How to Mark Attendance | ZFour HRMS: A Step-by-Step Guide

Oct 16, 2025
7 min read

Updated: Feb 13

In today’s fast-paced business environment, managing employee attendance accurately is essential for smooth HR operations. Whether your organization operates from an office, follows a hybrid model, or supports remote work, maintaining correct attendance records helps ensure transparency, payroll accuracy, and better productivity.

However, many businesses still rely on manual attendance registers or Excel sheets. These outdated methods often lead to errors, proxy attendance, time wastage, and payroll disputes.

That’s why modern organizations are shifting towards smart HRMS solutions.

ZFour HRMS is a powerful and user-friendly HR management system that makes attendance tracking easy, fast, and secure. With features like geo-fencing, selfie verification, real-time attendance monitoring, and payroll integration, ZFour HRMS helps businesses simplify HR operations and manage employees efficiently.

In this guide, we’ll explain why businesses need an HRMS attendance system and how employees can mark attendance in ZFour HRMS step-by-step.

Why Businesses Need an HRMS to Simplify HR Operations

HR operations are the backbone of every company. When HR tasks are handled manually, the risk of mistakes increases and the workload becomes overwhelming for HR teams. Attendance management is one of the most important HR responsibilities because it directly impacts payroll, overtime calculation, leave tracking, and employee performance monitoring.

An HRMS (Human Resource Management System) helps organizations automate and manage HR operations through one centralized platform.

With a smart HRMS like ZFour, businesses can:

reduce HR workload
eliminate manual attendance errors
improve payroll accuracy
increase transparency for employees
ensure compliance and reporting
enhance overall productivity

Why You Should Track Attendance in a Smart Way

A smart attendance system is not only about recording check-in and check-out times. It ensures that employee work hours are tracked correctly, securely, and in real-time.

Here are some strong reasons why every business should use an HRMS attendance system:

1. Real-Time Employee Attendance Tracking

With ZFour HRMS, HR teams can instantly view which employees are present, absent, late, or working remotely. This helps managers plan tasks and resources efficiently.

2. Access Anytime Through Web and Mobile App

ZFour HRMS is accessible through both web and mobile platforms. Employees can mark attendance easily, and HR teams can monitor attendance from anywhere.

3. Better Security with Geo-Fencing

Geo-fencing ensures employees can mark attendance only from a verified location such as the office, client site, or approved work zone. This prevents false check-ins.

4. Selfie Verification for Authentic Attendance

If enabled by the organization, employees must take a selfie while marking attendance. This adds an extra layer of security and reduces proxy attendance.

5. Automatic Sync with Payroll and Leave Management

ZFour HRMS automatically syncs attendance data with payroll and leave modules. This reduces salary calculation errors and ensures accurate deductions or overtime payouts.

6. Eliminates Manual Mistakes

Manual attendance tracking often results in wrong entries, missing records, and miscalculations. ZFour HRMS ensures error-free digital attendance.

By tracking attendance in a smart way, businesses can improve efficiency and maintain accurate HR records.

How to Mark Attendance in ZFour HRMS (Step-by-Step Guide)

Marking attendance in ZFour HRMS is quick and user-friendly. Employees can complete the entire process in just a few seconds.

Follow these steps:

Step 1: Log in to ZFour HRMS

To begin, open the ZFour HRMS app on your mobile phone or access it through the web portal.

Enter your Employee ID and Password, then click on Login to access your dashboard.

✅ Pro Tip: Save your login details securely to avoid repeated password resets.

Step 2: Enable Location and Selfie Verification (If Required)

If your company has enabled geo-fencing, ZFour HRMS will request access to your location.

Allow location permission
Make sure your GPS is enabled

If selfie authentication is activated by your organization, the system will ask you to take a selfie before marking attendance.

📌 This ensures attendance is secure and verified.

Step 3: Click on “Clock In” / “Mark In”

Once your location and selfie are verified (if required), click the Clock In or Mark In button.

You will immediately receive a confirmation message that your attendance has been recorded successfully.

Your check-in time will be visible in the Attendance section.

Step 4: Mark “Clock Out” Before Leaving

At the end of your work shift, open the ZFour HRMS app again and click on Clock Out or Mark Out.

ZFour HRMS will automatically calculate:

total working hours
overtime (if applicable)
late arrival or early departure

This helps ensure accurate work hour tracking.

Step 5: View Attendance History

ZFour HRMS allows employees to view their attendance record anytime.

Go to the Attendance History section to check:

daily attendance
weekly attendance summary
monthly attendance report
late entries
overtime hours
early check-outs

This feature ensures transparency and helps employees stay updated about their work records.

What Makes ZFour HRMS Attendance System Different?

Many attendance systems only provide basic check-in and check-out features. ZFour HRMS offers advanced security, automation, and reporting that makes it ideal for modern organizations.

Here are the key features that make ZFour HRMS stand out:

1. Geo-Fencing to Prevent Proxy Attendance

Geo-fencing restricts attendance marking to a specific location. This prevents employees from marking attendance from outside the office or unauthorized areas.

2. Selfie-Based Attendance for Better Security

Selfie verification ensures that the correct employee is marking attendance. This is highly useful for companies with field staff or remote teams.

3. Payroll and Leave Integration

Attendance records are automatically connected with payroll and leave management. This reduces manual HR workload and ensures correct salary calculation.

4. Real-Time Attendance Dashboard

HR teams can monitor attendance instantly. This helps in workforce planning, shift management, and daily operations.

5. Easy Web and Mobile Accessibility

ZFour HRMS is designed for convenience. Employees can mark attendance through their phone, while HR teams can manage everything from a centralized dashboard.

What is HRMS? (Human Resource Management System)

HRMS stands for Human Resource Management System. It is a digital software solution that helps organizations manage and automate HR tasks such as:

employee information management
attendance tracking
payroll processing
leave management
performance monitoring
HR analytics and reporting

With remote and hybrid working models increasing, HRMS software has become essential for companies that want to manage employees efficiently without manual effort.

A good HRMS reduces workload, saves time, improves employee experience, and supports business growth.

Common Problems Businesses Face with Manual HR

Many organizations still manage HR operations through spreadsheets, registers, and paper-based processes. While this may work initially, it becomes inefficient as the business expands.

Here are some common problems of manual HR:

payroll calculation mistakes
difficulty tracking employee attendance
delays in approvals and HR processes
lack of centralized employee records
poor reporting and workforce insights
compliance risks due to missing documentation

Manual HR also creates frustration among employees when attendance records or salary calculations are incorrect.

How ZFour HRMS Solves These Challenges?

ZFour HRMS is designed to automate HR tasks and eliminate repetitive manual work. It offers a complete HR solution that helps businesses improve accuracy and productivity.

With ZFour HRMS, businesses can:

track employee attendance and working hours easily
automate payroll calculations
reduce HR follow-ups and paperwork
manage employee leave requests smoothly
generate reports for decision-making
improve workforce productivity and transparency

ZFour HRMS makes HR management faster, smarter, and more reliable.

Key Features of ZFour HRMS

ZFour HRMS is built to support businesses of all sizes. Below are some major features that make it a complete HR solution:

1. Attendance Management

ZFour HRMS provides accurate attendance tracking, check-in/check-out monitoring, working hours calculation, late entry tracking, and absenteeism reporting.

2. Payroll Automation

Payroll errors can reduce employee trust. ZFour HRMS automates payroll calculations based on attendance, leaves, and working hours to ensure accurate salary processing.

3. Employee Management

Employee data, documents, and profiles can be stored securely in one place. This makes HR operations smoother and reduces dependency on Excel sheets.

4. Leave and Request Management

Employees can apply for leave digitally, and HR managers can approve or reject requests quickly. This improves transparency and speeds up HR operations.

5. HR Analytics and Reporting

ZFour HRMS provides smart reports and real-time analytics to help businesses understand attendance patterns, payroll costs, and workforce productivity.

Benefits of Using ZFour HRMS

Implementing an HRMS system like ZFour offers multiple business benefits, including:

saves time by reducing manual HR work
improves payroll accuracy and efficiency
enhances employee experience and transparency
reduces operational costs
improves workforce tracking and management
supports compliance and record maintenance
increases productivity and business growth

Who Should Use ZFour HRMS?

ZFour HRMS is an ideal solution for:

startups and growing companies
small and medium enterprises (SMEs)
organizations managing multiple departments
businesses handling large attendance and payroll data
HR teams looking to automate daily HR tasks

Whether you manage a small team or a large workforce, HR automation is essential for better efficiency.

Final Thoughts

HR operations play a critical role in every organization. If HR processes are slow, manual, or inaccurate, it impacts employee satisfaction and business performance.

A smart HRMS like ZFour HRMS helps businesses simplify attendance tracking, automate payroll, and manage employees more effectively. It reduces HR workload, improves accuracy, and supports business growth.

If you want to modernize your HR operations and simplify attendance management, ZFour HRMS is the perfect solution.

📌 Ready to explore smarter HR management?

🌐 Visit: www.zfour.in

📞 Contact: +91 99107 94330

Frequently Asked Questions

1. Can I mark attendance from my mobile phone?

Yes. ZFour HRMS allows employees to mark their attendance through both mobile and web platforms, making it convenient from anywhere.

2. Is selfie login mandatory for marking attendance?

It depends on your company’s security settings. If selfie authentication is enabled, you’ll need to click “Mark Attendance” and take a selfie.

3. Can I view my previous attendance records?

Yes. You can view daily, weekly, or monthly attendance history through the “Attendance History” tab in the app.

4. Does the attendance system work with payroll?

Yes. ZFour HRMS automatically syncs attendance with payroll and leave modules, ensuring accurate calculations.

5. What if I forget to mark out after my shift?

If you forget to mark out, you can contact your HR team. They can update or regularize your attendance through the HRMS dashboard.