eziTracker is a telephony
based system that enables an organisations remote work force to
log their actual time at work and eliminate the tedious task of
completing paper timesheets. This naturally means a dramatic reduction
in administrative tasks which will free up time to concentrate
on other areas of the business.
The employee is given a unique PIN number and a free phone telephone
number to call. The staff member/s arrive on site and call the
free phone number, at which point they will be prompted to enter
their unique PIN number. eziTracker will then advise the employee
of their current status within the system. This will be either
"you are currently logged in" or "you are currently
logged out". eziTracker will then request an response - "enter
1 to log in" or "enter 2 to log out". This is dependent
on their current status.
Once an employee has logged into eziTracker the system knows
which telephone that employee has logged in from and will translate
that information into a readable form within Quickviews/Reports.
eziTracker has a simple
set up where all locations are entered into the system so the
information can be brought together at a natural point. There
may be an occasion where the number is not recognised and the
system will pull this out as an unknown site. At this point this
is an exception and can be addressed accordingly. It may be that
the employee has logged out on-site but this is not within the
system or they have logged out at home or some other number to
try to cut corners.
The time is logged within eziTracker for both start and end time
and calculates actual working hours. Within eziTracker you can
set budgeted hours for a specific contract/site and the system
will highlight whether the organisation is over or under budget
for that particular site or contract.
This information is up to date and accurate.
an organisation to view data through one of the most common medium
in today's world - the Internet. By logging onto eziTrackerNet
you can access live information with regards to the whereabouts
of the remote workforce.
By using the Internet it doesn't matter where you are in the
world, so long as you have your User Name and Password you can
log onto the site to ascertain the live situation for a particular
client or any individual that may be causing concern.
eziTracker takes the
information from all the employees and puts the data into electronic
timesheets that can be viewed by employee, by site or by who is
currently logged in. The data is collated in such a way that the
views are easy to navigate and can quickly and seamlessly change
from screen to screen.
The information that is relevant to one particular site is calculated,
which will highlight the current status of the hours worked against
that of the budgeted hours.
If there is something specific to your organisations requirements
then one of our Account Managers will be more than happy to discuss
and investigate whether or not this is a feasible option.
the option of leaving a voice message for an individual employee,
specific contract or job or globally.
This is delivered to each individual employee and is collected
before the employee can log in or out of the system. This means
that you know the employee has received the message if they have
Currently organisations have to chase around trying to locate
an individual employee or they have to leave a message with someone
else to pass on. At no stage is it guaranteed that the employee
has received the information. eziTrackerVoice will have saved
valuable time and money by not making several phone calls trying
to locate a member of the remote work force.
Messages are recorded by the Manager/Supervisor and can range
from very simple requests or more in depth options. Some messages
as example are "please ring the office when you arrive on-site",
"the additional equipment you requested is situated in XXXX"
or "can you please do X extra today".
A report can be generated that shows the current status of any
message that has been left.
you can set up pre-defined parameters that request a response.
These can be such things as "enter job number", "enter
site code" or "specify the parts used".
In some circumstances organisations have requested personal information
from an employee such as "date of birth", "mothers
maiden name" or as extreme as "shoe size". This
will then eliminate any buddying up of employees should any of
the remote work force turn up late or not at all. This scenario
is usually carried out as a random check where several employees
within a contract or within the company are sent the message and
the buddy system is then reduced to a minimum and the organisation
has a true picture of actual hours worked.
Once again, if there is something specific that your organisation
would like eziTrackerVoice
to do, then one of our Account Managers will be more than happy
to discuss and investigate whether or not this is a feasible option.
on simple parameters that are set up within eziTracker.
The alerts can be delivered in two ways, either by e-mail or SMS
text message. The options are available on the basis that some
managers are away from their desk and will not be in a position
to respond to alerts that arrive by e-mail.
The alerts can be used in several ways to ensure the optimum
in customer service and client/contract retention. They can be
set to alert should an employee not be on-site for a specific
time, for example if you are a Cleaning Company where the job
in question has one person on-site. The current paper systems
that are probably in use would not highlight that there is an
issue until the following day when an irate client calls and asks
the question "why was no one on-site yesterday evening?"
you will be advised as soon as there is an issue. If the parameters
have been set to alert you when someone hasn't logged in 10 minutes
after their start time then the system will send either an e-mail
or SMS message. At this point, the company are now in a position
to respond to this area of concern. If no one else is available
to resolve the issue then a simple e-mail to the client or a telephone
call advising that you are aware, will eliminate any hard to face
telephone calls and give the organisation a reputation of being
in the know and second to none regarding Customer Service.
There are other extreme circumstances where alerts are a necessity
in today's world. For organisation such as Security or Social
Workers there could be a time when an employee needs to go into
a volatile situation.
The Alerts can be set in a totally different way - for example
if a normal visit would be 45 minutes you can set the system to
alert you should an individual employee not log out after 50 minutes
or 1 hour. Once again these parameters are set by you.
Once the alert has been triggered the organisation are once again
in the know with regards to the whereabouts of their employees
- in scenarios like this then there may be an issue and some action
needs to be taken.
Personal security is a major concern and there have been reports
of employees been taken hostage etc. In, all be it, rare occurrences
swift action is required.
The alerts may need to be looked at specifically for your organisation.
On these occasions our Account Managers are more than happy to
discuss your specific requirements and investigate the feasibility
of implementing such a requirement.
Quickviews are simple
reports that are viewed via eziTrackerNet
and are live reports as to the current whereabouts of your remote
staff. They highlight which sites have personnel on-site and you
can view who has logged in and logged out at what time.
These can be viewed;
Or as an overview of actual hours worked
against budgeted hours
One of the many benefits of having live information is that it
will highlight the exceptions such as over budget or certain members
of staff not being on-site and the necessary action can be taken
to resolve any issues that are evident.
From the quick views you can access data going back to 3 months
ago so that any queries that may arise from your clients can be
addressed quickly and easily.
Old systems such as paper timesheets and unorthodox data entry,
makes life difficult to get hold of the necessary reports in a
timely and cost effective fashion.
Within the Quickviews
option you can also look at individual employee or site details
to get an overview of activities etc. For example - if an employee
is scheduled to visit 4 sites per day and this is being achieved,
but always incurs 30 minutes overtime. This could be for a number
of reasons. The jobs that he/she is attending are too large, the
distance between the sites is too great or there could be a training
need for this particular employee. Whatever the reasons, you have
the data available and can address this as an area of concern.
Alternatively, it may be that an employee is completing the required
job under the estimated time and is getting home early every evening.
Some companies still pay the full hours that have been specified
and every body wins. However if there is sufficient time then
an additional contract may be taken on and that employee be given
a further incentive such as a pay rise or bonus.
Whatever the situation the data is there and will highlight the
exceptions for you to deal with.
As an integral part of the eziTracker
service your organisation will be sent a site report at the end
of each day which itemises every site with who logged in and out
and at what time. These reports are sent via e-mail.
In addition to the daily report, the eziTracker
system will supply you with a Payroll report
on a weekly, bi-weekly, 4-weekly or monthly basis dependent on
your requirements. This report is sent in a flat file format (.csv)
which can be imported, exported or disseminated through your business.
This report can be supplied minutes after the payroll cut off
to ensure that all payments to staff are made in a timely and
In 99% of cases it is possible to link the payroll report into
your existing payroll system where all the data regarding actual
worked hours are transferred. It may be necessary to customise
some part of the report or integration process.
Some organisations have already tailored the reports to fit into
existing systems that may need some specific information. This
may be a particular job number, reference or contract code.
It is at this point where one of our Account Managers can discuss
your requirements in detail to ensure that the reports generated
are those that you require and need. In today's market it is essential
to be flexible when integrating to existing systems and processes
of which eziTracker
is at the forefront of.
If you would like to discuss your organisations requirements
in greater detail or have a demonstration of the service then
please got to CONTACT DETAILS.