How a Smaller Company Digitized Attendance and Vacation Tracking with SmartFP\u2014online requests, clear approval processes, and an overview of who\u2019s at work and when, without spreadsheets or emails.<\/p>\n\n
(The customer wished to remain anonymous, so we are not listing his name.)<\/mark><\/em><\/p>\n\n \u201cWhen there were ten of us, I knew off the top of my head when everyone was taking time off. As we grew in number, that stopped working. Over the summer, we found out that three people from the same team had scheduled time off for the same week\u2014because everyone had discussed it with me separately, and I hadn\u2019t put the pieces together,\u201d <\/em><\/mark>The CEO of a small company describes the beginning of a problem that many growing teams are familiar with.<\/p>\n<\/blockquote>\n\n We\u2019re talking about a company with several dozen employees. It outsources its accounting and payroll, and she didn\u2019t want to change that. However, it wanted to finally gain a clear overview of what was happening with attendance and vacation time\u2014simply, without an expensive and complicated system that would be unnecessarily large for a company of its size. <\/p>\n\n In a smaller company, attendance and vacation time aren\u2019t typically handled as part of a \u201csystem.\u201d They\u2019re handled casually. An employee goes to see the boss or sends a message via chat saying they\u2019d like to take time off; the boss agrees, and that\u2019s the end of it for them. There\u2019s no record anywhere, no overview, and only the accountant knows how much vacation time each person has left\u2014and even then, only if they ask. <\/p>\n\n \u201cThe problem wasn\u2019t that we couldn\u2019t handle it. The problem was that it was all just in people\u2019s heads and in emails. When I was away for a week, no one could approve the vacation requests, and people were waiting,\u201d <\/em><\/mark>the managing director admits. On top of that, there was the manual tracking of balances in a spreadsheet\u2014which someone would occasionally forget to update\u2014and confusion about who was actually in the office on any given day and who was working from home or elsewhere. <\/p>\n<\/blockquote>\n\n None of this is a disaster. But as the company grew, the minor hiccups began to add up\u2014and they took time away from the very people who had the least of it. <\/p>\n\n The company wasn’t looking for a comprehensive HR system with dozens of features it would never use. It was looking for a simple way to move attendance and vacation tracking out of people’s heads and emails and into one easy-to-use place\u2014and, most importantly, something that anyone could use right away, without training. <\/p>\n\n SmartFP made sense precisely because it adapts to the size of the company. A smaller team can start with what it actually needs\u2014attendance tracking, vacation requests, and their approval\u2014without unnecessary complexity. And because SmartFP isn\u2019t just an attendance tracking system but a platform with additional features spanning HR, finance, and operations, the company knew that when it grew and wanted to digitize other processes, it wouldn\u2019t have to look for a new tool. <\/p>\n\n Today, an employee submits a request for vacation or other leave directly in the system. SmartFP immediately shows them how much time they have left and sends the request to their supervisor. The supervisor sees the request along with the context\u2014that is, who else on the team already has approved time off for that date\u2014and approves it with just a few clicks. If they\u2019re out of the office, they can approve the request from their phone, so no one has to wait. <\/p>\n\n For the first time, HR and management have a real-time overview of attendance and absences. Vacation balances are calculated according to predefined rules, and the data serves as the basis for payroll, which the company forwards to its accountant. <\/p>\n\n “The biggest relief is that it’s not up to me,” <\/mark><\/em>the managing director sums up. “<\/em>People submit their requests, the manager approves them, and everyone can see their balance. I’m no longer the bottleneck that every vacation request has to go through. “<\/em> <\/mark><\/p>\n<\/blockquote>\n\n The company didn’t have its own IT department, so it was worried about a complicated rollout. However, it turned out that it could handle it without any problems. The system was configured according to the company\u2019s policies\u2014how much vacation time each employee is entitled to, who approves what\u2014and the only technical step was to synchronize the automatic notifications with email delivery. After that, notifications about requests began arriving reliably. <\/p>\n\n \u201cI expected it would take weeks and that I\u2019d need an \u2018IT guy.\u2019 It didn\u2019t. We set it up, and the next day everyone was using it,\u201d <\/em> <\/mark>the managing director explains.<\/p>\n<\/blockquote>\n\n Attendance and vacation policies are clearly defined at the company today, even though there are only a few dozen employees. Requests have a clear status, and approval is handled by a designated person. No one schedules overlapping leave within the same team twice, because it\u2019s immediately clear who already has approved time off. Employees can view their remaining leave balance at any time, and the CEO is no longer the person without whom no vacation can be approved. <\/p>\n\n And because SmartFP grows with the company, the team is already considering the next steps\u2014from employee record-keeping to electronic document signing\u2014all on the same platform.<\/p>\n\n We\u2019ll show you in a no-obligation demo how SmartFP can handle time and attendance and vacation requests even in a small business\u2014simply and without unnecessary complexity. Request a demo at smartfp.cz <\/p>\n","protected":false},"excerpt":{"rendered":" How a Smaller Company Digitized Attendance and Vacation Tracking with SmartFP\u2014online requests, clear approval processes, and an overview of who\u2019s at work and when, without spreadsheets or emails. (The customer wished to remain anonymous, so we are not listing his name.) What has the implementation of SmartFP brought about? \u201cWhen there were ten of us, […]<\/p>\n","protected":false},"author":16,"featured_media":16103,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_eb_attr":"","inline_featured_image":false,"_eb_data_table":"","footnotes":""},"categories":[37],"tags":[],"class_list":["post-16102","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-case-studies"],"yoast_head":"\nWhat has<\/mark> the implementation of SmartFP brought about?<\/mark><\/strong><\/h2>\n\n
\n
When the agenda depends on a single person<\/mark> and their memory<\/strong><\/h2>\n\n
\n
Why SmartFP<\/mark> was chosen<\/strong><\/h2>\n\n
What<\/mark> It Looks Like<\/mark> Today<\/strong><\/h2>\n\n
\n
A Smooth<\/mark> Deployment<\/strong><\/h2>\n\n
\n
What Has Changed<\/strong><\/h2>\n\n
Do you handle attendance and vacation time in a similar \u201coff the top of your head\u201d way?<\/mark><\/strong><\/h2>\n\n