Every company needs to track the attendance of their employees to ensure that they fulfill their roles in the organization. Companies can also track which employees have a good attendance percentage and which are absent multiple times. In this sense, an Employment Attendance Record will help them control their workers' habits.

Employee attendance records are physical or digital documents that contain all the information about the employees' attendance and absences in a certain period. Most employee attendance records are weekly, but you can also track monthly, quarterly, or yearly attendance.

These documents are essential to track employee attendance and calculate billable hours. This way, your organization can better control attendance data and comply with laws.

Team managers can create this document manually or by using attendance tracking software. Microsoft Excel is a great alternative and the most used software to track attendance.

The best option to get MS Excel is acquiring a copy of Microsoft Office 2021 Professional Plus Key Retail Global. Here, on RoyalCDKeys, you can do it at the lowest price on the market!

This is what your employee attendance record manager should register by using Microsoft Office 2021:

• Worker time in and time out for every day;

• Daily, weekly, monthly, and yearly attendance;

• Break time per day;

• The days spend on personal leave;

• The days spend on sick leave;

• The days spend on vacation;

• If some employees not show up to work and no offer no timely explanation.

Tracking and monitoring Employee Attendance benefits your company, employees, and clients. Below we discuss the most notable for schedule and productivity. 

It Ensures You an Accurate Payment of Salaries

An employee attendance tracker is in charge of tracking employees' attendance to provide an accurate payment for salaries. Tracking attendance will give you a precise record of employees' worked hours, overtime, leaves, hours spent in a specific activity, and more information. It also ensures any individual employee is paid on time.

It Uncovers Attendance Issues

Another great benefit of conducting an employee attendance record is that it allows you to identify poor conduct, such as consistent tardiness or unjustified leaves. Being aware of your employees' absenteeism can prevent your organization from losing efficiency and revenue. 

If you manage employee attendance correctly, you will be able to identify patterns of absenteeism and the discipline of workers. Finally, you can reorganize teams or reward employees with good attendance habits.

It Improves Employee Productivity and Morale

When you recognize that certain employees have a faultless attitude and an excellent work ethic, they will feel their work is being appreciated. You can use attendance sheets to reflect the employee's attendance behavior and explain how this contributes to productivity. Workers with better habits will tend to improve their behaviors and morale even more, leading to even higher productivity. On the other hand, employees with repeated absences will try to match their better-behaved peers. 

It Helps to Reduce Absenteeism

This benefit is strictly related to the previous one. When your organization levels employees' morale by rewarding their good attendance habits, they feel responsible and belong to your company. It eventually will lead to a reduction in absenteeism.

It Embraces Working Remotely

Recording attendance remotely is not a real challenge. With programs like Screenshot Monitor, your manager can easily record attendance and employee absence. In this sense, carrying out an attendance record lets you use a remote work method as an alternative to reduce general costs.

It Helps You to Analyze Productivity to Make Better Hiring Decisions

Using an Excel template to record attendance will allow you to analyze the productivity of any employee on a particular day or period. If some employees do not have a good number of attendance, then you can fire workers who do not meet expectations. Sometimes this is the best solution for companies to improve productivity or change a team member.

• Attended work (by writing "✔" in the appropriate cells or boxes);

• Were on Sick leave (by writing "S" in the appropriate cells or boxes);

• Were on Personal leave (by adding "P" in the appropriate cells or boxes);

• Were on Vacation (by adding "V" in the appropriate cells or boxes);

• Explain why they will miss work or fail to show up to work (by writing "X" in the appropriate cells or boxes).

The following steps will help you build your company's employment attendance record.

1. Pick the Right Template for Your Purposes

The first step to correctly visualize the number of hours employees spend is picking a suitable template for the period you need to record. Below we share some templates you can easily download and edit to record the attendance, the implications for overtime pay, absences, delays, vacation days, and more. Of course, you can always create your own document from scratch, but it's better if you pick a prebuilt copy.

2. Maintain an Organized Structure

When you customize the template or create your own, you keep records organized in the spreadsheet structure. An organized document is more transparent, efficiently providing employees' information and days period.

This practice will facilitate subsequent changes the employer can make to the data already reported.

It's also crucial that employers make records easy-to-read. This way, other team members can understand records when an employee arrives and make proper changes. Do the following to make reports easier to read:

• Ensure that the Excel spreadsheet you use has proper labeling.

• Keep a consistent format and font for headings and subheadings.

• Separate columns and sections by color.

3. Make Adjustments if Necessary

Attendance records should be flexible since work hours may vary, or some workers can work beyond their scheduled hours. Occasional early departure and excused absence are allowed in most companies, and overtime and undertime are also very common, so you should record them and adjust them if necessary.

The payroll department and HR managers should be aware of the daily attendance of all workers to check exceptional cases, such as early departures or sick days, and record them in the proper document.

In a nutshell, your attendance records should be as flexible as possible in working days to consider all unexpected events. 

4. Leave a Section for Notes and Comments

Every attendance category in your document should have a space to include comments and notes. In this section, you can note the main reasons why a worker left early or their reasons for absence.

Of course, it’s not necessary to leave a note for public holidays but for personal matters.

For instance, you can note that an employee is out of the office to attend a training course or meetings.

Other notes can highlight personal days for personal circumstances, late arrivals, and the main reasons for it. 

5. Keep the Document Updated

Keep your records updated all the time since situations can change from one moment to another. This regular practice will allow you to perform an accurate attendance record strictly attached to reality. 

Think of the following.

If you update your record once per week or month, you probably make many human errors, including errors in payments, attendance control, rewards, and productivity.

For instance, you can forget the total number of absences an employee had in the period or that another employee missed an entire day two weeks ago.

If you have a particular employee to create this record, report that they must record all attendance and absences daily.

Here you’ll find some templates that attendance managers or teachers can use to track the attendance of their employees or students. As they’re spreadsheet documents, you can always edit them for a specific job or process.

Classic Daily Employee Attendance Template

This template is ideal for companies that want to record their employee’s attendance on a daily basis. It brings a specific code for sick leave, personal leave, vacation, and days workers didn’t call to announce their absence.

Here you can specify the information of each employee, such as name, position, and working hours. You can also specify all days of a particular month and then mark the attendance status for each worker.  

You can download this classic daily employee attendance template from Clockify.

Employee Attendance Spreadsheet Template

This employee attendance tracker template is very similar to the previous one, although it does not have a specific code for recording attendance. In the employee information section, this document includes the employee name, the department, the designation, and the Emp ID.

Like the case before, it includes a unique column for every day, and you can add all the necessary columns. This template is excellent for organizations that need to track weekly attendance for multiple projects.

This template clearly separates sections using a coding color and highlights the importance of present days with a green color and absence days with a red color.  

You can download this employee attendance spreadsheet template from Exceldatapro.

Monthly Employee Attendance Sheet Template for Excel

This template is different from the two above, but still, it works very similarly. A primary difference between this file and the other two is that this document does not empathize with the employees' information but the daily attendance.

You can download this monthly employee attendance sheet template for Excel from Smartsheet.

Daily Employee Attendance Sheet

This is a free printable daily attendance sheet template you can use if you pay your workers for their work hours. It helps you to organize the time in and time out and the total hours worked, even extra hours. Besides, this document is excellent for any event and track specific tasks. As it's a simple copy, you can print it and fill it out by hand if you wish.

You can download this daily employee attendance template from Timedoctor.

Big, middle-size, and small businesses share a particularity: all must track the attendance of their employees. This is also true for educational institutions that must track teacher and student attendance.

No matter if you are using time tracking software, such as Screenshot Monitor, spreadsheet software, such as MS Excel, or a freehand method, your organization must perform an employment attendance record to track time and employees' attendance. This will contribute to keeping schedules and tasks on time and in shape.

Please browse our website if you're looking for valuable tools and resources for your business. We have several templates to accelerate and improve your organization's processes. Check what RoyalCDKeys has for you and download what you need!