Guide
How to Replace a Paper Attendance Register With an App
A rollout plan that keeps payroll safe while you switch.
Short answer: Set up branches, shifts and employees in an attendance app, then run the app and the paper register side by side for one week. Compare the two, fix branch areas and shift times, switch the register off in week two, and use the app’s report for your first month-end export to the accountant.
The four-week plan
| Week | What happens | Done when |
|---|---|---|
| Before | Add branches with locations, employees with phone numbers, shifts, holidays and weekly offs. | Every employee can sign in to the app. |
| Week 1 | Parallel run: staff check in on the app and sign the register. | The app's daily view matches the register. |
| Week 2 | Fix what week 1 showed — widen an attendance area, adjust a shift or grace period. Retire the register. | Managers work from the app only. |
| Weeks 3–4 | Handle corrections and leave in the app. Review flagged days weekly. | No attendance questions on WhatsApp. |
| Month end | Export the monthly report to Excel or CSV and send it to the accountant. | Payroll runs from the export. |
Getting staff on board
- Explain why: fewer disputes about late marks, and corrections that are recorded rather than forgotten.
- Be clear about privacy: location only at check-in and check-out, no tracking during the day.
- Make day one easy: the phone number you add is their invitation — they install the app and sign in.
- Keep a fallback: anyone without a working phone on a given day can be marked by the manager, with a reason.
Mistakes to avoid
- Switching off the register before one parallel week.
- An attendance area so tight that staff inside large buildings are flagged every day.
- Changing payroll at the same time. Replace the register first; keep your accountant's process as it is.
See how this plays out in three worked examples, or read how to track attendance across multiple branches.
Frequently asked questions
How long does it take to switch from a paper register to an attendance app?
Setup takes about a day for a small multi-branch business. Plan one week of running the app alongside the register, then switch the register off.
Do employees need smartphones?
Yes, for self check-in. Managers can record attendance for someone without a working phone, and that entry is marked as manager-entered with a reason.
Will this change how we do payroll?
It does not have to. Export the monthly attendance report to Excel or CSV and give it to your accountant as you do today.
What if the internet is down at a branch?
Preez saves the check-in on the phone and sends it when the connection returns. It is shown as verified only after the server accepts it.