The Benefits of a Digital Sign-Out Sheet
What is a digital sign-out sheet?
The digital sign-out sheet fixes the failures of the paper sheet:
- It indicates the time of the last pass in a clear and legible way.
- It keeps a tamper-proof record of the staff passing: those records can be checked remotely, and linked to current tools such as Microsoft Excel or Google Sheets.
- It also allows user to report potential problems.
It also contributes to a positive image for the cleaning company, and highlights its action.
The benefits of anonymity
This device is very different from the timesheet that we will describe below. Its purpose is to facilitate the relationship between the service provider and the client. The data collected does not need to contain personal information from employees. It doesn’t matter if Mrs. X or Mr. Y came by at 11:00. What is important is that the service has been completed on time. This prevents some possible social conflicts, which a traditional time system may cause.
Digitalize your processes with Skiply
Don’t wait for your customers to impose solutions on you. Whatever your need, Skiply experts can help you optimize your methods to make proof of time and sign-out more efficient. Our aim: to allow you to win more tenders by proposing a digitalized offer at the best cost.
What is a timesheet?
The timesheet is also known as a time card. Employees use it to indicate their arrival and departure times at work. It can take the form of a simple paper document. It must be signed by both the employee and the employer every week or month.
Content of a timesheet
The purpose of the timesheet is to control the effective working time of a person in the company. However, no legal formalism is imposed. It can therefore also take the form of an Excel table. At the very least, it must contain an employee’s daily arrival and departure times down to the minute, with a weekly and monthly summary.
Types of time clocks (or badges)
In some companies, time clocks are set up to automate and control the recording of hours. These devices must be:
- Adapted (especially in view of the respect of individual freedom)
- Allow consultation of the data by the labor inspectorate
- Provide employees with easy access to data
Mobile time clocks can be used when employees are seconded, i.e. they do not usually work on the premises of the company that employs them. This is the case on building sites and in cleaning companies. Employees will then be equipped with magnetic or RFID badges or cards. They can also be assigned a personal code to enter on the time clock.
QR code-based time and attendance systems (such asSkiply’s Ubiqod) can also facilitate the recording of employee hours, both inside and outside the company.
What is a sign-out sheet?
A contractual tool different from the sign-out sheet
Unlike the timesheet, the role of the sign-out sheet is to ensure that a person has come through a location as part of a contractual relationship. Today, most of the time, it is an A4 sheet hung on the wall and signed by the staff when they pass. For a cleaning contract that provides for 3 visits per day, the client will be able to check the work done by their facility management provider.
For certain missions, we also talk about intervention forms.
A means of informing the public
The sign-out sheet can also be used to inform the public about a service. It can reassure users of public toilets that they are clean by indicating the time of the last visit of the disinfection team.
However, this paper device has many drawbacks:
- Easy to cheat: a 16-hour passerby can add fictitious past or future check-ins, which require additional checks by the principal.
- Pain to fill out: staff have to take the sheet down, find a pen, fill it out and put it back up.
- Waste of time: the consolidation of information can only be done by going on–site and collecting all of the different sheets.
With Skiply, you will avoid all of these annoyances by having your staff use a digital timesheet. Get in touch with us today to get started.
Also to be discovered: how to trace cleaning services with seconded personnel.