Remote work has become commonplace as more companies are choosing to hire employees based on their talent and passion rather than their location. A report by Upwork shows that 73% of all companies will have remote working teams by 2028 and the reason is in its astonishingly positive results.
Remote working is proving to improve employee retention, reduce costs for companies, increase team diversity, and lower stress levels. But, when compared to in-office processes, remote teams still need to figure out the smaller team management system.
We want to help you with your biggest challenge when managing a remote working team— employee time tracking. When working remotely, your traditional ways of tracking employee active hours and leaves just don’t fit. You need an automated tool that does the time tracking for you.
Using AttendanceBot, you can automate daily time tracking, leave management, and shift planning, ensuring management happens despite the remote culture.
In this guide, we want to help you set up AttendanceBot as a well-rounded management system for your employee attendance.
Top 5 Steps for Using AttendanceBot as a Time Tracking Software for Remote Teams
1. Set up check-in and check-out routine among employees
The most simple but powerful way to use AttendanceBot is its daily time tracking feature. Set up a routine for employees to check-in when they come into work and check-out when they leave. By just sending “in” and “out” to the AttendanceBot chat, the time spent at work is instantly recorded.
Employees can even send a quick message to the bot when they step out for a break or for lunch. The bot records these active hours within its robust dashboard, allowing managers and HRs to quickly look at work hours for any employee.
Managers can filter the time tracking dashboard by month, department, city, and more, and even set up auto-generate reports on a monthly basis.
This easy system for time tracking makes any other system for recording employee work hours obsolete. You’ll be spending less time tallying and figuring out whether an employee is short of work hours. Track employee time passively and only step in when it’s required.
If your team has the option of working remotely, the bot also allows you to check-in as “Working from home”. Encourage employees to use these common phrases to allow you to understand remote working trends in your hybrid team.
2. Create a Slack channel for transparency about work hours
While an automated time tracking tool does capture employee work hours efficiently, you also need a system to give transparency about active hours within the team. Since you will have two employees in different time zones working together, you want to make it easier for them to plan their meetings.
As a rule of thumb, ask employees to announce their official work hours from the start. While some changes in their hours might be inevitable, a fixed schedule can help everyone plan meetings quickly. Having official work hours will also be helpful to set a routine and help employees stay more accountable.
If your team is semi-remote or has the option of working remotely, ensure employees message the shared schedule channel when they are working from home.
3. Make leave management seamless
With AttendanceBot, keep your leave requests out of your inbox! You might find your traditional leave management a hassle with multiple emails going between three or four different parties. With AttendanceBot, here’s what leave management looks like:
- Employee requests leave for specific dates within Slack
- The smart bot sends a chat message to the assigned manager
- The manager approves the leave by clicking on the automated button replies
- The employee receives a message within the Slack chat with approval
- The HR receives an info message about the leave days
- The leave days are recorded in the AttendanceBot dashboard for easy access
With much of your leave management automated, you don’t have to keep track of your emails and update a spreadsheet. Set up leave management on this smart bot, assign managers accordingly and let the bot handle it for you.
To ensure employees don’t overuse their leave days, you can set up types of leaves that your company allows and set the maximum limit for leaves within the bot. This way, employees can view their remaining leave days without having to reach out to you.
The bot also syncs the leave information with the employee’s calendar so that anyone trying to schedule meetings with them is informed of their days out of office. What’s more, you can set vacation autoresponders directly from your Slack.
Want to view absence history for all your employees? The AttendanceBot dashboard logs accurate information about absences taken, types of absences and even lets you filter the data by department, city, etc for nuanced reports.
4. Simplify shift management
Shift planning has always been a time-consuming job. But, with more shift workers dominating the workforce, it’s important that companies have a smooth system for shift planning and management.
Use the visual shift planner within AttendanceBot to plan shifts on a weekly or monthly basis, setting up recurrent shifts as you see fit. The shift planner smartly reminds shift workers of their upcoming shifts, keeps track of no shows and records this data for easy access.
Once your shift calendar is set, you don’t have to worry about the hassle of reassigning shifts. The smart bot shows you who can be reassigned into an open shift, making it easy to manage the multiple shift workers.
You can use the dashboard to understand how many hours each shift employee was working and generate accurate payroll reports without needing to tally the hours yourself.
5. Put all your office FAQs in a help library
Smart time tracking for your remote working team is not just about monitoring time but also involves ensuring no one has to spend time sweating on the small stuff. As a remote team, waiting for responses from co-workers or the HR about where a document is stored or how many leave days are available annually isn’t time-efficient.
What’s more, if employees stay in different parts of the world, time zone differences can keep you waiting for a response for hours.
This is where OfficeAmp can help. Set up an FAQ library that everyone in the team can access answers to common questions.
From leave days to reimbursement processes to file storage— make sure employees don’t have to search for too long to find what they are looking for. If an answer isn’t in the library, employees can easily raise a ticket to solve the issue. These tickets can be created, managed and cleared right within Slack, no other app required!
With such a help library, there’s less back and forth on the smaller things and more time spent discussing work.
We hope these 5 steps help you set up AttendanceBot for your remote working team. What time tracking tips do you use to manage your team online?