Time Attendance System for Churches and Faith Organisations in Kenya: Setup Guide

01Why churches and faith organisations need a time attendance record

Church offices, schools and clinics employ staff who deserve clear records just like any other employer.

• Admin, school and clinic staff under one organisation
• Volunteers and paid staff are mixed
• Funders ask for staff hour records

A paper register or a verbal "I was here" cannot settle these. A fingerprint terminal records when each person actually arrives and leaves, and the software turns that into a report payroll can use.

02How attendance works at churches and faith organisations

Faith organisations often run offices, schools, clinics and guesthouses. Paid staff follow set hours; volunteers do not and should not be mixed with them in payroll reports.

03Where to put the terminal

Put the terminal at the office or staff entrance of each institution, not in the worship area.

Count how many people arrive at the same time. If a queue forms at shift change, add a second terminal instead of asking staff to wait. See where to install a ZKTeco K40 Pro and how many employees one terminal can handle.

04Setting it up in ZKBio Time.Net

This is the order we follow when we set up a system for churches and faith organisations. Each step has its own guide with screenshots.

1. Install the software, then add the terminal over TCP/IP.
2. Create departments or areas that match how you are organised (departments and areas).
3. Add staff one by one or import them from Excel, then enrol their fingerprints.
4. Create one department per institution (office, school, clinic) and keep volunteers out of the payroll group.
5. Press Calculate and check the first day's report before you trust the numbers (Calculate attendance).

05Reports you will actually use

Use monthly hours for payroll and keep reports for funders and audits.

They all come from the standard reports: daily report, late and early report, and export to Excel for payroll.

06Supply and installation by Qyvea

Qyvea Limited supplies ZKTeco attendance terminals, installs them, configures the software, enrols your staff and trains whoever runs payroll. We work in Nairobi and deliver countrywide. See ZKTeco K40 price in Kenya or message us on WhatsApp for a quote.

07A typical scenario

A church secretariat with an attached school and clinic kept three different paper registers. A single system gave the treasurer one report per institution.

Illustrative example based on common cases, not a named customer.

08Common mistakes

• Mixing volunteers with paid staff.
• Placing a terminal in a public worship area.
• Not separating institutions into departments.

09Quick checklist

1. Count staff and entrances before you buy.
2. Write the working hours down as timetables.
3. Enrol everyone, including casual and part-time staff.
4. Run a one-week trial and compare it with your old register.
5. Name one person who owns the reports.

10Frequently asked questions