Attendance in Nepal: Paper Register vs Biometric Machine vs Phone Check-In
Comparing the three ways Nepali companies track attendance: paper registers, biometric fingerprint machines and phone check-in. Costs, honesty, effort, and which fits your office.
This guide is for business owners and HR in Nepal choosing how to record attendance (हाजिरी) for their staff.
"I came at 9 sharp, I was just having tea downstairs." Every office has heard it. How you record attendance decides whether you have facts or arguments at the end of the month.
The three options
| Paper register | Biometric machine | Phone check-in | |
|---|---|---|---|
| Upfront cost | Almost nothing | A device per entrance, plus installation | No hardware |
| Honesty | Low: anyone can write "9:00" | High: fingerprint or face | High with location or QR checks |
| Field staff and branches | Doesn't work | One device per site | Works anywhere |
| Monthly effort | Hours of manual totalling | Export and clean up a file | Automatic |
| Connects to payroll | No | Usually needs a spreadsheet step | Directly |
| Power cuts and device faults | Not affected | Device can fail or lose data | Phone works on mobile data |
1. Paper register
Good for: a shop with 3–5 people where the owner is always present.
Problems:
- Self-reported times. Everyone "arrives at 9:00".
- Monthly totals by hand. Late days, half days and leave all get counted manually.
- Easy to lose or damage, and impossible to check from outside the office.
2. Biometric machine (fingerprint or face)
Good for: factories and offices with one entrance and many people.
Problems:
- Data stuck on the device. It often needs exporting to Excel, and fixing missed punches by hand.
- Breakdowns. Devices fail, and power cuts can cause gaps.
- No help for field staff, sales teams or people working from other sites.
Tip: if you already have a ZKTeco or similar device, look for software that pulls punches automatically, so you keep the hardware and drop the Excel step.
3. Phone check-in
Good for: offices, field teams, multiple branches, hybrid work.
How it stays honest:
- Office location (geofence): check-in only works within range of the office.
- QR code at the entrance: staff scan it to check in.
- A photo at check-in where needed.
- Every check-in is time-stamped by the server, so nobody can type a time.
Problems: staff need a smartphone, and you need clear rules for days when someone forgets.
What to choose
- Up to 5 people in one room: a register can work, but you'll still spend time totalling it.
- One factory gate, many workers: a biometric device, connected to software that reads it automatically.
- Offices, field staff, branches: phone check-in, optionally alongside your existing biometric device.
Whatever you choose, the real win is when attendance flows straight into leave and payroll: late days, absences and overtime reach salary without anyone retyping them.
How TeamKro does attendance
TeamKro supports phone check-in with location or QR checks and a shared kiosk. It also connects to supported biometric devices, so you can keep the machine you already own. Late arrivals, leave and overtime go straight into payroll. Book a demo.
FAQ
Is phone attendance legally valid in Nepal?
The Labour Act requires employers to keep attendance and pay records. Digital records with server timestamps are generally easier to defend in a dispute than a self-written register. Keep them for the period your accountant or lawyer advises.
What if someone forgets to check in?
Allow a correction request that a manager approves, so there's a record of who changed what.
Can we use both biometric and phone?
Yes. Many companies use a device at the main office and phone check-in for field staff.
Last checked 31 October 2026. General information for businesses in Nepal.