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Cloud-Based Time and Attendance

Written by Ana Canteli on October 03, 2025

Digitizing time and attendance isn’t a “nice to have”: it’s the most reliable way to ensure regulatory compliance, productivity, and auditable data. In any country or industry, organizations that consistently record clock-ins, clock-outs, breaks, and overtime operate with greater rigor and less friction; HR cuts manual work and leadership makes decisions based on evidence, not assumptions.

The good news: it doesn’t have to be complex. With OpenKM we offer a fully managed cloud service: we implement, maintain, and support; you pay a predictable monthly fee and get a centralized, auditable, and scalable system for the entire company. It works across office, shop floor, construction sites, retail, and field teams: web and mobile where it makes sense; an on-station terminal where needed; and everything consolidated in the cloud so you can stay compliant, save HR time, and respond to audits with total peace of mind.

Ready to scale and excel at compliance. From day one you’ll have an employee portal, an HR dashboard with clear reports (hours worked, breaks, night hours, overtime), and payroll integration to close the month without friction. Real-time traceability and data governance give you the control you need to move from theory to daily operations: what’s recorded, who accesses it, and how it’s retained.

What we actually solve

• Legal compliance for time and attendance, with no spreadsheets or home-grown hacks.
• Cloud-based recording, accessible from any site and device.
• One service for the entire company, not just offices: shop floor, construction, stores, and field staff.
• Solid evidence for audits and inspections: clock-ins, clock-outs, breaks, and overtime with full transparency.
• HR time savings: ready-made reports, fewer emails, fewer corrections, less stress.

What the monthly fee includes

• Managed cloud platform: provisioning, configuration, backups, security, and updates.
• Guided onboarding: sites, shifts, calendars, and permissions.
• Employee portal and HR dashboard with clear reports (hours worked, breaks, night hours, overtime).
• Integration with your payroll or HR system so everything matches at month-end.
• Responsive support: we answer questions, fine-tune rules, and support you day to day.
• GDPR compliance: policy templates, best practices, and non-biometric alternatives when needed.

Result: you record working time easily, everything is tracked and available in real time, and your HR team gains time and peace of mind.

How it works (in 3 simple steps)

1. We start with you: we learn how you work and set up the service with your sites, shifts, and users.
2. We connect the time events: web for office staff, mobile for field teams, and terminals (fingerprint, card, or PIN) for shop floor, construction, or stores.
3. You’re set: see time events in your dashboard, approve overtime with one click, and download the reports you need.

Real use cases (no fuss)

Office

Your team starts the day, clocks in in seconds, and forgets about it. If someone forgets to clock out, the manager sees it on the dashboard and fixes it immediately. No more email back-and-forth or “I forgot.”

Field teams

Sales reps and technicians record their hours from mobile, easily. Ideal for people on the road or visiting clients. Everything shows up instantly in the reports.

Shop floor & warehouse

Operators clock in right at the workstation on a simple terminal (fingerprint, card, or PIN). Fewer misses and a clear record of ins, outs, and shift changes. Overtime is captured and can be approved with one click.

Construction sites

On site, a rugged kiosk enables clocking even with poor coverage. Records are saved and uploaded once the connection returns. You keep seeing everything from the cloud without worry.

Retail & points of sale

In store, staff clocks in at opening and out at closing. If someone forgets to clock out, the system proposes a closure for the manager to confirm. You get a per-store summary at month-end, fully aligned with payroll.

Healthcare & sensitive facilities

For restricted areas, we can combine time tracking with secure credentials. The key point: everything is documented and accessible, with full clarity for internal audits.

Logistics & multi-site

If you have several locations or rotating shifts, you’ll see a consolidated view in one dashboard: who’s on, who’s in/out, and how overtime is evolving. Shift and coverage planning becomes easier.

Public sector & regulated environments

Our service facilitates traceability and retention of records for the legal period, with clear reports. Ready to respond to requests without rush or extra paperwork.

Growing SMEs

Start with one site and a few users; open a new branch tomorrow. No problem: it’s scalable. Add people and sites without redoing the project. The monthly fee grows with you predictably.

Benefits you’ll notice from the first month

• Zero IT: no servers or installs. Just connect and go.
• Less manual work: goodbye to Excel, screenshots, and “I forgot to clock in” emails.
• Overtime under control: managers approve or reject from their dashboard.
• Full visibility: reports by person, site, or project, ready to download.
• Peace of mind for inspections: clear, organized evidence.
• True scalability: more sites, more users, or more terminals—without headaches.

Quick answers

Do I need to buy terminals?
Not always. Office and field can run on web and mobile. If you already have terminals, we can reuse them; if not, we’ll suggest options.

What about biometrics (finger/iris)?
Only if necessary. We always offer alternatives (card/PIN) and guide you to meet privacy and best-practice requirements.

How do we pay?
With a monthly subscription, clear and predictable. Hosting, support, and updates included.

Can I export the data?
Yes. Download PDF/Excel, among other formats, and we integrate with your payroll to close the month painlessly.

What if there’s no coverage at a site?
We keep working. Records are stored and synced when the connection comes back.

Request a demo and we’ll show you the system using your own scenarios.