Buddy punching
Time cards or logbook signatures can be done for someone else, so working hours do not match who was actually on site — see our guide to preventing buddy punching.
Employee time & attendance system — face scan + GPS on mobile, no punch clock needed
An online time and attendance system that uses staff phones instead of a punch clock. Staff check in and out by scanning their face; the system checks it is a live person and checks GPS every time, and every clock-in keeps a photo, timestamp and location as evidence. Supervisors see instantly which branches still have no one — and for shift / frontline staff, actual working hours pass straight into payroll with no re-entry.
Before OrgFlow
Common problems
A device at every branch
You buy and maintain punch clocks or scanners at every location, buy more with every new branch, and lose attendance whenever a device breaks or the power goes out.
Not knowing who has not arrived
You wait to pull data from the device or call each branch, so by the time you know you are short, work has already stalled — and at month end you still copy hours into payroll by hand.
How it works
How time & Attendance System works
Open the employee app on mobile
Open it in a browser and add it to the home screen — no app-store install needed. See the staff side in the online time clock app.
Face scan + location check
Face match with liveness / anti-spoofing, plus a GPS check — out-of-area check-ins are blocked or flagged for review (per-site setting); photo and time are kept as evidence.
Supervisors see live headcount
Posts with no one checked in, or overstaffed against the shift roster, stand out in live status; forgotten check-outs trigger a push to supervisors.
Hours flow into payroll
For shift / frontline staff, actual working time is tied to the scheduled shift and used to calculate payroll at the branch rate for that period.
Key capabilities
What it does
Face scan with liveness check
Matches the registered photo and checks it is a live person, not a photo — staff phones replace scanners (face scan can be turned off per site).
GPS checked every time
Define the area as a radius, several circles or a boundary, with GPS accuracy tolerance; out-of-area check-ins can be blocked or flagged with the distance for review (per-site setting).
Photo and time evidence
Every check-in stores a photo, timestamp, location and distance, kept as evidence for the retention period your company sets.
Real-time headcount
View by branch / area how many arrived against plan and which posts are still short.
Forgotten check-out push
Supervisors get a push when someone forgets to check out; admins can record the time on their behalf, with a log of who did it.
Many ways to clock in
Kiosk tablet at the branch, QR stickers on site, NFC tag tap at check-in (Android), offline check-in that syncs later, and supervisors can face-scan for a team member with permission.
Ways to clock in
How many ways can staff clock in?
OrgFlow records clock-ins and clock-outs without tying you to a punch clock — pick the method that suits each branch or work site.
| Method | How it works | What you need | Best for |
|---|---|---|---|
| Face scan + GPS on the employee’s phone | Staff scan their face on their own phone; the system matches the registered photo, checks it is a live person and checks location every time. | A staff phone with a camera (iPhone / Android) — no app-store install | Every branch, field teams and staff who work at several locations |
| Shared face-scan tablet (kiosk) | Set up a tablet as the branch face-scan point; staff scan their face at the same spot. | A tablet with a camera per clock-in point | Branches that prefer not to use personal phones, or where many people start a shift at one entrance |
| QR code on site | Stick a QR code at the work site; staff scan it when checking in. | A printed QR code + the staff phone | Work posts where you want proof the person reached the spot |
| NFC tag tap | Staff tap their phone on an NFC tag at check-in. | An NFC tag + an Android phone (iPhone does not support Web NFC) | Sites where most staff use Android |
| Offline check-in | Check in even with no signal; the record syncs once the phone is back online. | Nothing extra | Construction sites, basements and other low-signal areas |
| Supervisor scans for the team | Supervisors with permission can face-scan to clock in a team member. | Supervisor permission enabled by your company | Teams where some people have no phone, or a phone is not working that day |
About GPS: location is checked every time, but by default out-of-area check-ins still go through — they are flagged with the distance for a supervisor to review. To block out-of-area check-ins instead, turn it on per site.
Who it’s for
Businesses that use it
Construction & Field Services
Mobile teams clock in at the actual work site with face scan + GPS.
Contract-Service Firms
Staff stationed at many client sites — no device needed at every post.
Factories & Warehouses
Prevents buddy punching across day and night shifts.
Restaurants & Retail
Know before opening which branches are still short-staffed.
FAQ
Questions about time & Attendance System
Is OrgFlow’s time and attendance system free?
No, it is not free software. Pricing depends on your team size and how you use it — book a demo or request a quote with the form on this page. What you do save is buying a punch clock or face scanner for every branch.
Do we need to buy face scanners or punch clocks?
No. Staff scan their face on their own phone (any iPhone or Android with a camera — no app-store install) and GPS is checked every time. If you want a shared point, set up a tablet as a face-scan kiosk at the branch.
How do you stop buddy punching and fake GPS?
GPS alone should never be the only evidence, so OrgFlow has staff scan their own face every time, checks it is a live person (not a photo), and keeps the photo, time, location and distance for review. You can block out-of-area check-ins per site, and where you need proof of presence on site, add a QR code, NFC tag or a branch tablet.
What if an employee forgets to check out?
Supervisors get a push notification when someone forgets to check out, and admins can record the time for them, with the system logging who entered it.
Can staff clock in when the internet drops?
Yes. Staff can check in without a connection, and the record syncs once they are back online.
How is employee face data handled under PDPA?
Data is separated per company and viewable only by authorized users, access to sensitive data is logged and auditable, your company sets how long check-in photos are kept, and you can export your whole company’s data. Informing staff and getting consent before using face scan is the company’s duty as data controller — and face scan can be turned off for any site that does not use it.
Does attendance connect to payroll?
Yes, in the same system — no exporting files to another program. Shift / frontline staff are paid daily from actual check-ins and check-outs tied to the roster at the branch rate (incomplete shifts are held for review); office staff get a monthly salary with leave / absence deductions. See payroll and online leave.
Does it work across multiple branches?
Yes. GPS areas, block-or-flag rules and face scan on / off are set per site. Supervisors see live headcount by branch / area — how many arrived against the roster and which posts are still short.
Further reading
Related guides
How to choose a time attendance system: 8 questions to ask before you compare
Compare time attendance systems with 8 questions: check-in methods and anti-cheat, branches, offline, payroll link, approvals, PDPA, setup and contracts.
Free time attendance software: limits, hidden costs and how to evaluate it
What free time attendance apps usually limit, the hidden costs behind “free” (spreadsheet hours, payroll errors, buddy punching, devices) and a checklist.
Attendance app vs fingerprint scanner: a point-by-point comparison with a cost example
Mobile attendance app vs fingerprint scanner or punch clock: cost per branch, multi-site, field staff, buddy punching, offline use and payroll flow.
How to prevent buddy punching: a guide for owners, HR and supervisors
How to prevent buddy punching: why it happens, hidden costs, sign-in sheets vs punch cards vs fingerprint vs face scan + GPS on mobile, and fair policy tips.
All connected in one system
Other OrgFlow features
Payroll Software
Payroll at each branch's rate, from actual hours for shift staff, with payslips on mobile
Shift Scheduling Software
Shift scheduling and duty rosters by post and branch, with understaffed or over-plan slots highlighted
Online Leave & Approval System
Submit leave, OT and advance requests from mobile, with multi-step approvals along the chain of command
Employee Mobile App
Clock in, view shifts, request leave and see payslips on mobile — no app-store install
Online Time Clock App
Staff clock in on their own phones with a face scan — opens in the browser, nothing to install, works offline
Salary Advance & Expense Requests
Staff request from mobile, multi-step approvals, batch transfer documents, automatic payroll deductions
Client Portal
Let clients view rosters, headcount and attendance for their own sites themselves
Social Security & Withholding Tax
Social security, withholding tax and provident fund in the payroll run, SSO and PND 1 report export, 50 Tawi certificates
Field Reports & Patrol Rounds
Field reports with photos from mobile, checkpoint patrols verified by GPS + QR, and cross-department work tickets
Accounting, Inventory & Purchasing
Accounting, stock, requisitions and purchasing in the same system as payroll — turn on only the modules you need
Let our team walk you through it
See it with your own business's way of working — the form takes under a minute. Our team will get back to you to schedule an online demo and help set up your company when you're ready.
- Online demo at a time that suits you
- Self-service Excel import, plus onboarding help
- Start from 1 branch
- Send the form — it reaches our team immediately
- We call you back on the number you entered to set a time
- See the system online with your business's way of working
Contact us
Book a walkthrough or request a quote on one page · under a minute, we call you back