Digital attendance control: everything you need to know

Did you know that digital attendance tracking can improve the efficiency of training management in your company? We'll show you the advantages of implementing it, especially for training courses subsidised by FUNDAE, as well as the digital signature methods you can use to ensure their legal validity.

In today's business world, digital transformation has become a necessity to improve efficiency and achieve better results.

And within this context, digital attendance control has positioned itself as a key tool to optimise training in companies, especially those that are subsidised by FUNDAE.

In this article, we will show you the advantages of implementing digital attendance control in these systems, as well as the digital signature methods you can use to ensure their legal validity.

Increased productivity on the part of the people responsible for management

Training workers in a company requires a considerable amount of time, especially in large companies.

In addition to the training sessions themselves, all the accompanying documentation must be taken into account. Managing this documentation can be tedious and time-consuming, especially when seeking to qualify for subsidies offered by institutions such as FUNDAE.

However, digitising these procedures can significantly reduce the time needed to complete them. Furthermore, it also allows employees to dedicate their time to higher value-added activities, which in turn increases their motivation.

It reduces errors and facilitates access to subsidised training.

Performing attendance control processes manually increases the likelihood of errors. These errors can have financial consequences or even prevent the receipt of corresponding subsidies. However, by opting for digitalisation, the probability of error decreases considerably.

Furthermore, if errors occur, they are much easier to identify and correct digitally than on paper. There are even built-in features for making corrections, such as attendance control signature sheets that allow you to correct and modify signatures when necessary.

Save costs

Digital attendance control also represents savings in various expenses related to paper-based work.

Por un lado, se eliminan los costos asociados al uso de materiales como papel, bolígrafos y tinta de impresora, así como el material de papelería y oficina requerido. Aunque estos gastos puedan parecer mínimos a primera vista, en empresas con muchos trabajadores y un alto volumen de acciones formativas al año, puede suponer un ahorro considerable.

Por otro lado, la normativa para la formación bonificada por FUNDAE requiere que las hojas de control de asistencia se guarden durante 4 años. Si estas hojas se manejan en papel, es necesario invertir en espacio de almacenamiento físico. La digitalización del control de asistencia elimina esta necesidad y permite un almacenamiento más eficiente y seguro.

Posibilidad de integración con el ERP

Muchas empresas utilizan un ERP (Enterprise Resource Planning) para optimizar la organización de sus departamentos de recursos humanos. Estas herramientas son especialmente útiles para la gestión del talento, la planificación y la facturación de las formaciones.

Algunas soluciones de control de asistencia digital, como la de SoWeSign, ofrecen la posibilidad de integrar los datos de planificación de formaciones, así como los datos de alumnos y formadores, directamente desde el ERP u otras bases de datos similares. Esto evita la necesidad de introducir manualmente estos datos en cada formación, lo que ahorra tiempo y reduce la posibilidad de cometer errores.

Regarding the control of digital attendance in these training courses, the resolution of April 15, 2020, establishes that the electronic signature of the people responsible for training, trainers and students is allowed.

This can be done by capturing a digitised signature or biometric data on any document that requires a signature, while always ensuring that it is associated with the corresponding NIF or NIE.

It is important to emphasise that the digital signature capture system must guarantee the authenticity of the corresponding data.

These legal provisions have also enabled the use of digital signatures in online training.

Attendance control is a fundamental requirement to qualify for FUNDAE bonuses.

It is necessary to have a group document that includes the attendance lists for each training session, with information such as the identifying data of the training, the list of students with their identifying data, their signatures and the signature of the trainer or training manager.

There are different methods for collecting these signatures digitally in training programmes. Some of the most efficient options are listed below.

Digital attendance control on the trainer's device

The student can sign directly on the tablet, computer or mobile phone provided by the trainer, placing their signature on it, which will then be validated by the person responsible for delivering the training.

Email

One of the most common methods is to send the student an email containing a link or button that redirects them to a signature application. There, the student can create and validate their signature.

URL or QR code for digital attendance control

Another option is to provide the student with a specific URL or QR code that allows them to access a signature interface. The student can scan the QR code with their mobile device or access it directly via the URL to complete the signature.

All these digital signature methods are equally valid and are designed so that users can perform the process intuitively and without complications.

When creating their own signature, the user will make the corresponding stroke on the screen, either by touch or using a mouse in the case of a PC, and send it.

In conclusion, digital attendance tracking in training courses is a reality supported by Spanish legislation. Digital signatures are valid and legally recognised, which simplifies the process for companies to apply for training subsidies.

With tools like SoWeSign, organisations can streamline attendance tracking and document management, saving time and effort. This allows them to take full advantage of the subsidies offered by FUNDAE and ensures a more efficient and transparent process.

If you are interested in learning more about SoWeSign and how it can help you with digital attendance control in training, we invite you to request a demonstration.

Our team will be happy to answer your questions and provide you with all the information you need. Don't miss this opportunity to simplify and optimise your training and bonus processes!