When your business starts growing, the number of employees also begins to increase. Slowly it can become tough to track and monitor attendance, absences, payroll, and account data. 

Absence tracking information is beneficial for employers, managers, supervisors, employees, and accountants. Understanding your employee absenteeism data can help you know how to improve staffing, scheduling, and planning for seasonal overflow. And, it can also show you productivity over time across teams, locations, supervisors, and individual employees. 

There are so many reasons why using a reliable absence tracking and reporting system can help streamline your operations, especially if you’re still using spreadsheets to track absences manually. Having a portal with custom dashboards and exportable reports saves time for your HR team. 

What are the different ways to track absences?

Here we have listed a few details about some of the most commonly used employee absence tracking systems.

  1. AI-powered phone line system.
    The first, most convenient, and easy to use absence tracking method is a phone-based system that can be fully customized to fit your business and employees’ unique needs. Overall, these phone lines monitor the specifics related to your employee call-outs. The data collected can include anything from employee’s reasons for absence to their COVID-19 symptoms with a timestamp on the recording. These systems are common practice by HVAC companies, construction, truck drivers, grocery stores, warehouses, and other large businesses with hourly employees.

  2. Card swipe system.
    The card swipe system is an updated version of the traditional punch card system. In this system, ID cards can store details about employee clock in and clock out times while automatically transferring them to a dedicated computer. But, these systems fail when an employer needs their attendance tracking system also to monitor their absences.

  3. Spreadsheet entries.
    A manual, outdated way of tracking employee data in some smaller-scale organizations is spreadsheets. These excel sheets can hold a lot of information regarding employees attendances and absences. Depending upon the company’s specific requirements, the employees may have to fill out spreadsheets monthly, bi-weekly, and daily. Because this system relies on employees entering information manually, there is a lot of room for human error. And, whether its a typo or overlooking the task each month, it can be a risk for your business!

As you can see, there are some flaws in using a card swipe system or spreadsheet to manage your employee absenteeism data. By partnering with an experienced contact center like Call Experts, we can help streamline your employee absence reporting process. We make it easy for your employees to call-out and report their reasons for absence. Then, your leadership can then log into a dedicated portal to review the statistics that matter most to your business. 

But, how can a portal help you be more strategic and efficient?

Checking employee absenteeism data from your portal.

With our AI-powered call-out lines, one of the most significant benefits offered to businesses lives within their portal. In the portal, you can view all of the information gathered from the phone line as visualizations on your dashboards that are easy to digest. From the total number of employees who were late, early out, or absent. To visualizations of call-outs by reason, location, department, and even by shifts! The portal provides insight into the information you need to make smarter decisions for your employees and business.


There is no doubt that attendance tracking is an essential function for every business. The software-based systems can make this task much more comfortable while maintaining accurate records in the long run. It can also help to avoid conflicts with employees and can ease the data analysis process. To learn more about Call Experts AI-powered employee call-out line, email us