Which Type of Attendance System is Best for a Real Estate Company?

For real estate companies, tracking employee attendance is more than just monitoring hours worked—it's a cornerstone of ensuring compliance, improving payroll accuracy, and boosting workforce productivity. With field agents, office staff, and distributed teams to manage, having the right attendance system is essential for seamless operations. But with so many options available, how do you determine which system is best for your business?

In this guide, we’ll explore the most common types of attendance systems, the key factors real estate companies should consider, and the leading platforms to help you make the best choice.

Types of Attendance Systems

Attendance systems have evolved significantly in recent years, offering advanced features that cater to modern workforce needs. Here are the main types of attendance systems to consider, along with their pros and cons:

1. Biometric Attendance Systems

Biometric systems use unique biological traits, such as fingerprints, facial recognition, or iris scans, to verify employee identity and track attendance. These systems are highly accurate and eliminate issues like buddy punching (when one employee clocks in for another).

Pros:

Accuracy: Biometrics are almost impossible to forge.
Convenience: No cards, passwords, or pins to remember.
Security: Can double as access control for office spaces.

Cons:

Costly: High upfront costs for installation and devices.
Hygiene Concerns: Shared devices may deter employees post-pandemic.
Scalability: Not ideal for companies with multiple offices or mobile staff.

Biometric attendance systems are best suited for real estate companies with a single office and a limited number of employees.

2. Proximity Card Systems

Proximity card systems require employees to tap or swipe an ID badge at a reader to record their clock-in and clock-out times. These systems are hygienic, easy to use, and can serve multiple functions, such as building access or parking control.

Pros:

Hygienic: No physical contact with shared devices.
Multi-Purpose: Cards can be used for access control.
Straightforward: Simple for employees to understand and use.

Cons:

Reliance on Cards: Employees must remember to bring their badges.
Replacement Costs: Lost or damaged cards incur costs.
Limited Mobility: Not ideal for field agents working offsite.

Proximity systems are a good choice for office-based teams or companies that need an integrated solution for attendance and building access.

3. Web and Mobile App Time Tracking

Web and mobile app systems allow employees to clock in and out using a smartphone, tablet, or computer. These systems offer flexibility for real estate staff working remotely or traveling between properties. GPS and geofencing features can even automate clock-ins when employees arrive at specific locations.

Pros:

Flexibility: Employees can clock in from anywhere.
GPS Tracking: Ensures accurate records of location-based work.
Cost-Effective: No need for extensive hardware installation.

Cons:

User-Dependent: Relies on employees remembering to clock in/out.
Buddy Punching Risk: Without biometric validation, there's a higher chance of misuse.
Disruptive for Some: Frequent interaction with apps may distract employees.

This system is ideal for mobile and distributed teams, making it a popular choice for real estate agents who spend most of their time in the field.

4. Telephone-Based Attendance Systems

Telephone-based systems allow employees to call into an automated system to record their work hours. After entering a unique ID or PIN, they can clock in or out using voice prompts.

Pros:

Easy Setup: Uses existing phone systems.
Cost-Effective: Low upfront costs compared to hardware-based systems.
Accessibility: Great for employees without smartphones.

Cons:

No Verification: Lacks biometric or GPS validation.
Reliance on Calls: Employees can forget to call in.
Limited Features: Lacks advanced tools like reporting or scheduling.

Telephone tracking works best for small teams or companies looking for a basic and affordable attendance solution.

Key Factors to Consider

When choosing an attendance system, real estate companies should evaluate their needs based on the following criteria:

Workforce Mobility: Field agents often work outside the office. Systems with mobile tracking or GPS are crucial for capturing accurate attendance data in real-time.
Number of Locations: For companies with multiple offices, a cloud-based system allows centralized management and seamless tracking across all locations.
Payroll Integration: Choose a system that integrates directly with your payroll platform to automate calculations, reduce errors, and save time.
Budget: Consider both upfront and ongoing costs. While biometric systems have higher installation costs, cloud-based platforms may require monthly subscriptions.
Analytics and Reporting: Look for systems with robust reporting tools to track trends like absenteeism, overtime, and productivity.

Top Attendance Systems for Real Estate Companies

Here are some of the top-rated attendance systems that cater to the needs of real estate companies:

1. Deputy

Deputy is a cloud-based platform with web and mobile app clocking, shift scheduling, payroll integration, and compliance tools. Its real-time reporting provides insights into workforce productivity.

Best For: Companies with dynamic and distributed teams.

Key Features: GPS tracking, automated compliance, and mobile notifications.

2. TimeStation

TimeStation is a mobile-first solution that allows employees to clock in/out using a smartphone app. Its geofencing capabilities ensure accurate attendance records for field agents.

Best For: Teams with high mobility needs.

Key Features: Location-based tracking, payroll integration, and simple setup.

3. TSheets by QuickBooks

TSheets is designed for field employees and integrates seamlessly with QuickBooks. It offers GPS-enabled mobile tracking, geofencing, and light scheduling features.

Best For: Service-oriented companies with mobile staff.

Key Features: Real-time tracking, overtime monitoring, and payroll sync.

4. Homebase

Homebase combines attendance tracking with scheduling and HR tools. It supports web and mobile clock-ins, making it a versatile option for companies managing hourly workers.

Best For: Small to medium-sized businesses.

Key Features: Shift scheduling, payroll sync, and team communication tools.

5. Open Time Clock

Open Time Clock is a simple yet powerful attendance solution that supports web-based and mobile clock-ins. It offers features like employee scheduling, reporting, and payroll integrations.

Best For: Budget-conscious companies.

Key Features: Cloud-based platform, easy setup, and free-tier options.

Implementation Tips

Switching to a new attendance system can be challenging without proper planning. Here are some best practices to ensure a smooth transition:

Involve Key Stakeholders: Get input from managers, HR, payroll, and employees to address their needs.
Set Clear Policies: Define attendance rules, such as clock-in/out procedures and overtime approval.
Provide Training: Offer comprehensive training for employees to ensure proper usage.
Start Small: Implement the system with a pilot group before rolling it out company-wide.
Communicate Benefits: Highlight how the system will save time and improve accuracy for everyone.
Monitor Adoption: Track usage rates and gather feedback to address any concerns.

Key Benefits of Automating Attendance Tracking

Upgrading from manual timesheets or outdated punch clocks to an automated system offers numerous benefits:

Increased Payroll Accuracy: Reduces errors caused by manual data entry.
Time Savings: Automates attendance and payroll processes.
Better Compliance: Ensures adherence to labor laws and company policies.
Cost Control: Identifies overtime and absenteeism trends to manage labor costs.
Mobile Convenience: Allows employees to clock in/out from anywhere.
Enhanced Reporting: Provides actionable insights into workforce productivity.

Conclusion

Selecting the right attendance system is critical for real estate companies to stay competitive, manage labor costs, and maintain payroll accuracy. Whether you need mobile tracking for field agents, biometric security for office staff, or a combination of both, there’s a solution that fits your needs.

By considering factors like mobility, integration, and budget, and by exploring platforms like Deputy, TSheets, or Open Time Clock, your company can streamline attendance management and focus on growth.

Ready to find the perfect attendance system? Take the next step today by exploring a free trial or scheduling a demo with one of these platforms.