When their Tensor system went live in November 2025, Ultima Displays onboarded around 70 workers, ranging from full-time employees to hybrid, remote, and part-timers. They required clocking stations, access-controlled doors, and wanted to give employees the ability to clock-in remotely. They wanted door control so they could ensure that there was only authorised access to the site, but they also wanted to be able to use a single card for clocking-in and access control, which Tensor was able to provide.
Lainy Cox handles payroll and HR, and she was pleasantly surprised with many of the Tensor features. Initially, she had concerns as they needed to move from Mitrefinch due to cost increases and had quite a quick turnaround switching over. They had researched BriteHR, HiBob, and Sage Timesheets but none met their requirements. However, Lainy's manager had used Tensor at a previous company and suggested they get in touch — it turned out that Tensor was a great match!
Lainy was on site to be hands-on with the system as it was put in, helping other staff members needing guidance and ensuring the changeover went smoothly.
"With the previous system, there was no screen or anything," says Lainy. "Just a channel they could put their card — it went green and they carried on walking." However, with the Tensor system, the screen immediately shows if a member of staff has clocked in or out, and so they would know if there was an issue. If colleagues are on the road, Lainy can tell when they clock back onsite, so she knows if they were available.
The training process started during the installation. The trainer helped to set up custom and automated reports, including one that was specific to their payroll system requirements.
"These were quite straightforward," says Lainy. Managers now get automated reports generated at 8 A.M. on Monday.
After seven years of using a Mitrefinch system, there were plenty of differences to learn during training. Lainy said the training was well led and had many instances of her and her colleagues asking "Mitrefinch could do this, can Tensor?" and the instructor would explain exactly how it could be done.
Lainy also set up sessions for herself and the trainer to work with the managers who would be using the system in a different way than she would be. She was impressed that the instructor explained the processes and systems well, and if he didn't immediately know the answer to something, he made sure to get back to them with an answer quickly. The trainer has since remained attentive if any teething issues or questions have arisen since concluding the training.
Lainy also praises the helpdesk support team: "They have been great, very responsive, very quick to jump on whatever issue I've had. The training and the aftercare have been great!"
Comparing Tensor with their previous system, Mitrefinch, Lainy is glad to have switched over. "I can find things a lot easier, especially when I'm doing my month end reports as well. I have to double check everybody's hours for the month or the period, to be able to click on the name, enter the start date, end date, I've got totals already there. Normally I'd have to export those into Excel and SUM the columns. Having each employee with the date criteria, I can just go down the columns and approve."
Lainy was also pleased with the payroll date locking function. Previously, she used to find she could run her payroll report on one day, and the next day she could see differences and would be forced to run it again. Lainy explains that with Tensor she now sets the system to lock out amendments for the previous week's hours by Monday lunchtime. Managers need to clear any clocking exceptions assigned to them before then.
Lainy has a database she uses to track when there are payroll errors, just to keep tabs on any recurring issues. Because of the Tensor system, she hasn't had to use it at all!
In terms of any improvements to the process, Lainy says that there are still features and processes that she is unsure about, and, but is confident that if these couldn't be attributed to her unfamiliarity with the new system then Tensor would be able to remedy the issue.
Lainy says that, compared to their previous Mitrefinch system, she has found the Tensor system easier to use after the initial setup, data is clearer and more functional when reviewing it, and this data is accessible and easy to cross-check. As such, she would recommend Tensor to other companies.
Find out for yourself how Tensor could improve your security workforce management — get in touch today.
See more about Ultima Displays at ultimadisplays.com