Multi-method time attendance, automatically integrated

Changing the way you manage people starts with the smallest thing: time attendance. With multi-method technology and automatic integration, businesses not only eliminate paperwork and errors but also open up a transparent, modern and smart foundation for the entire employee journey.

Multi-method time attendance, with attendance data collected and synchronized with the HR software

• Fingerprint / magnetic card scanners: suitable for sites with many entrances, with fast swiping.
• Face recognition (Face ID): prevents “buddy punching”, ideal for factories with many workers, night shifts and places where fingerprints are impractical.
• QR code / PIN: workers can scan a QR code with a phone or enter a code at the registration kiosk, suitable for production areas with strict hygiene where fingerprints can't be used.

What makes it special is that the data from all these devices is not stored separately but synchronized directly to the Smart HRM system via the internal network or the cloud. The system will:

1. Collect data: from many different time clocks (e.g. the main gate, the production workshop, the canteen).

2. Standardize data to avoid duplicates (the same employee swiping at several machines).

3. Automatically attach data to employee records in Smart HRM by employee ID.

4. Consolidate it into “Timesheet” attendance sheets – visual dashboards that let managers see at a glance:

• The number of workers present per shift.
• Late arrival/early departure rates.
• Overtime status.
• Charts of staffing changes over the day/week.

As a result, managers don't need to consolidate data manually from many Excel files and still get the full picture on a single screen.

Real-world benefits:

• Up to 90% fewer manual data entry errors.
• Many administrative hours saved every month for HR.
• Builds trust through transparency among workers because data is recorded accurately and instantly.

Learn more: Smart management trends - business automation & digital transformation

Fast overtime, leave or early-leave requests, with data updated and synchronized automatically.

In a production environment, workers frequently need to request overtime (OT), leave or early leave. If this process still uses paperwork, the business faces slow processing, lost forms, HR re-entering data manually, and unsynchronized data that leads to payroll errors.

The Timesheet Kiosk is a smart digital solution that completely replaces the paper process. Workers log in with a QR code or PIN; team leaders can also register in bulk, and requests are sent instantly to managers in the system and synchronized automatically into the HR system.

Digitalizing overtime, leave and early-leave requests for fast, accurate management

1. Fast, secure login

• Workers don't need a smartphone or an app.
• They just scan a personal QR code or enter a personal PIN at the physical registration kiosk located in the workshop/factory.
• Information is encrypted and verified directly with the Smart HRM system, ensuring no one can impersonate others or register on their behalf.

2. Direct registration – individual or group

• Individual workers: choose the request type (OT, leave, early leave), enter the time and reason.
• Team leaders: can register in bulk for the whole team/shift (e.g. registering overtime for 20 workers on the night shift).
• The process is quick and simple, with just a few actions at the kiosk.

3. Automatic notifications & approval

• The system automatically notifies the person authorized to approve (the next-level leader, the supervisor).
• Approvers can approve on a computer or phone, with no paperwork.
• The approval status is updated immediately so workers can check it at the kiosk or on the display screen.

4. No dependence on personal Internet

• The kiosk runs on the factory's internal network, so workers don't need a 4G/Wi-Fi connection.
• This ensures every worker, including those without a smartphone, can register as normal.

5. Synchronization with payroll

• Once approved, data is updated automatically into the system for payroll.
• When the pay period comes, OT hours, days off and early-leave hours are already available for automatic payroll calculation, with no re-entry.

Outstanding strengths

• Data security: each worker has their own QR code/PIN, and data is encrypted and stored only in the internal system.
• No dependence on personal devices: workers don't need a smartphone, just the kiosk located in the factory.
• Fast: the request/approval process takes just 1–2 minutes.
• Multi-level registration: workers register themselves or team leaders register in bulk for the whole shift/team.
• Fully automated: data flows straight into the HRM and payroll systems.

Real benefits for the factory:

• Over 70% less time spent processing leave/OT requests.
• No data entry errors thanks to direct synchronization with the system.
• Suitable for all workers, including those without a smartphone or with little exposure to technology.
• Ensures complete accuracy, transparency and security throughout the process.

Automated payroll – approval – payslip delivery

Calculating pay for production workers is a complex problem. It is not just based on days or hours worked, but must also add up output, the operations performed and the level of target completion. When HR has to consolidate data manually from many reports – from attendance and output to shifts – errors are almost unavoidable and processing drags on for days.”

The smart HR management system not only automates everything from attendance and timesheet data, but is also directly integrated with the production management system (MES/ERP) to record output and operations.

1. Automatic consolidation of attendance & production data

• Attendance, overtime and leave data from the time clocks and the Timesheet Kiosk.
• Production data from the MES/ERP system: quantities completed, operations performed, operating time.
• The system links these two data sources to build a complete timesheet: with both working hours and output.

Khám phá ngay: How is smart manufacturing changing production efficiency and effectiveness?

2. Multiple pay methods

• By working time: daily/hourly pay plus shift allowances.
• By production output: automatically multiplied by the unit rate per product, line or norm.
• By operation: if a worker performs several different operations, the system records each operation separately and calculates pay accurately for each part.
• Combined: in many factories, pay is based on both time and output → Smart HRM supports hybrid models, ensuring fairness and transparency.

Detailed pay is calculated automatically based on configured rules, applying the defined pay formulas:

• Base pay by grade/contract.
• Allowances (housing, childbirth, night shift, hazardous work, attendance…).
• Overtime (150%, 200%, 300% under labor law).
• Deductions: insurance, personal income tax, union fees and other items.

The results are shown to each worker in a detailed, transparent way.

3. Multi-level payroll approval

• Once HR has finished, the system sends the payroll summary to management (HR Manager → CFO → Board of Directors)
•  Approvers can review and approve directly in the system instead of printing paper sheets.
• The approval process is logged automatically, ensuring easy traceability for audits.

4. Automatic payslip issuance

• Once the payroll is approved, the system automatically creates an individual payslip for each worker.
• Payslips are sent to personal email, or workers can look them up directly at the Timesheet Kiosk in the factory.
• Payslip information is secure; only workers with an account/PIN can access it.

Outstanding strengths

• Directly connected to production: pay is not just based on attendance but accurately reflects actual output/operations.
• Fairness guaranteed: workers who make many different products/operations are all paid accurately and transparently.
• Time saved: HR no longer has to add up output from production reports and type it into the payroll.
• Multiple pay models: time, output, operation or combined → suitable for many types of factories.
• Seamless integration: from shifts, OT and leave → to production output → to the final payroll, all in one closed-loop system.

Real benefits for manufacturers:

• Cuts the payroll workload by 70% for HR.
• Eliminates discrepancies between production reports and the payroll.
• Workers clearly see the transparency: they are paid for exactly what they produce, without depending on manual data entry.
• The business can adapt its pay policies flexibly by production phase or line, and easily scale as the workforce grows.

Final thoughts

A smart HR management system in manufacturing not only helps manufacturers digitalize HR but also integrates it tightly with production management, improving operational efficiency, cutting costs, raising productivity and building a transparent, professional and modern working environment.

In particular, when pay is calculated transparently and accurately, the business not only lightens the load on HR but also increases workers' trust and improves operational efficiency

The Smart HRM system suits factories with a few hundred to tens of thousands of workers. It supports many pay models: by time, output, operation, or combined.

Contact SmartBiz for a free consultation and demo of a solution suited to your HR model.