Using the smartphone to record
employees work hours and open doors
Today, employees no longer necessarily start their working day at the entrance to the company building. Up to now, working in the field, on a construction site, in mobile care services, on call or in other areas of operation has required the corresponding working time to be recorded in a central system. In this way, companies comply with legal documentation requirements.
With the IF-6020 Mobile and IF-6040 Mobile solutions, every employee can document working times while on the move using their smartphone. The procedure is identical to booking on the recording device. Sickness reports can also be sent immediately to the HR department or the head of department. Booking while on the move eliminates the need for time-consuming follow-up work, including documentation and approval of hours worked, and saves both employees and supervisors a considerable amount of time. Employees retain an overview of their time account, which is displayed to them on the move. Employees also use their smartphones to correct absences, submit vacation requests or find out which colleague is currently on duty. These work steps make mobile working efficient and effective.
The new IF-6040 Time application offers even more functions on the smartphone. Here, the focus was on the mobile application right from the start. All user dialogs are designed in the so-called “Responsive Design”. Whether the employee is working with a computer, tablet or smartphone, the user interface automatically adapts to the respective end device. This gives companies even more flexibility: For example, they can submit or approve applications on the go at short notice using a smartphone. The modern and contemporary design provides optimal support for the user. The available functions can be preconfigured by the company and the most important tasks can be clearly displayed on the start page, the “dashboard”. This makes the system fun to use and at the same time prevents incorrect entries. The amount of support required is significantly reduced. The intuitive usability in turn reduces the need for training for new employees.
If the cell phone is not connected to the Internet, the employee can still make time bookings. These are stored locally and synchronized as soon as an Internet connection is available again. Of course, the whole process is secured with modern procedures, such as those used in home banking.
Interflex also offers solutions for smartphones in the area of access control with its IF-6040 software. With the “Key” app, employees can use their smartphone as an employee ID card. The key is stored in the phone via a secure connection and encrypted in the app. It is impossible to read this key or transfer it to another cell phone.
The implementation is optimally secured and yet extremely simple. The employee downloads the app from the App Store (Apple) or Play Store (Android) and applies for a mobile key by phone, e-mail, or even in person at the ID card issuing office, depending on the company. He then receives an email with a QR code with which he registers. Final activation takes place by entering a password. This is communicated to the employee in a separate way. From now on, the employee can use his smartphone as an access card. The validity period of the key can be set. The app automatically checks with the central server at cyclical intervals to see whether the key is still valid.
The solution is secured with the best encryption method currently available: a PKI (Public Key Infrastructure) and the hybrid encryption protocol TLS (Transport Layer Security V1.2) for secure data transmission on the Internet.
The application can be installed on company phones or on employees’ smartphones (BYOD). While an employee ID card is sometimes forgotten, people almost always know where their smartphone is.
A booking can then be made using Bluetooth® Low Energy or NFC (Near Field Communication) technologies at any electronic access terminal. This applies to both access readers and time and attendance devices. Which technology is used depends crucially on the end device and the intended use. Devices from the manufacturer Apple currently do not support NFC for access control. BLE is always used here. For Android devices, it depends on the intended use. Depending on the device type and software version, booking within the building can be done quickly and conveniently using NFC. If, on the other hand, a barrier to the employee parking lot is to be opened from a car, the range plays a greater role. This is where BLE comes into play. The practical thing about this is that the user doesn’t have to do anything. The application automatically switches between BLE and NFC. The reading range can be set individually via terminal.
The advantages for companies and employees are obvious. Badges can be issued decentrally and on the move at any time, as employees no longer need to visit a badge issuing point. This saves time and money. The number of replacement badges and their return are significantly reduced because smartphones are less likely to be forgotten or lost than badges. Last but not least, the costs for purchasing and managing a classic employee ID card are eliminated.
The app offers more freedom for employees and flexibility in issuing, managing and using employee badges. This saves companies and employees time and money while increasing employee satisfaction. Interflex’s mobile solutions for access control and time and attendance noticeably increase convenience, efficiency and security for companies.