How do you decide what you need in a time and attendance software solution?
Consider the work employees do and how best to track that kind of work. For example, a plumbing business tracks work by job and also needs to track driving time. A café tracks workers in shifts. A manufacturing firm may track work on a line, where all workers start and stop at once. And in an office, work schedules rarely change, so your time tracking may focus more on time-off tracking.
Once you determine the kind of data you need to capture, choose a time and attendance system that’s easy for you to set up and for employees to use. A mobile app is best for field workers, whereas retail workers in your shop may find a kiosk easier.
Also, consider the kinds of output you need for your payroll system and reporting. For example, if you bill clients for workers’ time, you need a system that lets you assign work hours to clients, projects or tasks. It’s best to test out the timekeeping software to ensure it does what you need it to do. Most platforms offer free trials ranging from seven to 30 days.
What is biometric time and attendance software?
A biometric time and attendance system identifies employees using characteristics that are unique to them, such as their fingerprints or retinas. The software gathers that information to ensure the right person is using the time clock. The biometric tools that providers such as Clockify offer are similar to those at banks that may require your fingerprint, handprint or thumbprint as proof of identification.
How does a time and attendance system improve efficiency in the workplace?
A time and attendance system saves time for employees, managers and HR staff. Employees no longer have to write down each time they punch in, take a break or leave for the day. Instead, they clock in and out with the push of a button, so they don’t have to add up all the hours. Managers or HR staff no longer have to verify work-hour totals and put the total hours into a spreadsheet or payroll system; all of that can be automated with time and attendance systems.
What is the best employee time clock?
The best time clock depends on your company’s specific needs. Most time and attendance system providers list the time clocks that integrate best with their software. After choosing a system, you can examine the clocks those providers offer.
The best time clocks have the features and tools your business needs. Some time clocks only clock employees in and out, while others let you check schedules, review timecards, see time-off accruals, post employee messages and let workers request time off.
Ensure that the time clock you choose offers the method you want employees to use to clock in and out, such as swipe cards or PINs. Additionally, if you want especially secure options, such as biometric clock-ins, to prevent buddy punching, the time clock should allow employees to clock in and out using their fingerprint or facial scan.
Tip: When choosing to buy or lease a time clock, also consider the service and warranty options. Make sure you will be covered if the time clock malfunctions.
How much does a time and attendance system cost?
Traditional time clocks cost hundreds of dollars in addition to the setup fees and annual service contracts. Newer cloud-based time and attendance software is priced per user and, based on our research, ranges from $2 to $20 per employee per month. Some vendors offer basic, free timekeeping systems in hopes that you’ll upgrade as your business grows.
What is mobile time tracking?
Mobile time tracking is part of a time and attendance system that works through a mobile app or a mobile-optimized website to track and manage the time of offsite workers, such as service providers or remote office employees. This option is especially valuable in today’s environment in which many employees are working from home.
How does GPS work in a time and attendance system?
With geolocation, the system records the exact locations of employees each time they clock in or out. Employers can then see those locations and make sure the employees are where they are supposed to be.
Geofencing lets employers set location boundaries defining where employees can clock in and out. For example, employers can set boundaries around a work site to ensure their workers are showing up each day or simply remind them to clock in when they arrive at the job site. Without this option, an employee, in theory, could clock in and out from home and never show up at the job.
Some systems have added mobile tracking features that record the locations of offsite employees throughout the day. The system pings the mobile device every few minutes so employers can view a map of where their field employees worked throughout the day.