Staff attendance and scheduling automation

Purpose

1.1. Automate staff attendance tracking and schedule management for after-school programs.
1.2. Enable digital check-in/check-out, absence recording, shift swapping, and automated timesheets.
1.3. Reduce manual entry errors, ensure compliance, and provide real-time visibility of staff presence.
1.4. Integrate with payroll, HR, and parent communication systems for seamless operations.
1.5. Allow instant reporting for audits, ratio management, and government regulations.

Trigger Conditions

2.1. Staff member scans badge, submits PIN, or geofences into facility (arrival/departure).
2.2. Scheduled time block begins or ends.
2.3. Request for sub shift or absence is submitted.
2.4. Approvals/denials on substitute requests received.
2.5. Parent check-in/out notifications activated.

Platform Variants

3.1. ADP Workforce Now
• Feature/Setting: Time & Attendance API — configure to fetch/check punch events on arrival/departure.
3.2. Kronos Workforce Central
• Feature/Setting: Workforce Ready Scheduling API — connect schedule builder and absence notifications.
3.3. UKG Ready
• Feature/Setting: Mobile Attendance API — integrate check-in/out via mobile device/QR code.
3.4. BambooHR
• Feature/Setting: Time Tracking API — record entries and auto-notify supervisors on lateness.
3.5. Deputy
• Feature/Setting: Shift Swapping API — configure auto-approval or alerts for open shifts.
3.6. Gusto
• Feature/Setting: Hours API — sync hours worked for payroll calculation from scheduled check-ins.
3.7. Zenefits
• Feature/Setting: Time Clock API — automate clock-ins and sync to HR records.
3.8. Paychex Flex
• Feature/Setting: Attendance API — collect entries and trigger alerts for overtime risk.
3.9. When I Work
• Feature/Setting: Scheduling Webhooks — auto-update schedules via webhook for late/no-shows.
3.10. QuickBooks Time (TSheets)
• Feature/Setting: Timesheet API — ingest check-in/out events and push to timesheet.
3.11. Brightwheel
• Feature/Setting: Attendance API — auto-log staff in/out as well as child:staff ratio alerts.
3.12. Procare Solutions
• Feature/Setting: Staff Clock-In Integration — connect badge/NFC events to staff logs.
3.13. Sign In App
• Feature/Setting: Events API — register staff check-in via PIN/QR and report to admin.
3.14. SafetyCulture (iAuditor)
• Feature/Setting: Scheduling API — automate attendance data capture for safety logs.
3.15. SIS Integrations (PowerSchool, Skyward)
• Feature/Setting: Staff Attendance Endpoint — push daily logs for compliance reporting.
3.16. Google Workspace
• Feature/Setting: App Script Triggers — auto-log Google Form attendance to Sheets/Drive.
3.17. Slack
• Feature/Setting: Workflow Builder — trigger prompt for shift arrival, automate reminders.
3.18. Microsoft Teams
• Feature/Setting: Power Automate — auto-notify on check-in/failure to check-in.
3.19. Twilio
• Feature/Setting: Programmable SMS API — alert staff/admin of missed check-in.
3.20. Zapier
• Feature/Setting: Google Sheets/Calendar Integration — auto-update rosters and absences logged.
3.21. Okta
• Feature/Setting: SSO & API — enforce authentication on digital check-in/out terminals.
3.22. FingerprintJS
• Feature/Setting: Device recognition API — validate staff identity on attendance action.

Benefits

4.1. Eliminates manual data entry, reducing administrative workload and errors.
4.2. Real-time visibility on staff attendance and child:staff ratios for compliance.
4.3. Improves payroll accuracy and reduces unauthorized overtime.
4.4. Enhances accountability and auditability for licensing and safety standards.
4.5. Streamlines communication for scheduling, absence, and emergency coverage.