Case Study: Timekeeping

I. Background

About ViecCo

ViecCo is a platform that connects workers with businesses, focusing on short-term seasonal labor. Their main domain is logistics, warehouse jobs, and similar roles. Their direct clients are businesses, while the workers are their end-user

About timekeeping module

Timekeeping is a critical module, especially for short-term seasonal workers. That's because the hours they work are the main basis for calculating their pay.

Here are 2 common timekeeping methods ViecCo’s clients have been using:

• Fingerprint scanning: This method has a limit on the number of fingerprints it can store. Since seasonal workers change frequently, it's a hassle to constantly set up new profiles.
• Manual, paper-based, with ID cards: This is simple and commons, but it's not digitized, which means a high risk of errors and potential financial losses.

These methods have quite a few pain points that haven't been resolved, directly impacting clients' revenue and the workers' experience. That's why ViecCo chose to use mobile phones as the primary timekeeping tool:

• Almost everyone has a mobile phone, which saves on initial setup costs.
• It can record a lot more information, like time, photos, and location.

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II. Problems

At that time, ViecCo application support many ways to clock in and out, which can easily confuse worker about which method to use. And, since each business has different operational processes and conditions, they'll prioritize different methods. Therefore, we need to design a new timekeeping flow that ensures:

• Building a timekeeping solution that's reliable and flexible enough for each client.
• Ensuring a good experience for workers.

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III. Progress

Analysis

First, we need to know what we have on the table, what existing timekeeping methods ViecCo currently uses, as well as potential solutions in the market. We'll then analyze their pros and cons, and see if there are any possible improvements.

1. Static QR Scan

The employer prints out a QR code for timekeeping and posts it at the work location. The worker then uses their app to scan this QR code.

Pros:

• Extremely simple and cost-effective to set up
• Workers can clock in by themselves

Cons:

• Workers could potentially cheat, clock in for others.

2. Dynamic QR Scan

A computer or tablet is set up at the work location to display a QR code that changes constantly over short intervals. Workers then use their app to scan this dynamic QR code.

Pros:

• Simple to set up
• Doesn’t change the worker’s previous timekeeping experience
• Helps prevent workers from clocking in for other
• Workers can clock in by themselves

Cons:

• Requires a computer or tablet

3. Selfie Clock-in

The worker uses their app to take a photo of their face and submits it to clock in. When the photo is taken, the app records the time, image, and location to ensure a valid clock-in.

Pros:

• Includes an image, which increases reliability
• Workers can clock in by themselves

Cons:

• Worker’ll need a little time to get used to it

4. Employer Scans Worker

The employer uses their app to scan a QR code provided/belonging by the worker.

Pros:

• Ensures high reliability because both the employer and the worker are involved in the confirmation process.

Cons:

• The business will need to allocate staff for this task

5. Employer Confirms

The employer uses their app to confirm that the worker is present.

Pros:

• Allow the employer to take charge in cases where a worker’s device has issues

Cons:

• Completely relies on the employer, the system doesn’t record any information from the worker.

6. ViecCo Confirms

A ViecCo staff member uses their app to clock in for a worker (after confirming with and getting approval from the employer). This is the last-resort backup option. ViecCo supports the employer in situations where all other methods aren't working as expected, because the top priority is still to ensure everything runs smoothly and doesn't get stuck for any reason.

Pros:

• Acts as a backup for all error and glitch scenarios

Cons:

• High risk as it doesn’t record any verifying information about the worker’s presence.

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Key Takaways

• Even though there are multiple clock-in methods, if a worker has successfully clocked in using method A, they won't be concerned with the remaining methods.
• → Workers really just need one best method.
• We can broadly categorize timekeeping methods into two main groups: worker self-clock-in and employer-assisted clock-in. Most businesses will favor options where workers can clock themselves in, as this means they don't need to assign staff and effort to handle it.
• → Prioritize worker self-clock-in methods.
• Electronic devices like phones, tablets, and computers always carry certain risks (dead batteries, no internet, lag, etc.).
• → Always support a backup plan.
• Simpler methods are often easier to cheat. Conversely, more reliable methods usually come with a trade-off in complexity or involve more touchpoints.
• → Allow clients to choose their preferred method based on their risk tolerance and specific circumstances.

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Design

• To keep things simple, we'll only display one primary timekeeping method at a time. Employers can configure this based on their business needs. Any other available methods will be hidden but still easily accessible with a single tap.

• Before, during, and after a shift are three different moments, and workers will need different information displayed at each time. It's also crucial to confirm whether a worker has successfully clocked in so they can focus on their work with peace of mind.

• Clock-in is one of the most frequently used actions by workers. So, we decided to add a Floating Action Button (FAB) on the Home screen that workers can use to clock in easier and quicker.

• Handling edge cases and related issues
  • Timekeeping is just a feature, the ultimate goal is to ensure workers show up and their attendance is accurately recorded. That's why ViecCo also implemented an automated system to call and remind workers to come in (especially useful for late-night or early-morning shifts).
  • We log and display clock-in history so workers can check their own records and report any inaccuracies.
  • We also handle cases where shifts overlap (e.g., when one shift ends, another immediately begins).
  • There will always be backup support available for workers. (with multiple touchpoints)
  • Notify workers clearly and as early as possible if a shift is canceled.

Goal Alignment Assessment

• Flexible? Yes, employers can configure the available clock-in methods.
• Reliable? Not 100% sure, but at least there are always multiple backup options to ensure worker can clock in.
• Good experience for workers? Yes,
  • Displays only one primary method to prevent workers from getting confused by too many options.
  • Always provides support options when workers encounter issues.
  • Offers a way for workers to clock in quickly.