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Clocking In Systems / Time and Attendance Systems Compared 2023
In this article we review 11 Time and Attendance software providers including:
– Actin Time
– Chronicle Computing
What is a Clocking in System / Time and Attendance System?
A clocking in system (also known as time and attendance software) is a machine or software which tracks the time you enter or leave your workplace. The most basic form is a written timesheet where employees can easily write their name and the time they enter, however there is no guarantee the information written is correct and many workers may forget to sign out, or ask others to sign in for them. This is why modern clocking in time and attendance software solutions are the ideal solution for developing companies: they are accurate, easy to use and efficient.
Time and attendance software prices range from £1 – £5 per user per month depending on the features and benefits your business requires.
Choosing Time and Attendance Software
ATS time and attendance software is an effective way to guarantee your employees arrive on time for work. It also shields your business from issues like time theft and employee time dispute lawsuits, which are especially pertinent in today’s challenging economy when businesses seek ways to cut costs and boost productivity.
Selecting the Appropriate Time and Attendance System for Your Company
Numerous ATS solutions are available, so do your due diligence before purchasing. Find a product that meets your business requirements and can assist with all HR processes.
Your ATS should be able to handle all hiring-related tasks, such as sending job postings, managing the interview process and monitoring applicants’ progress throughout the hiring cycle. Furthermore, it should have an intuitive user interface for employees and be integrated with your existing HRIS system.
Free trials are an excellent way to assess the capabilities of a new ATS. Generally, these are available for 10-15 days, allowing you to try them out without committing to anything long-term.
Utilising biometrics, such as a thumbprint scanner to clock in is an efficient way to protect your business from buddy punching and other staff scams. Furthermore, installing such a device is simple; anyone within the business – visitors, contractors or seasonal employees included – can utilise it.
Planday Time and Attendance Software Review
Who Are Planday
Planday is an employee scheduling software designed to assist shift-based businesses in tracking and managing their employees through a robust app. It boasts features like forecasting and labour planning tools and several helpful integration options.
Planday time and attendance software is often used by shift-based businesses such as restaurants, bars, nightclubs, retail stores, fitness centres, security firms and event management firms; however, many smaller enterprises can also benefit from its use.
- Payroll & Time Clock – Planday’s employee scheduling capabilities enable you to enter hourly wages for multiple employees simultaneously, making it a faster and simpler way to enter payroll data into your system. This makes processing times smoother when processing payroll data on multiple employees simultaneously.
- Custom shift rules – allow you to manage overtime, wage modifiers and other factors. Furthermore, compliance warnings based on organisational policies ensure staff stay on time.
- User-friendly time clock features
- Attractive Interface – This software boasts an attractive interface that makes it simple to create schedules, define rules and assign shifts.
- Automated notifications – and reminders about scheduled shifts will save managers time on administrative tasks, freeing them to focus on increasing productivity. Furthermore, teams can utilise the software across multiple locations and devices simultaneously.
- Customer support – available via email and phone. The company provides a free trial for new customers and plenty of online resources to get you started.
Why Choose Planday
Planday takes into consideration availability, staff vacation, payroll costs and more. You can book a demo and sign up for a 30-day trial on their website.
Bodet Time and Attendance Software
Who Are Bodet Time & Attendance Software
Bodet’s time and attendance system provides customisable solutions to manage your workforce, including industry-specific software. You can select a system tailored to your requirements – call centres or care homes.
Depending on your selected system, it may also enable automation in your time and attendance process, so employees don’t have to enter their daily times manually. This saves time and hassle if your business has a large staff size.
Bodet Time & Attendance Software Features
- Access control – is a feature of some time and attendance systems that can help protect your business by restricting entry or exit to authorised users. This prevents theft, fraud and vandalism and simplifies tracking employee arrivals and departures.
- Reliable – A reliable time and attendance system is essential for the success of your organisation. Not only does it simplify operations, but it can also boost employee morale by allowing staff members to clock in/out without any hassle or delay.
- Cloud-based systems – typically offer more features and reliable support than on-premise options, making them more cost-effective for small businesses that typically pay per user.
- Geofencing – Another feature that can benefit your organisation is geofencing and location tracking. Employers that need to monitor employee locations for compliance or safety reasons will find these tools beneficial in various industries, from restaurants to hospitals.
Why Choose Bodet Time & Attendance Software
Bodet is a scalable system, which is essential to the success of your business, as they enable you to grow and adjust to changes in the company. This means that instead of purchasing a brand-new software program, you can expand and add features as necessary. Their modular solution empowers your employees and reduces HR administration.
Advanced Time and Attendance Software
Who Are Advanced Time & Attendance
Advanced time and attendance software is designed to assist your business in managing timesheets, shift patterns, absences and paid time off (PTO). These systems integrate hardware, such as clocking-in devices, with software that stores data and makes it simple to view or edit.
Advanced Time & Attendance Features
- automated time tracking
- absence management
- people planning & costing
- world-class analytics
- clocking in/out
- auto rostering
Why Choose Advanced Time & Attendance
Advanced are Trusted by over 7,500 customers globally
A quality time and attendance system should be user-friendly, provide employees with multiple ways to clock in/out, integrate with your payroll service, and offer valuable features. With the ideal systems, you can track employee time in real-time, automate timecard and punch card entry processes, and manage PTO hours.
TimeTrex Time and Attendance Software
Who Are TimeTrex Time & Attendance Software
TimeTrex is a free web-based software designed to assist small and large businesses in managing their payroll and employee scheduling more effectively. It allows employees to clock in/out of shifts, track sick leave and vacation days, and view employee rosters.
This system is designed with a flexible architecture that makes it simple to scale according to your business requirements. Furthermore, it integrates with third-party applications, giving managers access to essential staff data.
TimeTrex Time & Attendance Software Features
- TimeTrex’s feature set can be tailored to meet your organisation’s requirements. The suite can be enhanced with features that make work easier for team members, like an organised scheduling system and mobile app that lets workers clock in/out of shifts on the go.
- TimeTrex boasts an impressive feature set and comprehensive online how-to guides and support forums where users can get assistance from other members. However, the suite may seem overwhelming if you are unfamiliar with it or must fully comprehend your company’s policies regarding time off, accruals and overtime rules.
- Aside from these, a time and attendance solution will deliver detailed reports and analytics to assist you in making informed decisions about your workforce. This allows for the identification of areas within your operations which need improvement.
Why Choose TimeTrex Time & Attendance Software
This comprehensive time and attendance solution helps businesses boost operational efficiency, eliminating buddy punching, unauthorised overtime, and compliance risk. It transforms tablets and mobile devices into accurate biometric facial recognition time clocks and allows employees to request absence or schedule changes.
Hourly and field-based employees will find this solution ideal, as it captures real-time data on employee hours. Furthermore, automated multi-week rotating schedules can be created, providing employees a secure portal for scheduling appointments and tracking time spent on projects and tasks.
TimeTrex makes using it a snap, as a PC or tablet and an internet connection are all required. The program can be accessed through any web browser and works seamlessly on most mobile devices – including iOS and Android.
Time and attendance software comes in many forms, but the best ones are cloud-based, customisable and scalable. These will save you time on administrative tasks and enhance your company’s overall productivity. When selecting the ideal system for your business, consider features, pricing plans and customer reviews.
Actin Time and Attendance Software
Who Are Actin
Actin offers a quick and easy online solution without the hassle of setting up or needing to install hardware. Time and attendance software allows businesses to monitor their staff, manage payrolls and stay abreast of employee time off requests. It also assists employers in staying compliant with the law while guaranteeing accurate payroll calculations
Time and attendance software comes in wide varieties, making it difficult to know which is ideal for your business. Here are some things to consider before selecting which solution is ideal:
Actin Time & Attendance Features
- Cost and Functionality – The cost of time and attendance software varies based on the number of employees and features provided by the company. Some are priced per employee, while others come as part of a suite solution that includes time-tracking services and integrations with hardware like clocking-in terminals or printers.
- User Experience and User Interface – User experience and interface should be top priorities when selecting time and attendance software. The ideal companies provide an intuitive design and support for any questions or issues.
- Employee Scheduling and PTO Management – Most time and attendance systems provide a range of scheduling tools, such as drag-and-drop functions for workdays, hours and shifts, as well as templates that can be reused from week to week. Employees may log their accruals for sick time, vacation time and other types of paid or unpaid time off within the system; some even enable employees to request time off directly within it, while managers can approve or deny these requests.
- Overtime Tracking and Alerts – This feature is commonly included in time and attendance platforms, but can also be purchased separately. This capability is invaluable as it allows you to monitor hours that exceed the standard overtime rules by state.
- Automated timesheet processing and employee payroll – Another advantage of a time and attendance platform is its automated processing of timesheets, calculating holiday pay and paying taxes on behalf of employees. This saves money, reduces human errors and makes it simpler for your HR department to guarantee all payments are made correctly and on time.
- Cloud-Based – Most time and attendance platforms are cloud-based, meaning you can access them from any device or browser. This makes them highly mobile, enabling employees to check staff records on holiday or at home.
- Built-in employee chatbots – Some systems feature automated chatbots that can answer your employees’ questions about time off and other time-related matters. This reduces the number of calls to your HR department while increasing productivity in the workplace.
Why Choose Actin Software
Actin is Suited for small to medium-sized companies who prefer a complete solution with onsite setup and face-to-face training.
Time and attendance platforms can also be integrated with other systems like HR, scheduling or payroll to give you greater control over managing employees’ time off. This is especially helpful for small businesses or those on a tight budget.
ISGUS UK Time and Attendance Software
Who Are ISGUS UK
ISGUS UK is among the most esteemed time and attendance software providers. With over 130 years in business, they boast extensive expertise in this area.
They provide various solutions for businesses of all sizes, from small to large. Their products enable employees to clock in and out using desktop computers or mobile phones, while management teams can keep track of attendance in real-time.
ISGUS UK Time & Attendance Features
- The system is user-friendly and compatible with various hardware, such as biometric ID cards and access control systems. Companies can utilise it to manage staff schedules effectively and guarantee workers are paid for all hours worked.
- ISGUS also offers a comprehensive suite of terminals and web applications, allowing users to manage their work schedules from home or any other location with an internet connection. This combines several essential features into one user interface, ensuring all users have up-to-date information.
- Their software is offered as a Software as a Service (SaaS), so there’s no need to install it on your company’s computers; instead, it is hosted offsite in an encrypted and secure environment. This ensures data protection from external hackers and real-time updates without returning it to your servers.
- ISGUS provides a comprehensive time and attendance system suitable for managing all staff types and compatible with all significant payroll programs. It’s the ideal solution for small and medium-sized businesses in the UK and larger organisations with many employees.
- ISGUS ZEUS Time & Attendance System provides an intuitive, customisable report generator accessible on any device with internet access. It can be utilised for creating statistical breakdowns, reports, plans and calendar overviews for employees and management teams.
- Furthermore, the system can be linked with various payroll programs and HR systems for automatic salary updates and personnel details capture.
Why Choose ISGUS UK Software
Since 1888, ISGUS has been a family-run firm specialising in producing time and attendance systems and access control solutions. With their wealth of expertise, they are considered leaders within this industry.
With ISGUS, you can quickly and easily create an effective workforce management system to keep your company competitive and boost productivity in the long run. Their system also keeps track of employee absence to guarantee any time off is taken efficiently.
A workforce management system is an invaluable asset to any organisation. Not only does it ensure employees are working at their maximum capacity, but it also reduces the risk of accidents or illnesses due to excessive workload. Furthermore, it can identify employees struggling and refer them to HR for further support.
Replicon Time and Attendance Software Review
Who Are Replicon
Replicon time and attendance software is a comprehensive solution that includes timesheet management, employee scheduling, payroll management and business reporting. Furthermore, the platform is cloud-based so that users can track their time and attendance from any location.
The platform suits businesses across many sectors, such as healthcare, insurance and construction.
Its suite of tools helps companies manage their employees, projects and expenses more effectively.
Employees and managers can track their time with convenient clocking in/out features, efficiently manage projects and tasks, and gain real-time insights through comprehensive reporting. The solution is user-friendly, with 24/7 live support available for premium subscribers.
Replicon Time & Attendance Features
- Absence Management -can be utilised to create time off categories like vacation, sick leave and bereavement and automate requests through web or mobile applications. Furthermore, it integrates time off requests with gross pay details to simplify business reporting and streamline time off processing.
- Exceptional user interface and features, such as copying tasks and hours from a past timesheet for convenience.
- Replicon also allows managers to set approvals for team members, giving them tight control over project time and keeping all stakeholders updated about the progress. With its built-in approval library, supervisors can create workflows tailored to their organisation’s needs.
- Project management – It also comes equipped with a move time utility, which lets you mass transfer time from one project or task to another without editing individual timesheets. Just ensure that affected users are assigned to the target project and they have selected an accurate billing rate before shifting any hours.
- ZeroTime feature – enables you to integrate its app with third-party applications like Zoom and Google Calendar, collecting data about employee activities and work hours. This information can then be applied directly to timesheets in ZeroTime, eliminating users needing to update notes manually.
Why Choose Replicon Software
The platform is ideal for distributed teams that need to monitor billable hours or dive deep into project cost data to allocate employee time better. Furthermore, its compliance library helps you meet labour law requirements regardless of where your employees work.
Replicon offers enterprise solutions for client billing and global gross pay automation. Its time tracking and labour costs reporting software can help you accurately calculate project costs, eliminate inefficiencies, and boost your cash flow.
Timesheets in TimeSheet Pro are customisable, allowing you to design your format. Furthermore, its compliance and rules engines guarantee that all timesheets adhere to business policies.
Replicon’s timesheets are user-friendly and accessible on smartphones, tablets, and computers. Plus, it supports various timesheet formats like recurring or one-time ones.
TimeTac Time and Attendance Software Review
Who Are TimeTac
TimeTac is an intuitive cloud-based time and attendance software designed to assist companies in tracking their employees’ working hours. It also has features for managing employee leave policies and project timeframes.
TimeTac Time & Attendance Features
- You can set a company schedule and record working hours, time off requests, and overtime. Furthermore, businesses can comply with government regulations by reducing errors and legal disputes.
- Administrators and managers can review labour data reports, approve or deny time off requests, create approval workflows, and integrate with payroll systems for automated time-off tracking and approvals.
- This software is suitable for various business sectors and is available as a cloud-based or on-premises solution. The cloud-based option is ideal for small and medium-sized enterprises that need to get started quickly with time and attendance tracking.
- In addition to time tracking, this system also offers to leave management and COVID-19 status checker features. You can utilise each module individually or combine them into a comprehensive time and attendance system that meets all your operational needs while remaining GDPR compliant.
- TimeTac’s real-time online time tracking ensures that working hours are recorded as they happen, so you can see exactly how much work your team has completed each day. Doing away with spreadsheets and paper records allows for improved tracking accuracy while eliminating the need for duplicate entries.
- Project time tracking is also provided, enabling you to monitor employees’ work against specific projects or clients. This simplifies project management and boosts staff productivity – especially for those working outside the office.
Why Choose TimeTac Software
This software offers a free trial for all its modules, so you can try the program before deciding. Furthermore, customer support is provided via email, phone and chat to solve problems quickly and effectively.
Chronicle Computing Time and Attendance Software Review
Who Are Chronicle Computing
Chronicle Time and Attendance Software are designed to assist you with workforce management, whether you have a small team or thousands. It is cloud-based and offers various employee features such as clocking in/out time, reviewing schedules, accruing PTO hours, and more.
Features designed to reduce errors associated with manually keyed time sheets, freeing HR and payroll managers’ time for more critical tasks. For instance, it prevents disputes over timecards, and lets employees know that their hours are recorded accurately.
Chronicle Computing Time & Attendance Features
- Time and attendance systems come in various forms, the majority being cloud-based. These services are usually hosted by a service provider such as payroll software companies or payroll management firms and can be accessed from any location worldwide.
- Scalable – They’re often scalable and straightforward to integrate with other business systems. If you need to expand your staff or alter how employees work, implementing new software and getting everyone up and running quickly will take little effort.
- Some systems offer mobile apps so employees can track their time in real-time, even on the go. This makes it simpler for remote workers to keep track of their shifts and days off.
- Many of these systems allow employees to request time off, which helps employers comply with state and federal time-off laws. Furthermore, they enable employers to monitor employee engagement levels and guarantee employees finish their tasks on schedule without overworking or cutting corners.
- When selecting a time and attendance system, you must factor in the costs of purchasing and running it. Prices for solutions range from £2 per person per month up to £20 per person monthly – this includes access to software, training sessions, and support if needed.
- Another factor to consider when designing a system is the cost of hardware required. This could involve installing digital or physical punch-style clocking-in devices or as straightforward as having remote employees utilise smartphones or tablet apps to clock in and out at work.
Why Chronicle Computing Software
Selecting your company’s ideal time and attendance system depends on individual requirements. It would help if you considered factors like how many people need to be tracked, what outputs from the software are necessary and whether or not it can be integrated with other business systems.
When selecting equipment to track employee attendance, the cost can vary based on individual needs. A handheld device costs several hundred dollars, while more advanced systems run up to thousands. No matter which option you opt for, ensure it meets all your specifications since these devices will require an ongoing investment of money.
Clockrite Time and Attendance Software
Who Are Clockrite Computing
Clockrite time and attendance software help you manage your employees’ time effectively, so they can stay productive and focused on their tasks. The system automatically records hours worked and creates schedules for them to follow along with notifications to send. Furthermore, it can calculate employee vacations or PTO days as well.
Most of these programs utilise biometric time clocks, which use fingerprint or facial scan technology to capture and verify employees’ attendance. This method works best if your employees frequently move between locations, such as service providers or remote offices.
Clockrite Computing Time & Attendance Features
- Clockrite systems come with geolocation and geofencing features, enabling you to monitor remote employees. They keep track of shift swaps and time off requests and alert managers when employees arrive late or miss their scheduled meetings.
- These systems come in both on-premise and cloud versions, with the former typically more costly than their cloud counterparts. Most on-premise options cater to large companies with multiple locations and complex labour reporting needs.
- Costs vary based on your required features, how much data needs to be tracked and your preferred integration method. Many programs offer free demos so that you can evaluate them before committing to a subscription.
- You can opt for a system that assigns specific clients, projects or work hours. Doing this helps guarantee your employees work as efficiently as possible and reduces the overtime they must put in.
Why Clockrite Computing Software
Clockrite is a proven time and attendance solution used by thousands of companies across the UK.They offer 2 software sets as standard, UK-based support, and next-day delivery.
Other time and attendance software systems offer employee scheduling, saving managers time and facilitating employee communication. This feature automatically creates a schedule based on each employee’s availability, enabling them to request time off or shift swap with colleagues.
TimePilot Time and Attendance Software
Who Are TimePilot Computing
TimePilot systems boost employee productivity and make your business more efficient. Not only does it help avoid errors and save money on expenses, but it can also boost profitability.
Track projects and tasks, boost engagement and provide reporting. Accessible anywhere with an internet connection, it is compatible with all significant payroll programs and services such as QuickBooks or ADP.
TimePilot Computing Time & Attendance Features
- TimePilot offers clocking in and out capabilities, scheduling, leave management, time accruals, reporting, mobile apps for employee profiles and manager dashboards, alerts, and calendar integration. As a comprehensive time and attendance solution, numerous independent research firms have recognised it as the industry leader.
- Clock In/Out – Most time and attendance platforms provide the option to create a virtual punch card that employees and managers can use to track hours worked. Some will even allow for the generation of timesheets and time off requests and integration with a payroll solution. Clock-in and out times can be programmed into the system to restrict when work is allowed. Some models even feature geofencing capabilities, ideal for businesses monitoring a specific area or location.
- Biometric Attendance – Some time and attendance platforms offer biometric fingerprint scanning or personal identification numbers to authenticate clock in and out. This helps reduce the risk of fraudulence, making it ideal for companies with large workforces
- Flexible – TimePilot can work with your existing hardware and software or be fully integrated to manage everything. It has two options: cloud-based access from anywhere or On-Premise keeping access to your network secure.
- iButtons and iButton Locks – For those who prefer to keep track of time with a physical clock, TimePilot’s iButton and iButton Lock are designed for ruggedness, weatherproofing, and dependability. The iButton is an electronic chip housed in a watertight stainless steel “can” that fits on a keychain.
Why Choose TimePilot Computing Software
Three-time clock systems are all designed for ease of use and cost efficiency: TimePilot Extreme Blue, Standard and PC. Each offers different features tailored towards meeting individual requirements.
The TimePilot Extreme Blue works with iPhone and Android smartphones to collect clock data wirelessly.
That means there’s no need for a laptop or computer to use the TimePilot Extreme Blue. For larger organisations, TimePilot Standard provides all the advantages of our original Extreme Blue system plus enhanced features – such as powerful yet user-friendly TimePilot Enterprise Edition software for processing time and attendance data. This can handle the full-time and attendance process for large companies with thousands of employees.
Time and attendance FAQS
Small businesses often need help finding a Time and Attendance that meets their requirements. Some systems are too large and feature-packed, while others must be bigger to be effective in your setting. Consider the size best suits your company’s needs when considering alternative systems.
When purchasing a product that your entire staff will utilise, ensure you do as much research as possible to find the right fit for your business.
There are various hardware solutions to manage time and attendance on a site. From primary punch clocks to biometric devices, these can be handheld or wall-mounted and accessed anywhere with an internet connection.
Investing in multiple systems could prove costly if your business operates across multiple sites or you collaborate with many contractors. One of the best ways to save money on your time and attendance solution is by opting for a cloud-based one. These systems typically come at low monthly costs and are simple to set up and configure quickly.
Another advantage of cloud-based systems is that they are more secure than on-premise solutions since they don’t need to be upgraded or patched as often. This significantly reduces the risk of data loss – significant when safeguarding employees’ personal information.
The ideal time and attendance systems will offer an integrated solution, including HR, payroll and access control. They make it simple to monitor staff absences, holidays and holiday requests.
A reliable time and attendance solution can collect information about employee punctuality, helping you boost employee morale. Furthermore, it helps manage payroll processes more accurately while reducing errors.
A time and attendance system can be integrated with various devices, such as punch clocks, proximity devices, iris scanners and biometrics. While some options are expensive, others are relatively cost-effective, so you should carefully consider how much money you’ll save by switching to a more cost-efficient solution.
Stanley Security, for instance, provides an essential proximity reader at £36 per month on a five-year contract. Timeware also offers its Suprema FaceStation 2 facial recognition time clock, which can detect users wearing masks and recognise their faces for £1,563 (excl. VAT).
If you’re searching for a cheaper alternative to Planday’s biometric time clock, Zip Clock is an attractive choice. It works on iOS and Android devices without charging any setup fee.
Time and attendance software can help you monitor employee hours, manage vacation/time-off policies, and process payroll more efficiently. Not only that, but these solutions also increase productivity levels and enhance employee satisfaction levels.
Some time and attendance systems offer self-service features that enable employees to review their current and past schedules, verify PTO accruals, and request leave. This can be a time saver for employees and managers while helping reduce labour costs.
AI chatbots are becoming increasingly popular in time and attendance systems, offering virtual assistants to answer employees’ questions about time cards or other HR-related matters. These bots are becoming increasingly commonplace across businesses of all sizes as they help simplify answering common employee inquiries.
Time and attendance software typically comes in two forms: cloud-based and on-premises. With cloud-based solutions, you pay a monthly fee for access to the service; on-premises systems require you to pay one-time for installation and software licences.
No matter the size of your business, time and attendance management requires special considerations. You need a solution that caters to each employee’s needs, reduces buddy punching and meets internal policies and employment laws.
Time and attendance software can make a big difference for your business. Not only does it save you money, but it also streamlines processes and gives staff members more work-life balance. Additionally, it can increase your productivity. You’ll spend less time worrying about the numbers and more time cultivating your business.
A reliable time and attendance system should have an extensive reporting function to generate insightful reports about employees’ schedules, shift patterns, and attendance. These insights can then be utilised to construct future schedules so that workers have coverage when needed.
Some time and attendance software also offers a self-service component that lets employees view their schedules, request time off, and check if they’ve been assigned a shift. This helps managers quickly alter or assign shifts quickly and efficiently.
Another essential feature of a reliable time and attendance system is biometric technology. This can prevent buddy punching, guarantee that employees log in and out correctly, and significantly lower the likelihood of time theft.
Most time and attendance systems provide a range of biometric options, such as fingerprint clocking-in, facial recognition, and voice recognition. These can be implemented using proximity cards, badges or readers that scan an employee’s palm for unique biometric data.
Biometric devices are ideal for managing time off requests and reducing the likelihood of unauthorised employees taking advantage of your paid holiday policy. Furthermore, this software can be integrated with many payroll services, allowing you to calculate real-time overtime payments.
Time and attendance software providers typically provide both on-premises and cloud solutions, depending on your requirements. You can also choose a hybrid model that combines both options. Regardless of your option, you’ll have access to expert support and advice from their knowledgeable team.
Cloud-based solutions are typically more cost-effective than on-premise systems, giving you access to your information anytime. Some providers even provide mobile apps to view time and attendance data while on the go.
Time and attendance software costs vary widely, from around £200 per year for a business with eight employees to over £3,000 for large, multi-office enterprises. Your cost depends on how many clocking-in terminals are necessary and the features and equipment integration needed.
- How many employees will be tracked using this system?
- What locations will be using a cloud-based time and attendance system? A cloud-based time and attendance system are ideal for businesses with multiple locations. Many solutions come as mobile apps, allowing employees to track their hours from any device.
- What type of devices should I be using?
Most time and attendance providers provide either cloud-based or on-premises options. Cloud-based options are more cost-effective as you pay a monthly subscription and can access the system from any internet connection. On-premise systems may be best for businesses with in-office teams who frequently hot desk and share office devices.
A time and attendance system can be integrated with various devices, such as punch clocks, proximity devices, iris scanners and biometrics. While some options are expensive, others are relatively cost-effective, so you should carefully consider how much money you’ll save by switching to a more cost-efficient solution.
When selecting a time and attendance system for your company, please consider its needs for accurate payroll processing, job costing and payroll tax reporting. These tools assist in making informed payroll decisions so that your business remains compliant with federal and state labour laws.
A digital time and attendance system is much more efficient than time cards and other traditional methods of tracking employee time. Instead of manually recording the hours your employees work, these systems automate the process by capturing all data on the clock, computing it, and then storing it in payroll software. This eliminates the need for manual timecards and reduces errors associated with employee work hours calculations.
Types of Clocking in System
Clocking in systems are not a one-size-fits-all solution. There are various types, ranging from basic to advanced. It is important to acknowledge both the benefits and drawbacks of all machines, so that the most effective choice can be made.
Time Attendance Timecards
A timecard is one of the most basic types of clocking in machine. Essentially, employees are given a card which they must stamp when they enter in the morning and leave in the evening. These timecards are accurate because the stamping process is done by the machine, which prevents employees from altering the hours. However, it is easy to forget to do this, because there is nothing to stop employees from rushing past this machine in haste during a busy workday.
Although timecards have their unique disadvantages, they are perfect for small businesses with a handful of trusty employees. They show their workforce that they are trusted and their time is valued. Additionally, small businesses are easier to manage in terms of recording the hours worked by staff. This is because there are fewer workers to keep track of. Choosing an inexpensive timecard clocking in system is a great way to record time attendance without spending a small fortune on a system with features that will not be used efficiently.
Time Attendance Spreadsheets
Unlike timecards, spreadsheets are paperless. The concept is the same, whereby staff manually punch in the time they enter and the time they leave. However, this system is computer-based and therefore easier to manage than rifling through physical sheets of paper. The issue of storage is avoided because there is unlimited space. Additionally, managers will find it easier to search for a certain employee using the features on the system, and finding information will become simpler. Because spreadsheets are stored on a computer, companies will no longer need to manually calculate hours worked or the payrolls. This necessary data is stored within the system so these calculations can be made electronically, leaving less room for human error. This also saves lots of time.
Whilst spreadsheets are a useful clocking in system, they have the same disadvantages as the basic time attendance machines. For example, employees can clock in for each other if one is running late or ascent. Whilst the time itself will be accurate, the information may not be valid. This is not an issue in small businesses because less employees are easier to manage, and you can see more clearly whether an employee is missing. Large businesses are more difficult to account for and therefore such a system may not be the most effective in this case.
Time Attendance Scanning Cards or Fobs
Clocking in systems which include scanning technology are one of the most popular in businesses of all sizes. This is because they are relatively affordable but still maintain the same advantages as other advanced systems.
Essentially, workers use their individual cards or fobs to scan onto the monitors which can be placed in any space. Usually, this is inside the entrance or reception of the building. A way to ensure staff remember to do this is by keeping the doors to restricted areas which can only be visited by staff closed. This way, when they enter the building, they have to scan their identification cards in order to open the doors. Not only is this useful data for time attendance, but it can also serve as better security within the company as it keeps unauthorised personnel out. You can also track where staff are during the work day, and how long they take breaks. Scanning technologies are far more accurate than manual timesheets or spreadsheets, and store more extensive data.
Of course, the issue still stands that employees can use a colleague’s card or fob in order to scan in. However, this is less likely if the fob is needed at multiple sites within the building and therefore has less risks associated. Additionally, cards can easily be misplaced or stolen, which can be expensive to replace. Most companies rule that the first missing card can be replaced free of charge, however employees that frequently lose this possession are often charged the fee to purchase a new card. This is important to consider, as the bigger the company, the more hardware is required.
Biometric Clocking In Systems
Biometric clocking in systems use biological data in order to manage time attendance. This includes fingerprints and facial recognition. Workers can clock in by pressing their thumb to the monitor, or looking into the screen so that the system can recognise them individual and electronically sign them into the computer.
An obvious advantage of biometric systems is that they are the most secure type of attendance system. With other systems, employees may ask their colleagues to sign them in with their personal card, in order to avoid the system showing they were late. They may also exchange or borrow the identity cards or fobs of other colleagues when they have misplaced their own. However, because biometric systems need physical features in order for the system to work, they are more accurate. For large companies, this is incredibly useful as it is the most reliable way to manage time attendance. Additionally, less money is required for equipment like cards. Companies which use facial recognition or fingerprint identification often work with sensitive data and value managing their security above all else. This is the ideal way to combine both time attendance and security.
On the other hand, biometric systems are the most expensive of all systems. This is because they require the most advanced software and are incredibly secure. Small businesses may not find them cost-efficient as they can cost upwards of £2,000. When taking into account that you may need more than one monitor to facilitate quicker access, this becomes detrimental to the company profits. Additionally, the software must be maintained by a third party which must be paid monthly. Usually, biometric systems are a great investment for large companies with many employees, or businesses working with sensitive data that require greater security.
Remote Clocking In Systems
More and companies are deciding to switch to remote working. This means that they no longer require employees to visit the office each day, as they can work from home using the company software through their internet access. Additionally, many companies do not have offices or a warehouse, and are based solely online. As a result, the clocking in systems mentioned above are not useful. Remote systems are targeted specifically towards these companies, because they use online clocking in systems as opposed to physical ones.
Clocking in systems can also be digital. When working from home, employees log in to the company software which is made accessible to them through their unique passcode. Once they enter the platform, the system can track the time when they logged in. During the work day the system can sense when they are active, for example taking phone calls, reading emails or creating proposals through the integrations. If employees want to take a break, they can log this in. At the end of the work day, they must also sign out. However, there is no guarantee that employees are working throughout this entire time period, which is why many systems automatically log out if they have been inactive for over a certain period of time.
Features of Clocking in Systems
Clocking in systems have evolved from the time when they were used solely to track employee working hours. Through the use of digital attendance systems, more data can be extracted in order to simplify tasks surrounding administration and manage time more effectively.
One of the main ways we can use time attendance systems is for calculating payroll. Although companies usually state in their contract how many hours an employee should be working, this is often subject to change depending on the job role and the season. For example, an accounting firm may be busier towards the beginning of the year, when there is the most paperwork and strict deadlines surrounding tax season. On the other hand, supermarkets are busiest just before the holidays, when everyone is rushing to buy food, drinks and decorations. During these times, staff frequently work overtime and therefore their wages will be higher in these peaks. Having a digital system stores information on how many hours are worked and therefore automatically calculates the payrolls. This is great for time management.
Another feature on clocking in systems is scheduling abilities. Like we mentioned above, every business has different peak times which must be addressed. In these times, you may need to add more staff to the rota compared to usual. Many of these systems come with scheduling programs that every staff member can access. Therefore, managers can input this data and send it to entire workforce. Another advantage of this is it can be modified easier than if this was an email or on paper, as the system can easily be updated.
In the same way as scheduling, staff can view the rota and therefore which dates they can request holiday leave. The system stores all time attendance data, including the dates of their previous holidays and how long they were for. The platform then deduces how much holiday leave is left. When this is used in combination with the scheduling features, managers can decide whether or not to approve the holiday requests. This is because they can see when other colleagues will also be absent, and avoid setting up shifts where the business will be understaffed.
Clocking in systems are useful because they gather data which can then be analysed in order to improve efficiency and aid the company in developing further. It becomes easier to spot patterns. For example, it is easier to see which employees are consistently late, which can be difficult to do if you are managing a business with hundreds of employees. Time management systems help to identify this data as an anomaly in comparison to the other ‘normal’ data, so that you can come up with a solution to solve the problem. If an employee is always late, for instance, on Friday’s, you can ask the why this is and suggest they clock in later but stay for longer instead. Similarly, the system can identify which dates show overtime, and therefore schedule more staff for them in the future.
Security is an important aspect in operating a company. Clocking in systems not only help to manage the times of when employees enter and leave, but also who enters the building. For instance, if you run a company with a relatively large workforce, it can be difficult to track who comes in or out. By using biometric systems or scanning cards, you can restrict entry to certain areas in order to keep authorised personnel out. As a result, your security is improved and the safety of the company is preserved. These systems can also be used in emergencies, for example in event of a fire. Companies can see which employees are at work on that day, and who has clocked in. By doing this, you can ensure that everyone is found and accounted for.
Lastly, the majority of clocking in systems are cloud-based. With the exception of timecards, every machine is digital and connected to the internet in some way.
Advantages of Clocking in Systems
Once you recognise the types of system, and understand how the features help you simplify admin tasks, you can begin to identify the advantages.
The main advantage of clocking in systems is accuracy. Whether you use a basic time card or an advanced scanning system, the times you punch in will always be correct. Clocking in systems are also reliable, especially biometrics and remote systems. This is because they are individual to each person and difficult to interchange between colleagues, therefore you know the staff member they are allocated to is the one using them. Remote systems are especially useful for online businesses that otherwise cannot monitor when their employees are active with other time management hardware.
It is also worthwhile to note the benefits of clocking in systems for employees. Staff that often work more than their contract states and have hours in unacknowledged overtime can feel overworked and underpaid. By having a system to verify the extra hours they work, employees feel more valued within the business, which creates a better atmosphere and improves the trust staff have for the company. Additionally, staff can request holiday leave using an easier program, because they can see when other colleagues will be on holiday too and plan accordingly. They can book their holidays further in advance, and the process becomes less stressful for all team members involved.
Clocking in systems do not require constant maintenance and new updates. Manual systems such as timecards are easy to use and can be effective for small businesses that have less employees. There is not much storage necessary and checking these cards is quick and simple. Additionally, there are less likely to have glitches like the digital systems. In the same way, the digital systems are usually managed by the company who sells them, and therefore businesses themselves do not have to handle the technology aspect of them. Overall, they are easy solutions for time attendance.
When initially searching for a system, the upfront price can seem inflated. However, when considering which machine to choose, making the right choice can actually save your company money instead. For example, new businesses do not usually need a biometric system with face recognition and fingerprint identification. The first year of opening a company is about maximising your profits, and without steady cashflow making this investment can be a risk. Instead, opt for a simpler machine which is just as efficient. On the other hand, businesses with more employees may benefit more from an advanced machine with integrations. This is because they will save time on payroll calculations, identify late co-workers and avoid over-paying them, and are less likely to suffer from security breaches.
Time attendance systems come with many features we mentioned above. This includes scheduling, analytics, and accurate payrolls. Often these tasks take many staff members and lots of time to complete, which can otherwise be spent on more important jobs within the company. Because the systems can finish these tasks quickly and more accurately, avoiding human error, it becomes an investment and can help with several admin obligations. Often these integrations come as part of the clocking-in platform, which can be accessed via computer. This holds all of the data from the machines.
Disadvantages of Clocking in Systems
The main disadvantage of clocking-in systems is that employees often feel pressure to perform and a lack of trust from the company heads. This can lower morale within the company and lead to a decrease in productivity because workers do not feel valued. However, it is important to explain the advantages that these systems bring about for colleagues, too. Their overtime is recognised, consistently lazy employees are penalised, and it encourages healthy competition. The aim of time attendance systems is not to control the workforce, but to maximise efficiency and save time.
Although we mentioned clocking-in systems are cost-efficient, they can become expensive if not chosen correctly. This is why researching the variety of machines available plays a significant role in saving money. Small businesses should consider classic scanning cards or fobs, as these are just as effective and relatively inexpensive. On the other hand, large businesses would benefit more from looking for bundle deals, as they usually require more hardware and advanced systems.
Clocking In and Time & Attendance Systems Conclusion
Overall, clocking in systems are a great way to track the attendance of employees. They are easy to use, whether it is by manual input or scanning, and simple to maintain. Each business has different needs and therefore can benefit more from one machine than the other, as there are both basic and advanced models. However, the general benefits of the system are many. Not only do they store unlimited data, but they often include integrations which help to calculate payrolls, schedule rotas and identify patterns. All in all, this is an ideal investment for developing businesses.
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