Time Attendance System for Insurance Companies and Brokers in Kenya: Setup Guide

01Why insurance companies and brokers need a time attendance record

Customers expect an open desk at opening time, and claims staff are measured on response times.

• Branch hours must be covered even when staff are on leave
• Agents come in and out for field visits
• HR cannot confirm exact attendance across branches

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 insurance companies and brokers

Insurance branches run office hours with a small team at each branch. Claims and underwriting staff are at their desks, while agents may visit clients and return. Head office and branches need one consistent attendance record.

03Where to put the terminal

Put a terminal at each branch staff entrance or reception, and one at head office. Keep the terminal inside the secure area rather than at the public counter.

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 insurance companies and brokers. 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 branch, and set normal office hours with a lunch break.
5. Press Calculate and check the first day's report before you trust the numbers (Calculate attendance).

05Reports you will actually use

HR reviews late and absence totals per branch each month, and branch managers see their own daily list.

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.

07Related guide

A wider guide for this sector: Biometric attendance for banks and branches.

08A typical scenario

An insurance broker with three branches had each manager emailing HR a spreadsheet at month end, all in different formats. After terminals went in, HR opened one report covering every branch and the monthly emails stopped.

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

09Common mistakes

• Forgetting to put the head office on the same system.
• Treating field agents as absent when they are on client visits.
• Different timetables per branch with no written rule.

10Quick 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.

11Frequently asked questions