Time Attendance System for Sugar and Milling Companies in Kenya: Setup Guide

01Why sugar and milling companies need a time attendance record

Mills run through the season without stopping, and thousands of workers need accurate records.

• Large seasonal workforce
• Round-the-clock shifts
• Mill and field teams in different places

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 sugar and milling companies

Mills operate continuous shifts during the crushing season, with field cane teams starting early.

03Where to put the terminal

Put terminals at the mill gate, the factory floor entrance and field depots.

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 sugar and milling companies. 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. Import the seasonal list from Excel and set up the shift rotation.
5. Press Calculate and check the first day's report before you trust the numbers (Calculate attendance).

05Reports you will actually use

Use daily headcount per shift and monthly hours per worker.

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 factories.

08A typical scenario

A mill needed a head count for each shift to match rations and pay. Terminal totals matched within minutes of shift start.

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

09Common mistakes

• Not planning enough terminals for shift change queues.
• Leaving field teams out.
• No spare device.

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