information.
  4. Choose Your Attendance Method: Decide on the attendance tracking method that suits your organization best. You can opt for biometric time clocks, RFID cards, key fobs, or mobile app check-ins.
  5. Configure Geolocation and Photo Verification: If you’re using mobile app check-ins, enable features like GPS tracking and photo verification to ensure employees can only clock in when physically present at the designated location.
  6. Set Up Workspaces or Locations: Define workspaces or locations within your organization. This is particularly useful for businesses with multiple branches or departments.
  7. Establish Work Schedules: Create work schedules for your employees within the Jibble app. Specify regular working hours and breaks.
  8. Start Tracking Attendance: Employees can now start using Jibble to clock in and out. If you’re using biometric time clocks or RFID cards, ensure they are placed at convenient entry points.
  9. Review Attendance Data: Access real-time attendance data through the Jibble app or web portal. You can see when employees clock in, their location, and their tasks.
  10. Generate Reports: Utilize Jibble’s reporting features to generate attendance reports. These reports can help you identify trends and analyze attendance data.
  11. Address Attendance Concerns: If you notice discrepancies or issues with attendance, address them promptly. Jibble’s accurate data can help you identify and resolve attendance-related problems.

Step-by-Step Guide on How to Track Student Attendance with Jibble

  1. Download and Install Jibble: Begin by downloading the Jibble app on your smartphone or accessing it via a web browser.
  2. Create Your Institution’s Account: Sign up and create your institution’s account on Jibble. Provide necessary details, including the institution’s name and size.
  3. Add Students: Input your student roster into Jibble, ensuring each student has a unique profile with their name and other relevant information.
  4. Choose Your Attendance Method: Decide on the attendance tracking method that best suits your institution. You can choose between QR code scanning, student ID card swiping, or mobile app check-ins.
  5. Configure Geolocation and Photo Verification: For mobile app check-ins, enable features like GPS tracking and photo verification to ensure students can only mark their attendance when physically present in the classroom.
  6. Set Up Classrooms or Locations: Define classrooms or locations within your institution. This helps organize attendance data for different classes or departments.
  7. Create Class Schedules: Establish class schedules for students within the Jibble app. Specify class timings and breaks.
  8. Commence Attendance Tracking: Students can now use Jibble to mark their attendance. Ensure that the chosen attendance method is readily accessible in classrooms.
  9. Access Real-Time Attendance Data: Administrators and educators can access real-time attendance data via the Jibble app or web portal. This data includes timestamps and, if applicable, location information.
  10. Generate Attendance Reports: Use Jibble’s reporting features to generate attendance reports for individual classes or the entire institution. These reports provide insights into attendance trends and patterns.
  11. Address Attendance Issues: If attendance issues arise, take proactive measures to address them. Jibble’s accurate data can assist in identifying and resolving attendance-related concerns.

Final Thoughts

The advent of technology has ushered in an era where organizations, both large and small, can harness the benefits of cutting-edge attendance tracking tools like Jibble. As the CEO of Jibble, I have witnessed firsthand the transformative power of smart attendance management practices. What’s even more appealing is the accessibility of these solutions. Contrary to conventional belief, implementing such systems need not be a costly endeavor. In fact, there are solutions like Jibble that offer robust features for free, making it attainable for businesses and institutions of all sizes.

So, whether you’re managing a workforce or overseeing classrooms, remember that embracing innovation in attendance tracking is not just a choice; it’s the cornerstone of progress, accountability, and success.