Today’s dynamic business environment requires real-time time attendance and access control solution with anytime, anywhere access. The existing biometric credentials used for authentication faces some challenges in identification due to various biometric changes and extreme weather condition effect on biometrics.

Enter Engosft Valley Solutions Facial Recognition Application – A Powerful Biometric User Identification based on Innovative, Deep Learning Technology. It accepts the user’s mobile as a credential and evolves as per regular user interaction in different conditions. The technology checks liveness of a face with 99.53% accuracy. It is a facial recognition attendance system that ensures contactless authentication and identifies user’s face in less than 1 Sec.

Facial Recognition Access Control System Overview

Engsoft’s facial recognition door entry system provides a sophisticated, scalable access control solution for your business. Proven biometric technology ensures that only authorized personnel can access secure doors, while permissions can be managed through departments and staff groups right down to the individual employee level. Optional Wi-Fi capability allows the AC400 to integrate seamlessly into your existing network without the need to run additional network cables. This door access control system can also be utilized for Time and Attendance monitoring if required.

Product features

The system has the ability perform the following functions:

• Clocking in and Clocking Out, ATTENDANCE REGISTER
• Managing and approving MULTIPLE OVERTIME
• Managing and allocating multiple SHIFTS
• LEAVE management
• Passing Data to PAYROLL etc.

What is included

• Sleek, Modern Access Control Hardware
• Sophisticated Biometric Door Entry Control
• Onboard LAN Capability
• Optional Wi-Fi Module
• Inbuilt RFID Proximity Capability

How the Facial Recognition Access Control System Works

Biometric Access Control

Authorized employees gain access to secure doors by standing in front of the face recognition camera. Successful requests are confirmed with an audible and visual message, while door entry is quick, efficient, and fully reportable. RFID proximity capability offers a durable alternative if required.

Biometric Capacity and Recording

Initial face registration is extremely quick and simple, taking just ten seconds per staff member through a guided process at the terminal. This facial recognition solution has the capacity for as many as 800 staff.

Entry/Exit and Multiple Door Scenarios

Engsoft facial recognition solution’s terminal will link to most internal or external doors, working as a switch to open the door locking mechanism for authorized users. Multiple terminals can be used in tandem to manage entry and exit on either side of a single door, or to control movement through two or more entry points. All devices are centrally managed through our PC based access control software.

Permissions, Time Zones, and Live Monitoring

Our intuitive access control software makes it easy to monitor and manage employee movement between areas, allowing you to specify access permissions by role, responsibility, or department/group. Access events can be viewed in real time via live monitoring, and your assigned in-house administrator can enroll and manage users with ease.

Door Access Control with Time and Attendance

Engsoft access control systems can also be enabled for time and attendance monitoring by utilizing biometric and proximity credentials in tandem; using one method (ie face recognition) to register attendance and the other (ie designated keycard/fob) to gain access to secure doors. Under this configuration each employee can register up to 16 attendance clocking and unlimited access control events each day. Our PC based time and attendance software enables quick and easy payroll calculation and features late starts and early finish flags, grace and rounding options, holidays, sickness, and overtime calculations.

Any Questions?

Give us a call us on +254-725-696-900 or get in touch via our contact page so we can discuss your organization’s access control requirement needs.

Using a non-contact thermometer is an effective and convenient way to read the external temperature of an object or person from a distance. These types of thermometers use infrared energy to detect thermal radiation coming from the surface of an object or person, making them non-invasive tools that are easy to use if you know what you’re doing.

In this post, we have provided an ultimate guide for T3 Digital Infrared Thermometer Gun to help you understand their benefits and how to use it properly. Read on to learn more!

What Is a Non-Contact Infrared Thermometer?

A non-contact infrared thermometer is a thermometer that uses infrared technology to measure an object or person’s thermal radiation without the need for any physical contact to be made. This is incredibly useful when measuring the temperature of mechanical and electrical equipment or when dealing with sick patients.

These types of thermometers typically resemble the shape of a gun so that they can be easily pointed at an object and steadied for accurate measurement.

How Does the Non-Contact Infrared Thermometer Work?

The non-contact thermometer is simply pointed in the direction of the person or object from a distance, and a laser emitted from the thermometer helps the user find a precise target to measure. Then, the thermometer measures the thermal radiation coming off of the object it is pointed at and displays a temperature reading on the screen. It’s as simple as that!

Because a non-contact thermometer reads thermal radiation, it measures the object’s surface temperature rather than the internal temperature. It does not penetrate the surface, but rather gathers information by sensing the heat coming off of the object itself.

Using a non-contact infrared thermometer for body temperature is a safe way to handle sick patients because the thermometer will not be contaminated.

How Accurate Are Non-Contact Infrared Thermometers?

Infrared thermometers are extremely accurate when being used correctly. Not all materials give off thermal radiation in the same way, and a material’s ability to give off this type of energy is known as its emissivity. Emissivity is measured on a scale from 0.00 – 1.00.

When accounting for emissivity and being aware of the nearby object that might interfere with a temperature reading, you can rely on the accuracy of a non-contact thermometer’s temperature reading. Thermometers that feature adjustable emissivity rather than fixed emissivity, such as the T3 Digital Infrared Thermometer Gun, are the most accurate and dependable option.

This feature allows the user to adjust the emissivity to account for whatever type of material they are trying to measure the temperature of. You will be able to use an adjustable thermometer on just about any surface material and know that your reading is precise.

T3 Digital Infrared Thermometer Gun features

 1. Accuracy:±0.2 degrees
2. Abnormal automatic alarm: Flashing +”Di Di” sound
3. Automatic measurement: Measuring distance 5cm~10cm
4. Standby: About one week
5. Install method: Nail hook, double-sided adhesive sticking, bracket fixing
6.Operating temperature: 109C~40°C (Recommend 15°C~35°C)
7. Response time: 0. 5s (Red dot dynamic cycle)
8. Infrared measuring range: 0~50°C

How to Use Non-Contact Infrared Thermometer?

Non-contact infrared thermometers are incredibly simple to use when accounting for nearby objects and a particular material’s emissivity. Here is a step by step guide for how to operate a non-contact thermometer effectively for an accurate temperature reading:

1. Power on the thermometer gun and hold the trigger until the laser appears
2. Once the laser is emitted from the thermometer, point it in the direction of the object you are measuring and hold the end of the laser stable in a precise, center location
3. Continue holding down the thermometer’s trigger while it reads the object’s temperature
4. Once the temperature has been read, the thermometer will display this reading on the screen for you to record or take note of
5. Power off the thermometer device after use

Advantages of Non-Contact Infrared Thermometer Over Contact Thermometer

Contact and non-contact thermometers read temperatures differently and both have their uses.

The main difference is that a contact thermometer requires physical contact because it uses conduction to measure an object or person’s internal temperature. Alternatively, a non-contact thermometer using infrared technology to measure the thermal energy emitted from an object or person’s surface, reading the external temperature.

There are several advantages to using a non-contact thermometer over a contact thermometer, including:

1. The ability to use the thermometer from a distance, without having to make physical contact with the person or object
2. The ability to measure an object that is in motion or that has moving parts
3. There is never a risk of contamination of the thermometer because it does not touch the person or object
4. The ability to measure the temperature of an object that is physically inaccessible
5. The ability to measure temperature accurately and quickly without any wait time

We hope that this ultimate guide for non-contact infrared thermometers helped you better understand the benefits of using these devices and how to use them in a way that is accurate, safe, and incredibly simple. For the most accurate reading possible, we recommend using the T3 Digital Infrared Thermometer Gun, which features adjustable emissivity and can be used safely on just about any material or person. Contact Engsoft Valley Solutions today and be Covid-19 ready today with this non-contact thermometer and other smart office solutions.

Is your business as well-protected as it should be? Do you really know what goes on when you’re not there to see it firsthand? As a business owner you want to ensure that your investment is protected against loss from the public or from your own employees.

Due to their early and late hours and sometimes short staffing, gas stations, convenience and liquor stores are often subject to more crime and violence, which is a growing concern among many of society’s policyholders. Other businesses such as restaurants, hospitals, and grocery stores experience increasing numbers of slips and falls. Having an effective video surveillance system will help deter shoplifting and employee theft, and it can also prove valuable when trying to document crimes and injury claims by customers or employees. Many of the newer digital systems allow you to review your footage from a smart phone, even if you are not onsite.

Here are the reasons why you need to invest in a video surveillance system for your business.

1. Video surveillance deters crime.

One of the benefits of installing a video surveillance system is that simply having one in place will often deter crime. Potential criminals will see that you have taken extra steps to protect your business and its patrons – and may be deterred from vandalizing or shoplifting knowing that you have the ability to catch them in the act. An additional safety measure is to place a spot monitor (a camera used to monitor one area full-time) showing customers as they enter your business. When they see themselves on surveillance at the front of the store, they will be less likely to shoplift. At a minimum, indoor cameras should cover the entrances and cash registers. At the register you want to be able to see the customer as well as the cash drawer. An enhanced system would cover every aisle in a store or every seating area in a restaurant along with full coverage of the back of the house.

2. Video surveillance protects the outside of your business.

Consult with or use a professional contractor when installing video surveillance systems to ensure you have adequate coverage outside with a minimum of blind spots. As a rule of thumb, every entrance and exit should be covered along with the parking lot. Take special care to cover back alleys, rear entrances, and any area where someone would try to conceal themselves. It should go without saying that rear entrances should always be kept locked. Rear entrances can be prime targets for criminals looking to gain access to a safe or back office area where money is handled. They will try to enter when someone exits to take out the trash or if they see the rear door has been propped open. A video surveillance system that covers the rear entrance allows you to record the daily comings and goings of the business but also lets employees make sure that the area is safe before opening the door to take out the trash or accept deliveries.

3. Video surveillance increases parking lot safety.

Customer satisfaction is top priority for many business owners, however it doesn’t mean much if customers and their vehicles are not safe when they’re on your property. Employee safety should be no less important, especially if they’re required to walk to and from their vehicles in the dark at extremely early or late hours. Adequate lighting and video surveillance of parking areas can reduce vehicle break-ins and vandalism, as well as increase the personal safety of customers and employees as they enter and exit their cars.

4. Video surveillance is powerful evidence for injury claims.

Slip and fall injuries are the number one source of liability (customer) and employee loss for Society Insurance policyholders. While many, if not most, claims are legitimate, some claims made by customers and even employees can be fraudulent. With an effective video surveillance system there is less likelihood that a false claim will succeed. With a video surveillance system, checking the video for the area where the incident occurred should become standard practice when completing your initial incident investigation. When submitting the claim to Society Insurance, make sure the claim adjuster knows you have surveillance footage available. At a minimum, save and copy thirty minutes of the recording both before and after the indicated time of the incident. Reviewing the additional footage can help in determining the cause of an incident and the direction your claim defense should take.

Here’s a critical tip: Even if you don’t see anything on the video when you look at it, SAVE IT! Save as much of the day as possible. Remember the old saying, “A picture is worth a thousand words?” In this case, a video of nothing could be worth thousands! Fraudulent claims can be costly to your business and you want to take advantage of every defense tool you can.

5. Video surveillance may reduce your insurance premium.

The day to day security, theft prevention, and claim defense benefits of an effective video surveillance system far exceed any possible insurance discount. However, when evaluating a business risk, insurance carriers often look for positives that will reduce the cost or frequency of loss. These positives might range from an effective written safety program, the use of non-slip flooring or footwear, a dedicated slip and fall prevention program or a video surveillance system. In other words, what are you as a business owner doing to prevent losses and protect your customers and employees? With that information, insurance companies may offer better pricing to businesses with video surveillance systems vs. businesses that don’t have a system in place.

By protecting your business, employees, and customers with an effective video surveillance system you are improving the overall operation, efficiency, safety and profitability of your investment. Video surveillance will also give you, the business owner, a way to protect your business around the clock while providing you with less stress and greater peace of mind!

Engsoft Valley Solutions has a number of other business solutions you can access to help manage your workplace risk management program, including:

• Biometric access control system
• Employee time and attendance solution
• Asset tagging solution
• Payroll Processing System
• School Management System

Call us today to find out how we can help make your business or workplace safe for both your employees and assets.

Managing your employee attendance is interdependent on the overall productivity of your organization. Regularity and Punctuality are two vital attributes when talking about workforce attendance. And employee attendance depends on various parameters like punch-in time, break hours, half-day, absenteeism, assigned shifts, overtime, and more.

Having no proper record of any such parameter leads to employees being underpaid or overpaid. This leads to dissatisfaction of employees which overall affects their morale.

Manual processes of calculating attendance are time-consuming and often results in inaccurate results. The advent of the automated time-attendance system has made the attendance process more efficient. No wonder most organizations have adopted a biometric attendance system to streamline employee attendance. But at the time of salary processing, just the attendance data is not enough. Payroll integration makes the time-attendance system and payroll process a single entity by linking attendance data with the payroll software.

Let’s have a look at what your organization stands to gain by integrating employee time and attendance system with the payroll solution.

Accurate Payroll Processing: 

The time-attendance system gathers employee attendance data in real-time and payroll integration automatically sends this data to payroll software. The automated process eliminates manual intervention and proves more efficient, resulting in accurate payroll processing.

Centralized Attendance Data:

Payroll processing of employees working remotely and from multiple locations sometimes proves to be a herculean task. Lack of centralized and accurate data for payroll processing is a common problem for the HR department. With an automated centralized time-attendance system, one can ensure accurate information regarding attendance data. When your payroll system works in sync with the time-attendance system, you can retrieve accurate data for payroll processing.

No more tedious paperwork!

The integration of automated time-attendance systems with payroll software saves a lot of time by capturing attendance data electronically. Additionally, it undoubtedly minimizes paperwork as the whole integration process is free from tedious paperwork.

Real-time Monitoring and Control:

Tracking workforce attendance data can become challenging for any organization. But the power of integration helps in analyzing working hours, absence pattern, generated over time, and more at just a click, in real-time.

Highly Secured and Reliable:

Payroll is based on an employee’s attendance data. This data gets generated by the records taken by Biometric/ RFID card in the Time-Attendance terminal that is installed at the entry/exit of the premises. These time-attendance terminals scan authorized credentials (fingerprint, card, face, etc.) of the user and translate them into a numbered code that corresponds to a specific employee ID. This makes it reliable by 100% integrity of attendance data and efficiently streamlines payroll processing.

Integration with ERP/HRM/Payroll/Tally:

Automated Time-Attendance integration with SAP, ERP, HRM, Payroll, Active Directory or Tally can be done that eliminates the need of redundant manual entry of attendance data. The attendance information can be processed easily and without manual intervention for accurate payroll and statutory compliance reports.

More Transparency:

Most of the automated time-attendance systems offer an employee self-service portal for users to monitor and manage all their time-attendance and leave options. It allows employees to view their shifts/schedules, attendance, leave details, leave/tour application, and more.

Accurate Reports:

It is rightly said that it’s better to invest in what you need rather than investing in what you want. Whatever system you choose, you can generate accurate reports on work hours, absences, overtime, break hours, etc. Any customized reports for department, organization, for selected users and more, can also be generated with the centralized data to simplify and quicken your payroll process.

Timely Salary Processing:

Being paid on time and accurately plays a distinctive role in how well your employees perform. As the attendance data gets electronically transferred in real-time, the payroll process gets less time-consuming and error-free.

Payroll management with accurate attendance data is an imperative function of HR in any organization, irrespective of its location and size. It is obvious to have meticulous attention to the details of each event of employees and seamlessly integrate it with payroll software to get precise and reliable results.

Similarly, for enhanced security of your organization, access control integration can also be done. Get in touch with us today so we can discuss your organization’s access control and payment processing solutions.

 Facial recognition is already present in consumer technology: smartphones can be unlocked by simply showing your face; media apps like Facebook and Google Photos can detect who is in a photo. The next frontier for facial detection is surveillance — and it’s already available for enterprise-level security operations and in some home cameras.

RA05 Moving Face Recognition Camera can be implemented by organizations for biometric time attendance and access control purposes. This face recognition device can detect and track 5 persons simultaneously shown on the screen within a distance of 1.5 meters and the accuracy can reach 99.99%, less than 0.7 seconds.

How RA05 Moving Face Recognition Camera Works

You might be good at recognizing faces. You probably find it a cinch to identify the face of a family member, friend, or acquaintance. You’re familiar with their facial features — their eyes, nose, mouth — and how they come together.

That’s how RA05 face recognition device works, but on a grand, algorithmic scale. Where you see a face, this recognition technology sees data. That data can be stored and accessed. For instance, nearly 50 percent of American adults have their images stored in one or more facial-recognition databases that law enforcement agencies can search, according to a recent Georgetown University study.

So how does this device work for biometric time attendance and access control?

Step 1.

The device’s camera captures a picture of the employee’s facial image. The face may appear alone or in a crowd. The target image may show the subject looking straight ahead or nearly in profile.

Step 2.

Facial recognition software reads the geometry of the subject’s face. Key factors include the distance between their eyes and the distance from forehead to chin. The software identifies facial landmarks — one system identifies 68 of them — that are key to distinguishing to the subject’s face. The result: the subject’s facial signature.

Step 3.

The subject’s facial signature — a mathematical formula — is compared to a database of the subject’s face as is stored in the employee’s database.

Step 4.

 A determination is made. The subject’s faceprint may match that of an image in a facial recognition system database to grant or deny access to the subject.

RA05 Moving Face Recognition Camera Key Features

● Live detection

● Stranger detection

● 1000 facial capacity(optional 2,000/5,000)

● Adjustable detecting distance

● Remote upgrade

● Support LAN and Cloud data storage

● Three modes of identification: Face, card or face & card

Conclusion

It is essential to keep your commercial facility highly protected by investing in the right security technology. One of the emerging advances in commercial security technology is facial recognition technology, integrated with the existing security tech that allows for saving on costs while also strengthening the level of security. Facial recognition devices can make use of biometric technology that analyzes the characteristics of a person’s face with images recorded from a surveillance video camera. This component of security provides instant alerts and feedback and leaves the subjects entirely unaware of the process. Any commercial facility looking for a great way to enhance security can find the right solution through integrating facial recognition, great for office buildings, hospitals, dispensaries, and so much more. Get in touch with Engsoft Valley Solutions today to learn how you can integrate face recognition technology into your existing biometric time attendance and access control system.

As time and technology advances, the time and attendance solution you use in your organization need to be updated. Nowadays, a biometric time clock is seen as the best form of time and attendance software and will surely improve your bottom line.

Trading an individual’s time and talents for compensation has come a long way since the beginning of modern society; however, there have been a few bumps in the road along the way. One of the most troublesome bumps is the trust between employers and employees, specifically relating to tracking and documenting the duration of time spent on the job. Luckily for us, we live in the age of technology and with advancements in scanners and database software comes the space age clocking in mechanisms we now call the biometric time clock.

Whether you’re a business owner or part of the management team, you’ll have to continue to adapt and fine-tune your methods. Best practices change quickly, and to run your business optimally, you’ll need to stay ahead of the game. We all know how fast technology is developed and pushed out into the market. It seems like every time you buy a brand new top of the line phone or a new computer, the next week it’s already obsolete!

Unfortunately, running a business can feel the same way. You’ve got everything set up and ready to go, only to find out your leaking cash like the Titanic. Biometric digital time clocks mend the holes in your business by holding employees accountable and securely monitoring their attendance.

So, what holes can be in your business? These issues come in many forms, and it’s hard to track them all. You may have talented employees working for you, but do they act and operate ethically? It’s human nature to try and get ahead, whether that’s by squeezing a little extra time on the clock, or having a buddy punch in for them since they’re “stuck in traffic.”

Aside from that, it’s sometimes in an employee’s best interest to work through their breaks to earn a little extra money, and although to an employee it may seem harmless, doing so opens you up to potential legal problems and labor law breaches. Traditional methods of clocking in won’t and don’t cut it if your plan is to run your business as optimally as possible and cover all of your bases.

Why you should switch to biometrics time attendance solution

Remembering a password or RFID card to clock in can be cumbersome, and on the off chance an employee forgets the required password or card to clock in, that employee and his/her manager will be wasting precious time figuring out how to reset the password or replace the card.

Thankfully, biometric time clocks alleviate the problem of forgetfulness by requiring the employee to show up and bring their fingers! Assuming they never forget their fingers, and if they do you may have more problems than clocking in, biometric time clocks are a safe way to ensure employees are always capable of clocking in no matter the circumstances.

Moving past forgetting, passwords, and RFID cards aren’t nearly as secure as a biometric scanner and digital time clock. Passwords can be compromised by guessing or using advanced algorithms to crack them. RFID cards can be scanned and mimicked, allowing someone to create an identical card. Biometrics scanners, though, are incredibly difficult to trick.

You’ve probably seen in the movies where someone uses tape to pull a fingerprint off of a soda can that the person used hours ago. Scanners nowadays can identify when the image isn’t a finger, discarding those malicious attempts.

Biometric time clocks are the most secure way of employee time tracking without physically having someone log every action an employee takes. Even if you were willing to pay someone to do this, you’re now open to human error and the possibility that the person becomes compromised. With biometric time clocks, it’s safe to say you are using reliable, up-to-date technology.

How Biometric system works for attendance monitoring

Before we jump into discussing biometric identification, it’s important to note how unique a human fingerprint is. You’ve probably heard the notion that no two fingerprints are the same. While that’s not exactly true, it’s estimated there are roughly 64 billion patterns for a finger of similar dimensions. There are 7 billion people on the planet, so, the odds of having the same fingerprints as someone else in the same area as you with the same size fingers is incredibly small!

Biometric scanners come in several shapes and sizes, but they all perform roughly the same task. Biometric scanners feature a scanner behind a piece of glass that remembers patterns in the iris or finger. Once the recognized pattern has been input into the system’s memory, it’ll be there. From the employee’s side, starting the clocking in process with a biometric time clock takes a few seconds to set up on their first day, and they’re good to go for the duration of their employment.

Interested in the actual technology behind these scanners? Good, let’s talk about that. There are two types of scanners-

1) Optical Scanner
2) Capacitive Scanner

As far as optical scanners go, think about taking a photo using the flash module. The scanner shines a bright light generated by several LED’s over your finger and takes a snapshot using a highly sensitive microchip called a charge-coupled device (CCD) or a CMOS image sensor. The system will then upload this image, process it until only the details of the fingerprint are visible, and then using pattern-matching software the device will compare the scan with the contents of its database to ensure verification.

A capacitive scanner measures the finger electrically and maps out where your finger doesn’t connect with the sensor. Since there are different depths between each ridge on your finger, the scanner measures the distances to create a mathematical database of the landscape your finger contains. After the scanner has determined the required calculations, it compares the data to what’s inside the database; this is like what the latest mobile phones are utilizing!

If a scan is unable to determine whether or not the data it has collected from the finger is viable, a rescan should take place; this could happen for a number of reasons. The scanner could be dirty, the finger could be oily, something could be inhibiting the scanner from accurately measuring what it needs, the light in the room could be too bright resulting in a washed image or the light in the room could be too dim, not allowing the scanner to pick up enough detail to determine verification.

After a viable scan is confirmed, a timestamp is automatically assigned to the employee database server. The software will log the time until the employee scans again upon exiting the workplace, which then indicates the end of the duration of that employee’s shift. This process works well for tracking breaks and tracking irregular employee working hours, such as an employee having to leave for a personal emergency.

Why implement a biometric time clock

The terminal containing the scanner contains nifty software that easily records the second the scanner confirms the correct pattern and immediately assigns a timestamp to the pattern that coincides with the specific employee. No one can clock in for anyone else, eliminating buddy clocking and adding a high level of security to your operation; this way, you’ll be able to track every time Bob is “stuck in traffic” or Sally’s “alarm didn’t go off.”

Biometric time clocks can also grant or deny access to specific areas in your workplace. For example, if you’re managing an engineering firm whose projects are confidential and behind closed doors, you can set up a biometric system that only allows the employees to work on that specific project through the door, keeping your projects safe from peeping eyes.

We spoke about break time being cast aside earlier, but how exactly does biometric time clocking safeguard your business from such actions? Since the biometric time clock accurately records each employee’s timestamps in real time, the software can notify an individual who has overworked and needs to clock out for a break; this not only saves your company money but also provides a safety net between you and a courtroom. Not all employees fully understand labor laws, and that’s okay as long as you have a way to remind them and hold them accountable!

Furthermore, saving time is always a huge advantage, and by utilizing a biometric scanner in tandem with the best time clock app and software suite, a plethora of benefits become available.

First, empower employees by giving them the ability to actively see their own timestamps. Staff members won’t need to ask how much time they’ve logged, as it will be available for them to check.

Even better, employees using biometric time clocks can clock in and out much quicker than having to record their times or having a manager record the time manually. Walking up to the scanner, placing their finger on the scanner, and leaving, allows for quicker shift changes and faster clock in’s, enabling employees to cycle much more effectively and get on/off the job in a more efficient manner. Gone are the days you have to tell customers to wait because of a shift change!

As a final note, the enrollment process is easy! Storing new fingerprints requires a couple of seconds, and it shouldn’t take but a couple of minutes for your HR department to integrate the proper payroll software. Once the system is up and running, adding and removing individuals is a breeze.

All you have to do now is choose a trusted provider and get the ball rolling! Engsoft Valley Solutions offer streamlined time clock software that includes attendance management tools and focuses on keeping your company compliant with labor laws. In tandem with our software services, we have one of the most advanced biometric time clock solutions in the market today, putting the power of employee management back in your hands. Call us today for your biometric access control needs.

Asset tagging is a vital part of preventing theft and loss, and can sometimes help with the recovery of items which are stolen. Asset tags are placed on fixed items such as machinery or computers and can help keep track of everything from when an employee checks out a laptop to take on a business trip to the last time a forklift’s oil was changed.

Tags can also help keep track of when the equipment was purchased for deprecation or, in some states, tangible property tax purposes. For instance, they can prevent someone from picking up the wrong laptop which is physically identical to the one next to it – but does not have the right files.

The system requires the use of asset labels, which come in a variety of materials and formats. Any given project is going to need different labels for different purposes.

Asset tags generally have the company’s name or logo and are often chosen in a color that makes them visible against the equipment.

In this post, we take you through the most common types of asset labels and when they should be considered for use.

Barcode Label Materials:

1. Paper Stickers

The cheapest kind of asset label is simply printed off using an office printer. These tags are easy to remove and tend to wear, so are not suitable for anti-theft tracking.

Their primary use is for tracking last service times, especially on items that need to be serviced regularly. They are also useful if IT is doing a lot of manual software updates – they can put stickers on the computers they have already done (although modern cloud systems allow for a significant reduction in manual updates).

Paper stickers also have the advantage that somebody can simply write a date or a set of initials on the sticker to indicate service times. Needless to say, the paper should not be used for assets that are exposed to high humidity or commonly used for tagging outdoor assets (unless it is laminated, which makes it closer to a polyester or plastic tag in function).

2. Metal Asset Tags

At the other end of the durability scale are the rigid metal tags with anodized text. These may resemble “dog tags” or similar.

Metal tags are expensive, so they are not well suited to situations where tags have to be updated frequently. However, they are hard to damage and can be designed in a way that makes them hard for all but the most determined thief to remove.

Metal tags are good for theft protection and may be good for outside use. Aluminum is the most common metal used – it is light enough not to affect equipment and does not corrode when exposed to the weather. Some metal tags may have laser-scratched text rather than anodized.

3. Polyester or Plastic Asset Labels

Although not as durable as metal, polyester or plastic tags are also waterproof.

For some uses, they may consist of a polyester tag with a paper insert – this is particularly good if you are using equipment outside but still need to update tags regularly.

Plastic tags also have the advantage of being easy to make in a variety of colors, which can allow people to see from a distance what tag is on a piece of equipment (this is ideal for warehouse use).

Polyester is the standard material used for most asset tagging as it combines price and durability. Companies sometimes provide different weights of polyester for different use (indoor versus outdoor, for example).

4. Foil Asset Tags

A common material used for stick-on tags that are intended to last a long time – foil tags, in fact, often outlast the asset they are attached to. They are, however, often a little too easy to remove.

Foil tags are suitable for indoor and outdoor use and are a common solution for forklifts and other equipment that is moving through different environments. Their primary use is on long-lived assets that need to keep the same label through their working life.

Asset Label Formats

• Anti-tamper.

Anti-tamper tags are designed to either prevent access to equipment or to show when equipment may have been accessed. Most consumers are familiar with “Void if removed” stickers on consumer electronics – the principle is the same. Anti-tamper tags are often used to ensure that only IT opens computers. They tend to be paper or lightweight polyester stickers that can be easily removed by authorized personnel. For some uses, though, they may be a heavier device that requires a key to access.

• Removal prevention.

Removal prevention tags secure a piece of equipment in place, allowing it to be removed only by use of a tag. These are most often used on expensive equipment that is in locations readily accessed by the public (for example, public libraries may lock down their computers). This is a relatively rare use and it is more common to use a simple lock without a tag attached.

• Self-voiding.

Self-voiding labels are designed to be impossible to remove without destroying or defacing them. This prevents an asset label from being removed from one item and placed on another (which can be an indication of fraud). Some of these labels are designed to leave an imprint of the word “Void” or similar behind when removed. This makes it obvious that the item was tagged at some point. Another variant is a security label which is designed to leave a permanent mark behind when and if it is removed, which can be useful for anti-theft and also for retiring assets (some states charge annual tax on all equipment in use, so it can be handy to have proof something was taken out of service).

Asset Labeling Technology

Finally, labels may make use of three kinds of computer technology in order to make it easier for employees to track assets, particularly in situations where assets are moved around a lot – examples include medical usage or schools that provide a large number of loaner laptops to their students. These technological solutions require the use of some kind of asset management software, but can save a lot of time – for example, it is possible to check on assets remotely and the use of technological solutions can preclude the need to manually update tags with service dates (although for some uses, manual update may be faster). Computer-readable tags may be used alongside or instead of human-readable tags (text or numbers).

1. Barcode.

Barcode tags can be read using a bar code reader or a special attachment on a smart phone. Traditionally, barcodes have been the most common way of enhancing asset tags, but the requirement for special equipment has made them less popular of late. However, many companies have been using barcode-based tags for long enough that inertia and cost keep them using the system. Barcodes are generally preprinted on the tags.

• QR code.

QR codes are a more recent solution that have the advantage of being readable by all modern smartphones, with the use of an app. (Companies that use QR code tagging may use a standard QR reading app or may have their own integrated into their asset management system, depending on the number of assets they need to track). These square patterns show up everywhere and it is even possible for QR code tags to be read by total strangers (which can be useful for theft recovery – having a QR code on an asset that anyone can read in a way which identifies the owner means a much higher chance of recovering a lost or stolen item). Because QR codes need no special readers, a lot of companies have started moving to them as a cheaper, infrastructure-light way of managing assets. In some cases, though, their square shape can be less convenient than the line of a barcode. QR codes also store more information than barcodes, allowing for more data to be put on the tag itself.

• RFID.

Very few companies use RFID tagging for asset management due to the expense and infrastructure required – the chips need special readers. RFID is more useful for inventory management (the chips can be read on boxes on the bottom of the stack), but still comes up against obstacles of cost. The industry which uses RFID tracking the most is the healthcare industry (which uses RFID tags to track which beds are occupied and when the patient in the bed last received their medication) – due to the fact that the consequences of bad asset tracking are significant. RFID comes in two forms – passive (where the tag responds only to a signal from the scanner) and active (where the tag has a small power source and constantly broadcasts). The latter has larger range, but is more expensive and carries a slightly higher risk of the tag being hacked. The major advantage of RFID is that RFID tags can be hidden for invisible asset tracking. This might be useful for companies handling small but extremely high-value assets – a thief may not be able to find and remove the tag, allowing them to be tracked and the item to be recovered. However, RFID chips alone are not suitable for visual asset tracking (such as being able to quickly distinguish between two identical items or immediately know which piece of equipment was serviced more recently).

• GPS.

GPS tagging is only suitable for assets used primarily outside (as it requires line-of-sight to the sky). GPS tags are, thus, generally used on vehicles. The major advantage of GPS tagging is that it allows the company to track exactly where the asset is at any time. In some cases, companies may place a hidden GPS tag on extremely high-value assets that can be activated if the asset leaves the premises to track the thief (or the careless employee who forgot to remove it from their bag). Like RFID tagging, GPS tagging can be expensive and is often used only on high-value assets or on vehicles.

Final Notes

One of the clear take-home messages is that there is no one size fits all solution for asset tags. In fact, many companies may use a combination of materials and technologies – including multiple tags on the same piece of equipment. Using the correct asset tag is a matter of looking at the size and value of the item, where it is used, how often it needs to be serviced, etc. For example, one solution for computers might be to have a QR code tag that tells IT which updates it has received and a paper, barcode-based anti-tamper tag to keep an employee’s fingers out of the motherboard. A truck, on the other hand, might have an anodized aluminum barcode tag that connects to an asset management system to track when it was last serviced with a simple scan and a GPS tag to allow the fleet manager to “watch” where the truck is going. And these solutions might all be in the same company.

In other words, asset label choice is complicated, but you should always take into account the following:

1. The infrastructure you already have in place for asset management. If you already have barcode readers, then a barcode-based solution might be ideal. If not, then QR codes, which do not require special readers, are often superior.

2. The amount of data the asset tag needs to hold.

3. The life cycle of the assets you are tagging, and how frequently tags need to be updated.

4. The value of your assets, including their potential value to thieves or disgruntled ex-employees.

5. Where your assets are used, especially with regard to assets being used outside.

6. For assets being used outside all or part of the time, the climate of your area may have an impact on which materials will last the longest.

7. The number of items to be tagged and the consequences of something going wrong.

8. Your available budget.

All of these factors need to be taken into account – and may involve, again, the use of multiple label types and materials.

If you are looking for asset labels or an asset management solution, you should contact Engsoft Valley Solutions today. We offer customized asset management solutions and provide QR-code based asset labels in a variety of materials – our standard material is polyester, but other materials can be requested as needed and we will work with you to make sure that you choose the asset labels and tags best suited to your project and your company’s needs.

Payroll is such a vital function of every organization, yet selecting a payroll processing company can be a daunting task for busy business owners. The first step is understanding your organization’s payroll needs and identifying which companies offer solutions that can meet them.

What Do You Need?

Payroll services exist to serve all kinds of businesses across every industry. While all providers deliver a processing solution, each provides a different set of services at a variety of price points. To create a preliminary list of potential companies, ask yourself the following questions:

1. What size is your organization now and what are your short-, mid-, and long-term projections?

You’ll want to select a payroll solution that can effectively manage the organization you are now, and the organization you expect to become. You don’t want to outgrow your payroll solution’s capacity. Find a provider that has payroll solutions for small businesses as well as enterprise solutions.

2. What is your budget?

Payroll processing companies structure their pricing models differently. Determine how much you’re able to invest in a solution so you can narrow down your options.

3. What services are your priority?

Make a list of the services you know you need from a payroll solution. Eliminate any solution that doesn’t offer those “must-haves” before reaching out for further information.

What To Look For In A Payroll Solution

Processing payroll accurately and efficiently is not only critical to managers and business owners, it’s important to employees. Employees expect payments to be correct and on time, and as a company’s most valuable asset, they should.

Payroll processing involves much more than simply writing pay slips. It requires handling every detail related to timekeeping, taxes, payments, direct deposits, and compliance. Systems and features vary among payroll processing solutions. Consider the following key features as you compare available options.

Expertise and Ongoing Support

While the right technology is mission-critical when searching for a payroll solution, it’s only part of the story. You need technology PLUS expertise. That means identifying a true partner to help you find the right solution for your business, not one looking to just “sell you something.”

When you’re sharing such a crucial part of your business with another company, customer service becomes a powerful differentiator. Salespeople may tell you things that sound great but do your due diligence before signing anything. – Will you have a dedicated service representative? – What is the company’s customer retention rate? – How long does it take to get your account set up? – Will you be able to talk to someone when you need them, or do you have to submit a ticket and wait until the company has time for you?

Payroll Data Security

Due to the sensitive nature of information collected, maintaining a high level of security and protecting employee data is an increasingly important factor. Review features to be sure the company employs security measures such as multi-factor authentication and data encryption.

User Experience (UX)

Products and services need to be designed with the end user in mind. Because many employees and managers interact with payroll systems using a mobile device, easy access from anywhere is more of a necessity than a convenience. Users need to easily navigate the system to find what they need quickly. It doesn’t matter how many tools are offered if using them isn’t intuitive. Some companies over pack products with features that are impractical. How many of those features will you use? Which ones do you need? Be wary of systems that aren’t unified or that force you to use 3rd party vendors for important tasks like reporting.

Employee Onboarding

Providing a great onboarding experience makes a lasting impression on employees. Streamlining and automating this process makes it quicker and improves employee engagement. Integrating onboarding data with human resources consolidates information and allows administrators easy access to monitor and approve documents.

Payroll Compliance

Compliance is a valuable benefit of having a payroll service, and one of the main reasons businesses need them. These providers specialize in staying informed about ever-evolving regulations, ensuring customers remain in compliance. And if your organization is ever audited, your provider should be there every step of the way to help ensure your data is easily accessible.

Taxes

Tax compliance is an integral part of processing payroll. Filing payroll taxes and processing PAYE and other statutory obligations accurately limits your exposure to risk and protects you from the taxman’s fines or other compliance penalties.

Pricing

Some companies charge service fees monthly or by pay period, while others may impose a per-employee or per-check cost. Inquire about all processing fees to be sure there are no surprises later. Ask if you’ll pay fees to add or remove employees, alter profile data, change frequency of payments or payment dates, etc.

Once you understand how the pricing works, you’ll want to examine how that model fits into your cash-flow structure. Are there initial, one-time implementation fees? And if you want to add features later, will that be a time-consuming task?

The Bottom Line

When you have your top choices, be sure to seek trusted sources for unbiased reviews. Another way to gauge value is to find out what current customers have to say about a payroll solution. Does their experience align with their original expectations?

The best payroll solution for any business is one that streamlines tasks, reduces risk, and limits the possibility of manual errors. Selecting a payroll solution that offers the features you need and access to customer service experts you can depend on will be an investment that saves you time and money.

Engsoft Valley Solutions was founded to put client success and satisfaction first. That singular focus guides us to this day. That’s why more medium-sized and small businesses trust Engsoft Valley Solutions to help them manage their most valuable asset – their employees. Every department in your organization, from Finance to Operations, can benefit from our technology, because it modernizes practically every aspect of people management from the way you recruit, onboard and develop people, to the way you pay them, retain them and build a company culture.

By pairing the right technology plus expertise, you’ll work with a partner committed to identifying the right solution for your business and offering you ongoing support from a dedicated team of experts who understand your business.

To learn more about how we can help you accomplish your goals, or to request a consultation so we can learn more about your business needs, click here to contact us.