Managing a growing workforce is challenging, especially when attendance tracking and payroll processing are manual. EatUp, a fast growing food logistics company with over 60 staff (70% of whom are contract workers) relied on a manual clock-in system for attendance tracking.
However, this approach created serious operational inefficiencies, such as obtaining accurate monthly attendance data, tracking late arrivals, enforcing penalties, monitoring attendance and processing payroll. This problem directly impacted Eatup’s management and overall business efficiency.
As the company expanded, maintaining control over workforce operations became an increasing challenge.Therefore, to sustain growth and maximize productivity, Eatup needed a smarter, automated solution.
Understanding Eatup’s struggles, we set out to build a system that would automate attendance tracking, streamline payroll processing, and provide real time staff insights, after extensive conversation with the management we decided to implement a digital clock-in system using unique staff logins to balance efficiency and ease of use.
Every project has its challenges, and humanforce was no exception, some staff were hesitant to switch from manual processes to digital tracking and because contract staff had different salary structures, making payroll automation trickier than expected. Inorder to tackle these issues, we conducted training sessions to ease the transition and designed a flexible payroll module to accommodate different staff categories.
One key breakthrough was integrating a real time dashboard for managers to see late arrivals instantly, giving them immediate oversight. Additionally, an automated penalty system was developed, which flagged recurring lateness and applied salary deductions accordingly, thereby, removing manual enforcement burdens and this phase transformed humanforce from just an attendance tracker to a powerful workforce management tool.
To ensure humanforce was scalable, efficient, and user friendly, we carefully selected the following technologies: Frontend, React.js (for a responsive and intuitive user interface); Backend, Node.js with Express (to handle business logic and API requests),Database; MongoDB (for flexible and scalable data storage); Authentication, JWT (JSON Web Token) for secure and stateless authentication; Clock in System, device agnostic geolocation based timestamping to validate employee check ins.
We also implemented the following architecture and design choices:
Role Based Access Control (RBAC): Staff, can clock in, view work hours, and check salary details; Managers, can monitor attendance, and manage payroll; and Admin, full system access, including configuration and reporting. JWT Based Authentication: Secure login with JWT tokens to ensure safe API interactions, and Role based authorization to control feature access. Payroll Automation: Integrated late penalty calculations and dynamic salary adjustments based on attendance logs, Supports contract staff payment models (weekly, monthly). Real time Dashboard: Displays late arrivals, total work hours, and payroll summaries.
After full implementation, humanforce transformed Eatup’s workforce management. The system successfully eliminated manual errors in attendance tracking, reduced payroll discrepancies by over 90%, provided real time staff efficiency monitoring for management, enabled automated penalties for lateness, thereby leading to a 30% improvement in punctuality.
Furthermore, building humanforce was not just about solving Eatup’s staff management challenges,it was also a major learning experience for me. Some key takeaways for me are:
Initially, I focused mostly on feature development, but I quickly realized that testing is critical for catching bugs early and ensuring a smooth user experience. Writing unit tests, integration tests, and end to end tests will now be a core part of my development workflow. This project deepened my understanding of component based architecture, state management, and reusable UI logic. Seeing how React simplifies frontend development has made me even more excited to explore Next.js for its server side rendering (SSR) and static site generation (SSG) capabilities.
While humanforce is already a powerful system, I see exciting opportunities for improvement. My next focus areas are:
Instead of requiring staff to enter codes or passwords, a biometric scanner will be installed at Eatup’s offices and operation bases to enable employees to easily scan their fingerprint to clock in and password backup option will be available in case biometric scanning fails. Instead of manually processing staff salaries, Eatup will have a company wallet that can be funded via a payment gateway solution, which will automatically disburse payments based on attendance and payroll calculations. Thereby, eliminating delays, reducing administrative workload, and ensuring staff get paid on time. With these upcoming features, humanforce will become an even more robust and intelligent workforce management solution, making HR processes at Eatup completely seamless, automated, and error free.
