Time Attendance System for Nursing Homes and Care Centres in Kenya: Setup Guide

01Why nursing homes and care centres need a time attendance record

Residents need carers present around the clock, and a missed handover is a safety problem.

• Day and night carers hand over at set times
• Handover delays are not recorded
• Agency and relief staff are hard to track

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 nursing homes and care centres

Care homes run 24-hour rotas with handovers at shift change. Night shifts cross midnight, and relief or agency carers fill gaps. The record must show who was on site at any hour.

03Where to put the terminal

Put the terminal at the staff entrance or staff room. Do not place it in resident areas.

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 nursing homes and care centres. 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. Set up the night shift correctly so work that crosses midnight lands on one day (see the night shift guide).
5. Press Calculate and check the first day's report before you trust the numbers (Calculate attendance).

05Reports you will actually use

Use the daily report to confirm each shift was covered, and the overtime report for carers who stayed past handover.

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 care home manager worried that handovers were being skipped when the night carer left early. The punch times showed a regular early exit that the manager could raise calmly with the carer and agree a fix.

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

08Common mistakes

• Setting a night shift as two separate days.
• Leaving agency carers out.
• Putting the terminal where residents or visitors can reach it.

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