How Caerphilly County Borough Council reduced absence levels and HR administration with Crown’s time and attendance solution

2,700 +

employees across  Wales

20 +

years with Crown, a customer since 2004

5.5 %

absence levels reduced to 5.5% in the first year

The challenge

The workforce management challenge at Caerphilly County Borough Council

As the largest local authority in Wales, Caerphilly County Borough Council manages a workforce of over 2,700 staff and 500 managers. Prior to working with Crown, the Council relied on manual, non-standardised time recording and paper-based flexitime monitoring.

This approach created several challenges, including high administrative workloads, poor absence management, low employee engagement, and limited visibility across departments.

Without centralised systems in place, HR and payroll teams were burdened by time-consuming manual tasks and absence data was difficult to track or analyse effectively.

The solution

Crown’s flexible workforce management solution

Since partnering with Crown Workforce Management in 2004, the Council has implemented a fully integrated solution that includes:

Time & attendance with flexitime
Payroll and HR interfaces
Access control
Employee self-service
Activity management

The new system provided automation and standardisation across all departments, enabling managers to access real-time data and employees to record attendance accurately from any site.

The results

The results – Lower absence, higher efficiency

Crown’s workforce management solution has delivered measurable benefits across Caerphilly County Borough Council.

The Council achieved a reduction in absence levels to 5.5% within the first year, supported by improved tracking, return-to-work interviews and the ability to monitor absence trends and comparisons across departments.

Payroll and HR administration have been significantly reduced, thanks to employee self-service and automated data transfer. Payroll preparation times have dropped substantially, while pre-authorised absences and off-site clockings have simplified management and compliance.
The Council now provides a higher-quality service and better communication with staff, fostering improved engagement and operational efficiency across the organisation.

The future with Crown

With a strong foundation in place, Caerphilly County Borough Council continues to use Crown’s configurable platform to manage its workforce efficiently and transparently — ensuring compliance, supporting employee wellbeing and driving performance across all services.

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About Caerphilly County 
Borough Council

Caerphilly County Borough Council is Wales’ largest local authority, employing over 2,700 staff across multiple departments and services. The Council is dedicated to delivering high-quality public services and fostering a productive, engaged workforce to serve its communities.