An employee attendance sheet helps you save money, time, and effort. Allow us to explain how!
The employee attendance tracker template provides you with proper centralized attendance records, which you can later access to calculate each employee’s accrued compensation. This saves hours of effort in fetching data from 10 different spreadsheets. This is critical as 44% out of 4000 surveyed employees would consider leaving if paid incorrectly.
Also, attendance sheets help you spot irregular employees, so you pay them based on their contribution rather than standard rates, saving you big money.
Interested in learning more about it?
Here’s a guide on an employee attendance sheet in Excel and how it can help with its limitations and types. Wait for us to reveal the best alternative to an employee attendance sheet in Excel for enhanced productivity and efficiency!
What Is an Employee Attendance Sheet?
An employee attendance sheet in Excel is a ready-to-use attendance spreadsheet/document that records employee attendance data in an organized manner with ease. This attendance data is used for Payroll, schedule creation, and employee hours documentation.
Imagine it as the student attendance data that educational institutions record for documenting students present on a particular day.
A typical employee attendance tracker template includes:
- Employee name with basic personal details–address, mobile number, and employee number
- Availability status–Present or Absent
- Clock-in and clock-out timing
- Reason for absence–personal or sick leave
How can Employee Attendance Sheets Help?
Employee attendance template Excel gives you a quick overview of employees’ regularity, which helps you maximize productivity by delegating tasks to punctual individuals. Here’s how employee attendance templates in Excel help:
1. Work Planning and Scheduling
These sheets give an overview of employees’ working hours/attendance/leaves based on which you easily delegate work and schedule tasks among the present employees.
But remember that manual entries based on what employees want to show might differ from the real work timing. Shifting to a time attendance tracking system software is thus the best choice for better scheduling. 81% of Canadian employers are already using such tools.
2. Irregular Employee Identification
Identifying irregular employees is crucial for a business’s success. Why? Because such employees may cause low employee morale and reduced customer satisfaction overall.
An employee attendance sheet in excel helps you spot days employees spend at work or days they skip the first half.
But this involves manual labor. In contrast, a time attendance software’s attendance report feature allows you to instantly view employee attendance records for the week/month to identify problematic behaviors.
3. Sets Base for Payroll and Invoicing
Tracking employees’ attendance is a proven method of rolling out the correct salaries based on their contribution. How? With an employee attendance tracker, you can gauge employee time (work hours) and calculate the billable amount accordingly. But this is, again, a long manual process.
To eliminate this, consider shifting to a time attendance tracking software that automatically generates payroll once you feed the employee and payment details.
What are the Limitations of Employee Attendance Sheets?
Excel attendance sheets are far better than marking attendance manually on paper attendance sheets, but they still have attendance-related issues. For instance, they do not generate attendance reports for a glance.
Here are other major limitations of an employee attendance sheet with time in excel:
1. Leave and Overtime Tracking is Challenging
Excel sheets don’t save you from manual labor or reduce the chances of error. We say that because attendance sheets in excel merely display the number of days employees were present or absent per month.
For leaves calculation, the HR department would still have to indulge in long calculations–overtime, leave days, sick leaves, and the number of days the employee worked. This increases labor and errors.
2. Cannot Gauge Employee Productivity
No doubt, employee attendance sheets in excel sheet is better than a staff attendance register. But it only helps you determine employees’ present days, personal leaves, sick days, and paid leaves, not their productivity.
You have to go through different spreadsheets and perform several tasks to derive productivity data, which is quite cumbersome.
3. Inaccurate Payroll and Invoicing Calculation
If you rely on Excel attendance sheets to calculate individual employee salary or invoice amount, you need to rethink! This data might include wrong time entries or genuine human errors, leading to overpaying non-deserving employees.
After all, when that data is inaccurate, the amount under individual payroll heads will also be wrong, disturbing the company’s payroll budget.
Download Employee Attendance Sheet in Excel Templates
Here are two types of employee attendance templates in Excel to track attendance and make informed decisions:
A. Time-bound Employee Attendance Sheet in Excel Templates
Time-bound employee attendance excel spreadsheet allows you to track employee attendance per day/week/month/year. Let’s have a detailed overview of the four time-based templates.
1. Daily Employee Attendance Template
Daily employee attendance sheet in excel allows you to track employee attendance daily. Just enter each employee’s basic information–name, department, and position- and you’re ready.
For recording attendance, simply copy and paste the relevant attendance status mentioned at the top of the sheet or mark the initials of the reason for leave (‘S’ for sick leave, for instance.)
The employee daily attendance sheet then automatically calculates and displays the totals of present and absent employees (vacation, personal, or sick leave) in a separate table beside the attendance sheet.
A daily employee attendance sheet in excel is perfect to keep a daily record of employee attendance, including employees present and on leave (segregated based on reasons–Personal or sick leave). This is best if you pay your employees, freelancers, or contractors per hour.
2. Weekly Employee Attendance Template
A weekly basis employee attendance tracker template is great for tracking attendance of employees weekly. First, fill in the month and dates to be tracked with each employee’s name, department, and position.
To track attendance, mark present or the reason for leave against the employee’s name (‘X’ if an employee doesn’t give a timely explanation or ‘S’ for sick leave).
The total days of the week an employee was at work or on leave is automatically calculated on this attendance tracker template sheet. Find these stats under each employee row.
Find the weekly totals for all employees in the pre-created table below the main table.
Gauge weekly data of employees’ or team’s attendance with these sheets. Best for organizations that want a proper weekly attendance record. This is best for calculating and making weekly payments.
3. Monthly Employee Attendance Template
The monthly employee attendance sheet tracks employee attendance on a monthly basis. Fill in the month and add basic employee details–name, department, and position.
To track attendance, mark ‘P’ if present or the reason for leave (‘S’ if an employee is on sick leave).
Find per employee and all employees’ monthly attendance totals – same as weekly
The monthly employee attendance sheet template precisely records employees’ and team’s monthly attendance, which is best for organizations that require such data. This is best for calculating monthly payments of employees, freelancers, and contractors.
4. Yearly Employee Attendance Template
The yearly employee attendance sheet template consolidates yearly employee attendance data by combining monthly sub-sheets into one document. Start by selecting the month of the year you want to record attendance for and add basic details for each employee–name, department, and position.
To track the attendance details, start with marking attendance status or mentioning the reason for leave ( mention ‘H’ for public holidays).
Find per employee and all employees’ attendance totals – same as monthly.
It’s perfect for keeping a standard employee attendance record for each month of the year.
The yearly template is best for those who frequently need to refer to yearly employee attendance records.
B. Event-based Employee Attendance Sheet in Excel Templates
An event-based employee attendance sheet records employee attendance on different events conducted by the organization–meetings, training, and company-based events. You can track attendees’ and volunteers’ attendance too. Let’s dive into four event-based attendance templates:
1. Meeting Attendance Template
The meeting attendance sheet template (Excel) lets you track and record your employees’ presence or absence in a meeting.
Just mention basic meeting information on these ready-to-use templates–agenda, title, location, organizer, time, and date. Next, specify the name, position, and department of each attendee.
Mark ‘Yes’ for attendees and ‘No’ for non-attendees. The total number of attendees and non-attendees will automatically be calculated and mentioned in the table beside the main one in the sheet.
This meeting attendance sheet template excel tracks employee participation or non-participation in the organization’s meetings–weekly updates or team building.
2. Training Attendance Template
The training attendance sheet lets you track and record if the employee has attended or skipped a certain training–mandatory/voluntary.
First, mention basic information about the training:
- Program name, level, and reference
- Training location and date
- Trainer name
Next, mention the name, position, and department of each attendee. Mark ‘Yes’ for present employees and ‘No’ for absent employees. Looking for the total employees who have or haven’t attended the training? Find it in the column beside the main table.
This training attendance sheet excel tracks employee attendance for a specific training conducted by the organization.
3. Event Attendance Template
Track and record employee attendance in company events–mandatory or voluntary, with an event attendance sheet. Specify the event–title, location, organizer, time, and date with each attendee’s name, position, and department in the sheet to get started.
Now jump in and mark different individuals’ attendance for the specified event. The total number of attendees and non-attendees will automatically be calculated and mentioned in the table beside the main one in the sheet.
Track attendees and non-attendees in any event you conduct–seminars/conferences/award ceremonies, with an event attendance sheet.
4. Volunteer Sign-In Template
Record the volunteers’ attendance on the company’s seminar or event day by marking them in the volunteer sign in sheet template.
Quickly enter these details in the table before marking attendance:
- Volunteer event title
- Event’s purpose, location, organizer, time, date
- Each volunteer’s name, position, and department.
- Assigned tasks to volunteers with deadlines
- Volunteer’s contact details
Voila! Your volunteer sign in sheet is ready to record data.
This volunteer sign in sheet is useful for organizations that conduct events frequently and assign event-related tasks to different volunteers.
The Best Alternative To Employee Attendance Sheets
Businesses run on tight deadlines. Hence, employees’ time management and task prioritization are crucial for a company’s success and employee productivity. Doing all of this is possible with employee attendance tracking software.
This software goes beyond employee attendance recording and extends to efficiently evaluating employee productivity. Here’s how employee attendance management software’s features empower you to overcome the inefficiencies of a typical employee attendance sheet:
1. Accurate time tracking
With the integration of time tracking apps, attendance management software has become even more efficient, no employee can enter incorrect work timings on purpose or by mistake, which is a possibility in attendance sheets (Excel). Such software automatically records your work hours once you turn on the timer. So, time tracking is quick and accurate.
Know about managing employee attendance and time while remote working.
2. Elaborate Time and Attendance Report
This software generates extensive reports on employees’ productivity, which is not present in attendance sheets. These reports help you calculate the salary and gauge each employee’s efficiency.
Some common reports are:
- Attendance reports
- Timesheet report
- Time usage report
- Timeline daily report
- Web and app usage report
- Poor time use report
- Projects report
3. Detailed Productivity Dashboard
Attendance management software is way beyond mere attendance records that employee attendance sheets show. It lets you dive into the real-time details of the employees working and the projects they are engaged in, which isn’t an option in attendance sheets.
4. Work scheduling
Want your employees to follow proper schedules? With attendance management software, you can simply feed your pre-decided work timings or schedules and ask employees to start the timer when they start working. This helps you track if they are following schedules properly.
5. GPS Tracking
Have employees engaged in off-site work and want to ensure they are still productive during work hours? This software allows you to track employees’ real-time location during work hours, ensuring they remain productive.
6. Enhanced Payroll Management
Evaluating the compensation due for each employee with employee attendance sheets is highly prone to errors. In fact, 40% of small to medium businesses face penalties due to payroll errors. With this software, you just have to enter employee payment details, and it’ll automatically generate payroll, eliminating errors and saving time and effort.
Know why attendance and leave management systems are crucial for small businesses.
Wrapping Up
Monitoring employee attendance is crucial to gauging employee productivity and enhancing payroll management process. Initially, relying on an employee attendance sheet is great, but with a growing business and employee base, tracking attendance with manual efforts becomes challenging.
Learn more: Manual vs Automated Attendance System: Comparison
Time attendance management software helps you streamline and track employee attendance better. So, recording or tracking employee attendance and payroll calculation becomes super easy and convenient. Wait no further; opt for an attendance tracker today!
Frequently Asked Questions
Naina Khare is a full-time freelance writer who fiercely believes in the power of storytelling and primarily holds expertise in creating content for B2B SaaS brands. She’s infinitely curious and happiest when reading, writing, or exploring spirituality and self-growth.
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