Time
and Attendance

Overtec Time and Attendance recording transforms both landline and mobile phones into reporting devices so that staff can easily confirm where they worked, when they started and finished and how many hours they worked.

Great for service delivery, accountability, invoicing and knowing staff have returned safely.

Useful for: staff working in remote locations, commercial cleaning, home care, building services, car parking, transport and more.

Features at a glance

Easy to use: Staff simply dial a free-phone telephone number, key in their unique PIN, whereupon the system automatically captures the employee ID, site ID and attendance hours.

A newly launched Biotouch device can be used as an alternative to the telephone to capture the time attendance of remote working staff.

Overtec T & A is a market leading workforce monitoring service used by Cleaning Companies, Facilities Management Providers and anyone who employs staff who work on their own at remote locations.

The service uses the telephone network and data capture technology in order to provide management with real-time information on the whereabouts of their remote workforce. This enables improved management of remote workers, avoiding possible service breakdown and offering a crucial safeguard for the wellbeing of lone working staff.

T & A offers a cost effective solution to the challenges facing employers of remote staff. The service uses proven data capture technology to record time and attendance via the telephone network, using any phone on any network.

Remote workers simply dial a freephone telephone number on a fixed line phone, key in their unique PIN, whereupon T & A will automatically capture the employee ID, location, hours, and work activities. Other information such as mileage, job codes and consumables used can also be captured by the service. For sites with no access to a telephone, the T & A Codebox enables remote staff to record attendance using a mobile phone

Overtec T & A Mobile offers the key benefits that come with the T & A fixed line monitoring service, together with the additional benefits that can be gained by using a smart moble phone.

There are three added advantages that come from using the T & A Mobile service.

  1. It allows remote workers to receive changes to their work plans immediately whilst they are away from the office.
  2. T & A Mobile enables the remote workers to send back more information on a site visit than basic time and attendance details.
  3. The system can be used when there is no fixd line telephone available. (It should be noted that this last benefit is of limited significance by itself, as the absence of a landline can also be circumvented - at a lower cost - by using a standard mobile phone in conjunction with an T & A codebox, or by using the T & A iButton or Biotouch device.

A smart mobile monitoring service is therefore an ideal solution for remote workers with frequently changing work schedules and for mobile staff who need to be able to record more extensive information about their visits than can be delivered via a fixed line phone.

The T & A mobile service can also be integrated with the T & A fixed line solution, allowing management to choose selected staff to record attendance via a mobile phone, whilst requiring other members of the workforce to use the landline solution.

Each T & A Mobile phone automatically synchronises with the system whenever it is connected (either via the mobile phone network or via Wi-Fi). T & A mobile users can login/out and view information even if a connection is not available, with background synchronisation and automatic update occurring as soon as soon as connection is restored. Details of new schedules and changes to schedules are automatically sent to the mobile phone with the remote worker alerted to any new information.

Essential for: staff working in remote locations, commercial cleaning, home health care, building services, car parking, transport and more.

The T & A solution has over 135,000 registered users

IN SUMMARY: provides and exploits automated timesheet keeping

Feature & Benefits

Prevents Service Breakdown

By alerting supervisors to staff 'no shows' Overtec T & A enables management to respond immediately to any potential breakdown in service. Calls can be made to the client before the unwelcome complaint arrives and remedial action can be taken promptly to maintain service delivery. In this way, T & A can reinforce the confidence and trust between client and service provider.

Controlling Costs

Overtec T & A reduces costs by eliminating the labour-intensive administration involved in timesheet processing. In addition, T & A reduces payroll overpayments, discrepancies, disputes and time spent on supervision by providing a precise 3rd party record of actual hours worked on site by remote staff. What's more, Salus T & A voice messaging means reduced mobile phone bills.

Lone Worker Safety

Overtec T & A provides a crucial safeguard for lone workers by automatically raising an alert when staff have failed to log out. Trigger settings, escalation procedures and alert recipients can be set by customers according to their requirements. Provides clear evidence of responsible risk management and demonstrates a commitment to employee welfare that is appreciated by lone working staff.

Management Reports

Reports Manager is a brand new reporting suite which gives customers control over their own reports with the ability to easily create and modify reports. Reports Manager holds 12 weeks of data as standard and up to 5 years of data for subscribers of the Archive Service. The full range of existing reports and Quickviews are available in the Reports Manager so that users can easily customise by adding columns, extra data and changing criteria etc. Reports can be exported to MS Word, Excel, PDF and XML. A wide variety of graphs and charts are available. Once a report has been created it can be set to run automatically and the results e-mailed to selected recipients.

How it Works

The service uses the telephone network or other data capture technology such Biotouch devices in order to provide management with real-time information on the whereabouts of their remote workforce. This enables improved management of remote workers, avoiding possible service breakdown and offering a crucial safeguard for the wellbeing of lone working staff.

Staff simply dial a free-phone telephone number using a fixed line phone, key in their unique PIN, whereupon Overtec will automatically capture the employee ID, site ID and attendance hours. Data can be accessed online by authorised managers in real time, at any hour, every day of the year. The system integrates with most leading payroll systems.

The challenge of obtaining site verification via a mobile phone is met by the use of unique coded site tags which are kept at the premises that remote staff attend.

A newly launched Biotouch device can be used as an alternative to the telephone.

Each T & A Mobile phone automatically synchronises with the system whenever it is connected (either via the mobile phone network or via Wi-Fi). T & A mobile users can login/out and view information even if a connection is not available, with background synchronisation and automatic update occurring as soon as soon as connection is restored.

Details of new schedules and changes to schedules are automatically sent to the mobile phone with the remote worker alerted to any new information.


Overtec Time & Attendance Scheduler

T & A Scheduler

Scheduler is a user-friendly scheduling solution specifically designed for employers of remote working staff. Satisfying all the essential requirements for workforce rostering, Scheduler enables organisations to maximise the efficiency of staff allocation, reduce time and money spent on back office administration, and enhance service levels. Crucially, Scheduler integrates fully with the class-leading T & A staff monitoring service, so providing a comprehensive seamless workforce management solution.

  • Visit schedules are automatically created and take just minutes to produce. "Best match" of individual staff to specific job is always assured, using a comprehensive range of criteria. The system has been designed to accommodate a high level of customisation, with automated schedules reflecting the highest number of preferences which are pertinent to your particular organisation.
  • Flexibility is also built into the scheduling design, allowing drag and drop functionality on daily and weekly planner screens.
  • A user friendly storage system enables comprehensive staff and customer/site records to be stored and maintained with minimum effort.
  • Advanced postcode-based mapping for calculating travel between sites enables effective cost control of travel expenses and minimum back office processing time.
  • Invoices can be generated if required. The system allows detailed payroll information to be seamlessly transferred into industry standard payroll systems such as Sage.
  • Crucially, integration with T & A monitoring allows organisations to benefit from a seamless workforce management solution from a single supplier. Supervisors can monitor service delivery in real time and non-attendance of scheduled site visits are automatically addressed by a system on "no show" alerts.
  • T & A is a web-based managed service, with all data stored on a secure data site with fully redundant infrastructure. This means that no additional hardware is required and there is no ensuing burden on servers or IT departments to support the service.

 

Frequently Asked Questions (FAQs)

All data is stored in secure confidential data centres, and can be accessed online by authorised managers and supervisors in real time 365/24
Information can be collected and delivered electronically and can be exported into customers' in house management systems.
No, Overtec T & A is a hosted service; no additional hardware, software or capital expenditure is needed and it can be introduced quickly and simply without fuss.
Overtec T & A is backed up by a 24/7 dedicated customer service team.
Overtec T & A is fully scaleable service, its modular design enabling it to serve from 10 to 50000+ users.
Overtec T & A uses open standard connectivity architecture which allows it to integrate with all leading payroll systems.
Yes. Flexible routing, multiple back up systems and fully telehoused environment provide unrivalled service stability with a 99.99% uptime.
Existing customers typically report a 5% saving on payroll costs for the same output.
For sites without a telelphone, the Overtec Codebox enables staff to use mobile phones.
The report management suite gives the ability to create and modify reports, graphs and charts easily which can be scheduled to run and e-mailed automatically.