Biometric Attendance & HR Management Software

From punch to payroll-ready report

Biometric machines record who arrived and left, but the machine itself only stores raw punches. Someone then has to turn thousands of those into a monthly register: who was late, who left early, who worked overtime, who was on approved leave, and who simply did not turn up. In many organisations that is a spreadsheet job that takes days and invites disputes.

CYBEX HR reads the punches from the machines, applies each employee’s shift rules and produces the daily and monthly results automatically. It was designed with hospital HR teams in mind, so it copes with night shifts, rotating rosters and departments such as nursing, pharmacy and laboratory, but it suits any organisation that clocks staff in and out.

Key features

Attendance calculations

• Daily time in and out, working hours, lateness, early leave, overtime and status for every employee.
• Statuses include Present, Late, Early Leave, Half Day, Missing Punch, Absent, Leave and Off or Holiday.
• Only administrators can add manual punches or correct time in and out, and every change is logged.

Shifts and rosters

• Unlimited shifts, including night and overnight shifts.
• Grace periods, half-day and overtime rules and weekly offs.
• Day-specific timings, such as a shorter Friday, and rotating rosters for individuals or whole departments.

Leave, holidays and employees

• Leave types such as casual, sick, annual, maternity and official duty, each marked paid or unpaid. Approved leave shows as Leave, not Absent.
• Public holidays show as Holiday.
• Employee records with ID, designation, department, category and shift, with bulk import from Excel or CSV.

Reports, roles and security

• 15 reports with the company name and logo, exportable to Excel and PDF with Prepared by, Checked by and Approved by signature lines.
• Roles for Administrator, HR Manager, Leave Manager, Shift Manager, Viewer and custom roles.
• One login can reach several companies, each with its own data.
• HTTPS, role-based access, an audit log and separate data for each company.
• Responsive design for desktop, tablet and mobile, with light and dark themes.

Connecting your biometric machines

• Cloud push: enter the portal’s server address in the machine’s cloud settings. Punches arrive within about a minute and no PC is needed.
• CYBEX HR Connector: a free Windows program on an always-on office PC that finds compatible machines on your network and uploads attendance, including old data still stored on the machine.
• USB import: export an attendance file from the machine and import it. This works with no network.
• Old data: sync on demand. Duplicates are ignored.

If your model is not listed, choose “Other” and ask us to confirm compatibility before you buy.

A worked example

A clinic has 120 staff across reception, nursing, pharmacy and cleaning, with a night shift that starts at 8 pm and finishes at 8 am. HR sets up three shifts, a 10-minute grace period and overtime after the agreed hours, and imports the staff list from Excel. Each machine pushes punches to the portal. By 9 am the HR manager sees on the dashboard who is present, late or absent by department. A nurse who forgot to punch out shows as Missing Punch, and an administrator corrects it with a logged note. At month end the monthly register is exported to PDF with signature lines for sign-off. This describes how the features fit together and is not a measured client result.

Who it is for

• Hospitals, clinics, laboratories and pharmacies.
• Factories, warehouses and security companies running shifts.
• Schools, colleges and offices.
• Retail chains with many sites.
• International teams that want one view across several companies.

If you employ staff in the UK, use the reports as a time-keeping aid and check holiday, working-time and data-protection rules with a qualified adviser. Biometric data is special-category personal data under UK GDPR, so you need a lawful basis and a data protection impact assessment before you collect it.

How it compares

Pricing and setup

A free account lets you explore the portal. Indicative launch prices, excluding VAT:

For comparison, UK cloud time-and-attendance tools list around £2.50 to £4 per user per month. A 120-person clinic would pay about £228 a month on our pricing. Final prices are confirmed on your quote. Setup and training can be done remotely.

Frequently Asked Questions

What is biometric attendance software?

Software that collects punches from fingerprint or face-recognition machines and turns them into attendance, lateness, overtime and leave reports.

Which machines work with it?

More than 60 popular models, by cloud push or by the Connector on your network. If yours is not listed, ask us.

Do I need a PC on site?

Not with cloud push. The Connector option needs an always-on Windows PC.

Can it handle night shifts?

Yes. Night and overnight shifts and rotating rosters are supported.

How are late arrival and overtime calculated?

From the employee’s shift, grace periods and rules, using the first and last punches of the day.

What if someone forgets to punch?

The day shows as Missing Punch, and an administrator can correct it. There is also a Missing Punch report.

Can it manage leave and holidays?

Yes. Leave types can be paid or unpaid, and approved leave shows as Leave rather than Absent.

How many reports are there?

Fifteen, each exportable to Excel and PDF.

Can I import my staff list?

Yes, from Excel or CSV using a template.

Is it secure?

It uses HTTPS, role-based access, an audit log and separate data for each company.

Does it work on mobile?

Yes. It is responsive, with light and dark themes.

Is biometric data covered by UK GDPR?

Yes, biometric data used to identify someone is special-category data, so complete a risk assessment and check the legal basis first.

CYBEX IT Solutions Ltd · Company No. 15580066 · 95C Belgrove Road, Welling, DA16 3PG, UK · Registered in England & Wales. See also our IT solutions.