How We Digitized a Client’s Attendance Tracking System

The Client’s Challenge

In early 2022, the client’s parent company in Germany decided to introduce a unified attendance tracking system using chip cards and attendance terminals across its branches.

The objective was to centralise employee and attendance information and make it readily accessible at group level.

At the time, the Slovak company employed approximately 20 people and recorded attendance manually in Excel. This process was time-consuming and created a risk of errors and ambiguity, particularly when recording employee absences.

The main challenge was to configure the new system so that it reflected Slovak labour-law requirements and the client’s organisation of working time.

How the Transition to Digital Attendance Tracking Worked

We divided the implementation into several steps to configure the new system correctly, test its operation and subsequently integrate attendance data with payroll processing.

1. Training on the New Attendance System

Our team became familiar with the new attendance system based on chip cards and attendance terminals.

The implementation included regular training sessions focused on processing data in the new software and sharing practical know-how between the client and BDO.

2. Alignment with Slovak Requirements

We identified the specific features and differences of the new attendance software and reviewed its configuration against Slovak requirements for working-time records.

We worked closely with the system administrators to address individual issues and adjust the settings required for the Slovak operation.

3. Attendance and Payroll System Configuration

We completed the employee database and configured the information required for accurate attendance processing and its subsequent use in payroll.

Configuration of employee employment arrangements.

Recording of outstanding leave balances and annual leave entitlements.

Standardisation of attendance codes.

Configuration of a monthly attendance report for import into the payroll system.

4. Parallel Attendance Processing

During the transition period, we processed attendance using both the existing and the new approach in parallel.

This allowed us to compare the results, identify discrepancies and verify the accuracy of the reports used for payroll before fully transitioning to the new system.

5. Data Review and Necessary Corrections

The process included regular review of the recorded data and assessment of incorrect or missing entries.

Manual corrections were required in cases where employees had not used their chip cards, as well as for selected senior employees.

6. Ongoing Client Support

Following implementation, we continued to support the client with attendance processing and its connection to the payroll agenda.

This included support with new types of absences, employee onboarding and offboarding, and other ad hoc situations related to attendance and payroll processing.

Results of the Cooperation

Together with the client, we implemented a centralised attendance tracking model that replaced the previous manual Excel-based process and connected attendance data with payroll processing.

Reduced manual administration associated with maintaining attendance records in Excel.

Reduced risk of errors and ambiguity when recording employee absences.

A centralised overview for the parent company of employee attendance in the Slovak subsidiary.

A more consistent approach to working-time records reflecting Slovak legislative requirements.

The scope of the cooperation gradually expanded to include additional HR and payroll activities. BDO now provides the client with external support across several stages of the employee lifecycle.