Can AI be a helping hand in digital time registration?

More and more companies have adopted AI technologies in order to optimize and create greater value. Including Google, Amazon, Tesla and Airbnb. AI has also proven to have great potential in the administrative field. Here it is particularly Machine Learning technologies, chatGPT and chatbots that have become popular. In this blog post, we delve into how AI can make the entire process of time registration easier, more efficient and more accurate.

Intelligent approval process and identification of errors

One of the challenges with time registration is to ensure correct approval of registrations. It is often a time-consuming process for the administrator to ensure that the registrations are correct and complete. Here, AI can contribute to a more accurate approval process for the administrator. By analyzing data about employees’ previous records, AI systems can identify deviations and potential errors in the time registrations. For example, if an employee registers a certain work period that deviates from the normal, the AI ​​system can find the deviation. This allows the administrative staff to easily detect the anomalous registrations. In this way, you can ensure that only the correct and valid time registrations are approved.

How can AI improve the daily time registration?

One of the most promising applications of AI in digital time registration is predicting the time registration. AI-based systems can analyze and interpret data from various sources, including e.g. electronic calendars and employees’ previous registrations and check-ins and check-outs on e.g. a terminal or app. By training AI models with this historical data, the system can learn to recognize patterns and provide relevant recommendations and reminders to employees. This reduces the time and manual errors that can be associated with time recording for both the employee and administrative staff.

Optimization of planning

As a manager or administrator, it is not always easy to assess how long a given work task will take, or which employee has the right qualifications and the necessary time to solve it most efficiently. But with AI’s ability to collect and analyze data from employees’ past time records, the system can more easily predict how long time a given task or project will take. At the same time, AI can take into account factors such as employee qualifications, availability and workload. All this makes it easier for managers to plan employees’ working hours more effectively, so that they reduce the costs of lack of productivity, workload imbalance and the risk of overtime.

Prepare the employees 

Certain challenges that should be considered. For example, automated collection, monitoring and analysis of employee activities can create privacy concerns and lead to a relationship of distrust between employer and employee. It is therefore important to establish clear guidelines and limits for the use of AI in time registration to ensure that employee rights and ethical standards are respected.

For the same reason, employees should be informed when you start using AI technology in the company. Some employees may be skeptical about  automation of time registration or worried about how AI will affect their jobs and working conditions – will machines take over their tasks? It is therefore important to communicate and train employees about the benefits of AI and give them the opportunity to provide feedback and contribute to continuous improvement.

By being aware of and addressing these challenges, companies can implement AI-based solutions both inside and outside of digital timekeeping in a responsible and efficient way.

Be aware of where the data is stored

If you choose to implement an AI system, including e.g. a time registration system with built-in AI technology, you should be aware of where the data is stored, how long it is stored and who has access to it. Regardless of where the data ends up, it is important to follow relevant data protection and privacy regulations to ensure that the data is handled securely and lawfully. This may include compliance with the General Data Protection Regulation (GDPR) in the EU or similar laws and regulations.

Where the data ends up, whether it is encrypted and whether it complies with the rules depends on the specific provider and the implementation. Here are 3 different options:

1. Local storage

The data can be stored on the local servers or systems where the AI ​​system runs. This may be the case if the company has invested in infrastructure to run the AI ​​solution internally.

2. Cloud storage

The data can be stored in cloud-based services such as Amazon Web Services (AWS), Microsoft Azure or Google Cloud Platform. A lot of AI solutions benefit from cloud storage in order to use the scalability or performance on thise platforms.

1. Third-party data centers

Some companies may choose to outsource their data management to external data centers that specialize in storing and processing data. These data centers can be dedicated to AI processing and analysis.

It is important to note that GDPR compliance is a continuous process and that you as a company should evaluate and update your data protection policies and procedures regularly to ensure compliance with applicable legislation and best practices.

AI in Intempus 

AI technologies are here to stay, and this holds many possibilities in relation to digital time registration. That is why we are already working on integrating AI technologies into our system, so that current and future customers can get an even more intelligent, efficient and secure time registration.

If you are interested in hearing more about the possibilities with Intempus and how we can meet your specific needs for digital time registration, do not hesitate to book a free demo or give us a call on +45 26390400.

Sources: quinyx.com, mckinsey.com, businessnews.dk

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