How to effectively manage time and attendance in libraries

Flexible registration of arrivals and departures

The foundation of any accurate time and attendance system is the recording of employee arrivals and departures, i.e. working time registration. In libraries, there are often different types of workplaces — from administrative staff in offices to librarians who move between departments or even work in the field (e.g. in a mobile library).

It is therefore important that a digital time and attendance system, such as Spica's, enables different recording methods tailored to the respective working conditions. Different types of registration make it possible to record arrivals or departures via terminals installed at the entrance to the library, but above all via cell phone or web application.

In special cases, it may also make sense to register arrivals and departures using Bluetooth beacons, Wi-Fi connections or at "self-service kiosks"." The key point is that the various registration technologies can be combined with each other.

Another major advantage of digital time recording is that an employee who forgets to register their arrival or departure can quickly submit a correction request via the app. Department managers can approve these requests in real time so that any errors can be rectified immediately.

For example, if an employee forgets to register their arrival upon entering the library, they can correct this error directly through the system, reducing the administrative burden at the end of the month.

The main advantages of digitized time recording for libraries are:

• Notification and reminder of registration via mobile phone.
• The ability to restrict the locations at which it is possible to log in.
• Optimized recording of arrivals and departures.
• Registration via terminals, mobile applications or web portals.
• The option to make correction requests in the event of an error.
• Transparent access for employees to view their hours, overtime and leave status.

Easy management of multi-shift schedules in libraries

Libraries often work in multiple shifts to meet the needs of users. This means that librarians need to be available on different shifts, including mornings, afternoons and weekends. Managing such schedules can be a challenge, especially if the library does not have appropriate tools to plan and record working hours.

The solution Spica offers to such challenges is called Dynamic Scheduling. Department heads can easily create schedules for the entire month, taking into account various parameters such as the library’s operating hours, legal working time restrictions and the requirements of individual employees.

For example, a library that works on Saturdays can use dynamic scheduling to create a schedule that automatically adjusts the work of individual employees to their skills and preferences.

The system also allows tracking of schedule changes and instant insight into potential absences or substitutions. Managers can quickly and easily reassign employees if someone suddenly falls ill or is on a business trip. This reduces the administrative burden and improves the organization of work in the library.

Advantages of dynamic scheduling:

• Easy planning of multi-shift schedules.
• Recording of working hours according to the assigned schedule.
• Ability to quickly adjust schedules in the event of absence or substitutions.
• Better overview of working times and fewer planning errors.
• Real-time insight into who is working where.

Recording overtime and absences in libraries

Recording overtime and absences is crucial for fair treatment of employees and proper payroll accounting.

In libraries, where unexpected tasks such as organizing events or extended hours for special projects often arise, effective recording of overtime is even more important.

A good digital time and attendance system ensures consistent management of absences and overtime. Employees can keep track of how many extra hours they have worked, and the system automatically records these as overtime. Department managers can approve overtime in real time, which reduces the administrative burden at the end of the month and enables continuous monitoring of working hours.

For example, if a librarian works overtime due to extended opening hours for a special event, this is automatically recorded and clearly visible in the system.

In addition to overtime, effective management of absences such as sickness, vacation and business trips is also important. In libraries, employees are often absent at short notice and need to be replaced quickly. A good system allows employees to submit vacation or sick leave requests via the app, and supervisors can approve or reject these requests directly via the system.

In the case of sick leave, the system can immediately relay information about the absence so that tasks can be quickly reassigned. For example, if a librarian who is responsible for visitor reception falls ill, the head of department can quickly assign a replacement employee and thus avoid interruptions to the workflow.

The main advantages of managing overtime and absences:

• Automatic recording of overtime and monitoring in real time.
• The ability to submit vacation and sick leave requests via the app.
• Quick approval or rejection of requests by department heads.
• Reassignment of tasks when employees are absent.

Automated data export for payroll calculation

One of the biggest challenges in time and attendance recording is linking the data to the payroll system. Manually recalculating hours and overtime is time-consuming and error-prone, especially in libraries with a large number of employees.

A good digital time recording system is characterized by the fact that it enables the automatic data export of working hours and overtime directly into the payroll systems.

For example, a library can easily transfer data from the Spica system to the payroll software, enabling fast and accurate payroll accounting without manual recalculations. The system ensures precise calculation of night work, weekend shifts and overtime, thus guaranteeing correct and legally compliant payroll accounting.

Automated data export saves libraries time that they would otherwise have to spend on manually recalculating hours and preparing payroll.

In libraries with a larger number of employees, this time saving can amount to several working days per month, which means less stress and greater payroll accuracy for administrative and accounting staff.

API connection opens up a wide range of possibilities

Spica’s time and attendance system allows connection to other systems (via REST API), which can further optimize library workflows. For example, libraries can integrate the time and attendance system with event management or visitor tracking systems, enabling comprehensive management of all activities in the library.

Libraries often organize events, workshops and library education sessions involving different departments and staff. By linking time and attendance tracking with event organization tools, libraries can track exactly which employees are responsible for certain events and when these events took place. In this way, the library can easily organize work even when a staff member is absent, as the system can quickly find replacement staff.

Spica's time tracking solution enables libraries to optimize their work processes, improve accuracy in time tracking and payroll, and increase transparency about employee working hours. With flexible registration methods, automated data export and integration with other systems, libraries can create an efficient working environment tailored to their specific needs.

Read more about Spica's solution for time and attendance tracking.