Interact HRMS Biometric Clock and Access Control Module Overview

The Biometric Clock and Access Control module in Interact HRMS is a comprehensive solution for managing Time, Attendance, and Access Control with advanced biometric technology. This module integrates with a range of biometric terminals that support Card, Fingerprint, and Facial Recognition for employee identification, providing an automated, accurate, and secure method of tracking employee attendance and controlling facility access. With a bi-directional interface, the module seamlessly updates employee details, work hours, and access rights across devices and the HRMS system. Supervisors can review, edit, and approve timecards pulled from biometric terminals, ensuring accuracy before data is posted to payroll.

This module is ideal for organizations that need robust, automated attendance tracking and secure access control for sensitive areas. By supporting various identification methods, real-time data synchronization, and remote management of terminals, the Biometric Clock and Access Control module enhances operational efficiency, improves security, and ensures accurate time tracking.

Advanced Biometric Terminals for Time and Attendance Tracking

The module supports a variety of Biometric Clock Terminals that use Card, Fingerprint, and Facial Recognition for employee identification. These terminals ensure that employees can clock in and out using secure, reliable methods that prevent unauthorized access and time theft. Employees’ time records are pulled from these devices automatically according to a predefined schedule, simplifying time tracking and minimizing manual intervention.

For example, an organization may deploy fingerprint-based terminals for general access and facial recognition terminals for high-security areas. This flexibility ensures that the module can meet the diverse security and attendance needs of any organization.

Automatic Data Synchronization with Biometric Terminals

The Biometric Clock and Access Control module provides Bi-Directional Data Synchronization, ensuring that employee data, including transfers, work hours, and access permissions, are updated automatically on biometric terminals. This synchronization means that any changes made in the HRMS system—such as new hires, role changes, or access revocations—are immediately reflected on all connected terminals.

For instance, if an employee’s access is restricted due to a change in department, this update is automatically sent to the biometric terminals, preventing the employee from accessing unauthorized areas. This automated data flow ensures that access control and time tracking are always up-to-date, supporting security and accuracy.

Flexible Enrollment Process for New Biometric Users

The module allows Direct Enrollment of new users through Interact HRMS, enabling employees to enroll their biometrics (fingerprint, proximity card, or facial recognition) directly from the HRMS software over a web interface or LAN/WAN connection. During enrollment, the employee simply places their fingerprint on the terminal or swipes their card, making the process quick and convenient.

For example, when a new employee joins, HR can initiate the enrollment directly from Interact HRMS without needing to physically configure each biometric terminal. This centralized approach simplifies user management and reduces the workload for HR and IT departments.

Access Control Functionality for Enhanced Security

The module supports Access Control by allowing organizations to configure specific access rights for particular employees. Entrances and doors can be equipped with biometric terminals, ensuring that only authorized users can access sensitive areas. The doors will open only if the authorized user provides valid biometric data (such as fingerprint or proximity card).

For example, only employees from the IT department may be allowed access to the server room. Access control configurations ensure that the door will open only for these employees, enhancing security and preventing unauthorized access to restricted areas. This functionality is particularly valuable for organizations with high-security requirements.

Large-Scale Template Management for Biometric Data

Biometric terminals connected to Interact HRMS can store thousands of Biometric Templates, supporting large workforces with ease. This extensive storage capability ensures that organizations can accommodate numerous employees across multiple locations without running out of capacity. All templates are managed remotely, allowing centralized control over user data and access rights.

For instance, a company with multiple branches can store biometric data for all employees centrally, ensuring that any employee can clock in or out from any terminal within the organization’s network. This capability simplifies data management and enhances flexibility for multi-location operations.

Remote Management and Real-Time Data Polling

All biometric terminals can be managed Remotely, with the option for the server to contact each terminal or for the terminals to independently communicate with the server to sync time transactions. Data Polling can be scheduled periodically—weekly, daily, or hourly—automating the process of collecting time and attendance data.

For example, the module can be set up to poll data from terminals every day at midnight, gathering the latest clock-in and clock-out transactions from all devices. This automated polling ensures that time data is always current, supporting real-time attendance tracking and minimizing manual data collection efforts.

Multiple Timesheet Formats for Supervisor Review and Approval

The module includes various Timesheet Formats that supervisors can use to review, edit, and approve time data. These formats include:

• Employee Time Cards: Provides a detailed view of individual employee attendance records.
• Activity-Based In/Out Timesheets: Tracks specific activities with in/out times.
• Time Card Summary and Detail: Summarizes attendance data, allowing supervisors to quickly assess attendance and overtime.
• Project-Based Timesheet: Allows managers to track time by project, supporting project-based costing and billing.

These tools allow supervisors and managers to access raw clock-in and clock-out data, verify attendance records, and make adjustments as necessary. By offering multiple formats, the module accommodates different reporting and review needs, ensuring that time data is accurate and reliable before payroll processing.

Highlighting Exceptions in Time and Attendance Records

The Biometric Clock and Access Control module identifies and highlights Exceptions in time and attendance records. Exceptions, such as missing clock-ins, duplicate transactions, or transactions on rest days, are displayed in color for easy identification. This feature enables supervisors to address discrepancies promptly, ensuring accurate records.

For example, if an employee forgets to clock in, this will be flagged as an exception, allowing the supervisor to address it before payroll processing. By identifying exceptions automatically, the module reduces manual checking and ensures data accuracy.

Calculation of Work Hours, Overtime, and Exception Hours

Once time data is collected, the module calculates Regular Hours, Overtime Hours, Rest Day Overtime, Holiday Overtime, and other types of hours based on the predefined rules in Interact HRMS. These calculations ensure that employees are compensated accurately for all hours worked, supporting compliance with organizational and regulatory standards.

For example, if an employee works on a holiday, the module will calculate the appropriate holiday overtime rate based on company policy. This automated calculation reduces errors and ensures that payroll reflects actual work hours, including overtime and exceptions.

Integration with Payroll and Timesheet Approval Workflow

The Biometric Clock and Access Control module is integrated with the Payroll and Timesheet Approval Workflow, ensuring that time data flows seamlessly into payroll once it is approved. Supervisors can review and approve timecards before they are posted to payroll, ensuring accuracy and compliance.

For instance, approved timecards are automatically sent to payroll for processing, including regular and overtime hours. This integration supports timely and accurate payroll processing, ensuring that employees are compensated for their actual hours worked.

Comprehensive Reporting for Time and Attendance

The module includes Reporting and Analytics capabilities that allow HR, payroll, and managers to analyze attendance trends, monitor exceptions, and track overtime usage. Reports can be generated to view time and attendance data by employee, department, or location, providing insights that support workforce planning and operational efficiency.

For example, a report on department overtime can help management identify potential understaffing issues, allowing them to adjust resources accordingly. These insights support data-driven decision-making and help organizations optimize labor costs and attendance management.

Summary: Interact HRMS Biometric Clock and Access Control

The Interact HRMS Biometric Clock and Access Control module offers a comprehensive, secure solution for managing time, attendance, and facility access. Key benefits include:

1. Advanced Biometric Terminals: Use card, fingerprint, and facial recognition terminals to enhance attendance tracking and access control.
2. Automatic Data Synchronization: Ensure real-time updates to employee details and access rights across all terminals.
3. Direct Biometric Enrollment: Enroll employees directly through the HRMS software, streamlining user management.
4. Access Control Configuration: Set access rights for specific areas to restrict unauthorized entry.
5. Large-Scale Template Management: Store thousands of biometric templates for centralized management of large workforces.
6. Remote Management and Automated Data Polling: Manage terminals remotely and schedule automatic data polling for real-time tracking.
7. Multiple Timesheet Formats: Provide supervisors with various formats for reviewing, editing, and approving time data.
8. Exception Handling: Identify and highlight exceptions in time records, supporting accurate attendance tracking.
9. Automated Calculation of Work and Overtime Hours: Calculate regular, overtime, holiday, and exception hours based on predefined rules.
10. Payroll Integration and Timesheet Approval Workflow: Ensure approved time data flows seamlessly into payroll for accurate compensation.
11. Comprehensive Reporting: Generate reports on attendance, overtime, and exceptions for better workforce planning.

By combining these features, the Biometric Clock and Access Control module enables organizations to manage time and attendance efficiently, enhance security, and ensure compliance with labor policies. This structured approach to time tracking and access control supports operational efficiency, reduces administrative workload, and provides accurate, real-time data for payroll processing and workforce management.