EstateDeck Staff Attendance clocks society guards, housekeeping and maintenance staff IN and OUT by RFID tap, QR scan, or supervisor mark — no biometric. Build shift rosters, get an alert the minute a shift starts unmanned, and hand the Hon. Secretary a per-shift pay feed to approve.
RFID / QR / manual · Uncovered-slot alerts · Per-shift pay feed · Code on Wages 2019 · §65B muster roll.
EstateDeck Staff Attendance is the non-biometric daily-attendance and duty-roster module for recurring society staff — guards, housekeeping, gardeners, lift operators — in Indian housing societies, RWAs and apartment owners' associations. Staff clock in by RFID card, QR scan, or a supervisor's manual mark, so the society captures no fingerprints or faces and stays clear of DPDP Act 2023 biometric-data handling. It builds shift rosters, fires an uncovered-slot alert when a shift starts unmanned, and computes per-shift pay (per Code on Wages 2019) as a facts feed the Hon. Secretary approves — never an auto-disbursal. Every clock event is an IT Act 2000 §65B-admissible record. Want face-based attendance instead? That's the optional biometric module. Tracking whether the on-duty guard walks the rounds? That's patrol monitoring.
Tower D gate, Brookfield Grove. The roster needed two guards on Night Shift B. One tapped in. The second never did — and on the old paper register, that gap would have stayed invisible until morning. Here is every event, minute by minute.
| Time | Event | Status |
|---|---|---|
| Sat 21:58 | Guard A (R. Kamble) taps RFID at Tower D reader · shift start logged | ✓ Clocked in |
| Sat 22:00 | Shift B window opens · required headcount 2 · clocked-in 1 | ↻ 1 of 2 present |
| Sat 22:06 | Grace window lapsed · Guard B slot still empty · uncovered-slot alert raised | ⚠ Slot uncovered |
| Sat 22:06 | Alert pushed to Facility Manager + Hon. Secretary with slot + tower | ⚠ Escalated |
| Sat 22:19 | Facility Manager calls relief guard from float pool · dispatches him | ↗ Relief called |
| Sat 22:41 | Relief guard (S. Mohite) taps RFID · Shift B now at required strength | ✓ Covered |
| Sun 06:02 | Both guards tap out · clocked hours: A 8h04m, relief 7h21m | ✓ Shift closed |
| Sun 06:02 | Per-shift pay computed against Night Shift B rate · night-allowance applied | → Pay feed |
| Mon 09:30 | Hon. Secretary reviews + approves the muster before payroll run | ✓ Approved |
| Mon 09:30 | Original-rostered Guard B marked absent-no-show with reason note | → Code on Wages |
| Mon 09:31 | Full event chain sealed · monthly muster roll updated | → §65B record |
The relief guard signs for the absent one. The register reads "present" for a chair that was empty all night. There is no timestamp, so no one can prove otherwise the next morning.
The agency bills for 8 guards × 30 days. Were all 8 actually there every shift? The committee pays the invoice because re-counting a month of paper is impossible.
Vendors push a fingerprint machine. Now the society is holding biometric data of low-wage workers under DPDP — a liability the committee never signed up for, for a problem RFID solves.
The night shift was short one guard from 10 PM. You find out at the morning handover — eight hours too late to do anything about the gate that stood open.
EstateDeck keeps gate-and-staff work in specialised modules with clean boundaries. Staff Attendance owns the recurring-staff clock and roster — the non-biometric path. Anything that isn't "is this rostered staff member on duty and for how long" belongs to a sibling.
Pick the method that fits your gate. No fingerprint machine, no face camera.
Build the pattern once. See who's actually on the premises right now.
The gap that the paper register hides until morning, surfaced at minute six.
The system computes. The Hon. Secretary decides. The software never disburses on its own.
EstateDeck Staff Attendance flexes to the staffing model; the §65B muster stays the same.
Guards, housekeeping and a gardener on the society's own payroll. RFID cards at the gate, a clean monthly muster, and a per-shift pay feed the Treasurer approves before the bank transfer. Code on Wages and PF/ESI hours fall out of the same record.
The agency bills per deployed-guard-hour. Agency-wise grouping gives the committee a deployed-strength record to reconcile against the monthly invoice — so you pay for guards who were actually present. The agency contract itself lives in Vendor Management.
In-house housekeeping plus an outsourced night-guard agency across six towers. The live on-duty roster and uncovered-slot alerts matter most here, where a Facility Manager can't physically watch every gate at 2 AM.
Consolidates minimum wages, payment of wages, bonus and equal remuneration. Per-shift pay computation applies the configured minimum-wage rate and overtime at the statutory multiplier, so the society's staff payments stand up to a labour-inspector review.
Provident Fund and Employees' State Insurance are computed from eligible attendance hours and salary. The attendance record produces the eligible-hours summary; the actual PF/ESI computation and filing are handed to the accounting layer.
Where the society employs women staff, leave records support the 26-week paid-maternity entitlement. Leave, week-off and comp-off are tracked alongside attendance so the muster reflects entitlements correctly.
By using RFID / QR / manual marking rather than fingerprints or faces, the society avoids collecting biometric personal data altogether — the cleanest DPDP posture for low-wage staff. Where a society does choose biometrics, that consent-based path lives on the Face Recognition page.
Every clock-in, clock-out, manual mark and uncovered-slot alert is preserved as a timestamped, attributed electronic record admissible under §65B — the evidentiary backbone for any staffing or agency-billing dispute.
Where guards come from a Private Security Agencies Regulation Act-licensed agency, agency-wise deployed-strength records support the agency's compliance and the society's bill reconciliation. The licence and contract themselves sit in Vendor Management.
"There are two kinds of facility manager — the ones who trust the muster book, and the ones who've been burned by it. I became the second kind the morning I found out the night gate had been single-manned for three weeks because the relief guard kept 'signing in' for a colleague who'd quit. We weren't short of money; we were short of truth. With RFID taps I stopped guessing. The part the committee actually fell in love with wasn't the attendance — it was the uncovered-slot alert. The first week it pinged me at 10:06 PM that Tower C was a guard short, I called a relief and had him there by 10:40. Eleven months on, the agency invoice and our deployed-strength record reconcile to the hour, and we never put a fingerprint scanner anywhere near our staff. Our auditor asked how we kept the muster so clean. I showed him the §65B export. He asked which school taught me that. I said the software did."
| What the committee needs | Paper muster register | EstateDeck Staff Attendance |
|---|---|---|
| Proof of actual clock-in time | A signature, no timestamp | RFID/QR tap, timestamped |
| Catch an uncovered shift live | Found at morning handover | Alert within minutes of shift start |
| Biometric data liability | None — but also no proof | None — RFID/QR, no fingerprint/face |
| Per-shift pay reconciliation | Manual, rarely done | Computed feed, Secretary approves |
| Agency deployed-strength check | Trust the invoice | Agency-wise hours reconcile to bill |
| Manual mark accountability | Signature filled in later, silently | Logged, attributed, reason-noted |
| Auditor / labour-inspector record | Loose pages | §65B muster-roll PDF |
Want biometric attendance with liveness detection instead of RFID? That's a deliberate, separate choice — see EstateDeck Face Recognition.
The questions every Hon. Secretary, Facility Manager and Treasurer asks before retiring the muster book.
We'll walk you through RFID/QR clock-in, the uncovered-slot alert, the per-shift pay feed, and the §65B muster roll — in a 20-minute demo built for your society's staffing model.
Book the Staff Attendance Demo →