Time clocks are excellent tools for keeping track of your employees' hours, and they are ideal for offices and businesses with hourly staff. These products are very easy to use. Simply insert a card or badge into the slot and it will print the date and time, so you know when your employee's shift started. In addition to clocks, we offer a wide variety of time clock systems and accessories, such as recorder ribbons, replacement ribbon cartridges, and time stamp badges.
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We offer time clocks with an atomic feature that ensures your product will always display the most accurate time reading. Additionally, several of our clocks have password protection that prevents employee tampering. For businesses that have bilingual or multilingual workers, some of our products are also pre-programmed with messages in other languages.
If you're looking for a tool to monitor your part-time employees' hours, time clocks are the perfect option. We offer products with a variety of features, such as atomic clocks, password protection, and multilingual functions. Our selection also includes time clock systems and accessories like ribbon cartridges and stamp badges that you can use with your time keeper. For other administrative products, check out our desk organizers, binders, and filing cabinets.Updated April 9,
An employee time clock is a hardware device for tracking work time. To use it, employees 'punch' in/out or 'clock' in/out. The term 'punch in' stems from early employee time clock hardware that required a physical card.
With a traditional mechanical time clock, the process from clocking to paycheck works as follows: First, at the beginning and ending of each shift, the employee inserts the card into the device which punches the card with a timestamp.
At the end of the pay period, employees add up work hours based on the timestamps. Following that, each employee submits their timecard to their manager. If an employee forgets, the manager has to remind the employee. A manager with a forgetful team might spend time every payroll tracking down timesheets.
When all employees have submitted their timesheets, a manager approves hours for those under their supervision. If the manager finds a mistake, like a missing punch, for example, they have to investigate and correct the error. As part of the process, the manager may have to manually enter the hours data into a spreadsheet.
Following that, the manager sends the time data to the payroll department. The payroll department uses the time card data to calculate withholdings, overtime if necessary, and issue a paycheck. In addition, the HR team uses the data to calculate accruals and do compliance reporting.
Employee time clock systems provide the following benefits:
Automated time clock systems capture punches and track hours in real time. This eliminates the errors inherent with paper timecards. Your payroll process won't be compromised by illegible writing, faulty memory, addition errors, and intentional timecard fraud. In addition, you can import hours directly into your payroll system without manual data entry, thereby preventing further errors.
Time clock hardware integrated with timekeeping software tracks key metrics that include employee hours by team, overtime, leave hours, and hours by job code. Small business owners can use these metrics to make data-informed decisions about scheduling, project management, staffing and job bidding.
Time clock hardware and software track hours by employee. Managers can set threshold alerts which allow them to adjust staffing before time and half kicks in.
As mentioned previously, automated time collection eliminates timecard fraud. Another expensive form of employee time theft is buddy punching. With a biometric time clock, an employee cannot punch in for a co-worker. A time clock app with geofencing allows a supervisor to see the location of mobile punches ' thereby improving oversight for mobile and remote employees.
Employee time clock hardware integrated with a software platform centralizes overtime, PTO, FMLA and schedule management. This protects against FLSA (Fair Labor Standards Act) violations including overtime and minimum wage as well as state-level predictive scheduling laws.
Maximum productivity depends on strategic employee scheduling. Managers can program time clock hardware to restrict out-of-schedule punches and track paid and unpaid breaks. Furthermore, you can more easily find a replacement for a call out or no-show when the system provides a dynamic list of available co-workers to cover.
Employee time clocks provide impressive ROI when it comes to labor costs. Some businesses recoup the cost of an employee time clock in the first few pay periods and enjoy savings every pay period thereafter.
Preventing overtime may be more important than it appears at first glance. Frequent overtime has been linked to increased absenteeism which causes a plethora of expensive problems including reduced productivity and lower workforce morale. In addition, it impacts employee health. Employees who work overtime have a higher rate of health issues including back injuries, high blood pressure, mental health problems, lower birth weights for pregnant women, and increased alcohol consumption. Supporting employee health and well-being is not only the right thing to do, it makes sense from a financial standpoint.
Employee hours theft is common in most industries. An old-fashioned punch clock has few safeguards. Employees can punch in for each other and pad their timecard more easily. A modern biometric time clock is an employer's best tool for paying employees only for time worked.
This is related to hours theft prevention because punching in early or punching out late is one way dishonest employees can inflate their hours. Busy managers have better things to do than police employee schedules. Thus, automation saves on payroll by restricting out-of-schedule punches and freeing managers to work on revenue-generating activities.
Manual processes leave employers vulnerable to many types of human error. Calculation mistakes, inability to remember work hours after the fact, and data entry mis-keys are a few of them. Automation removes most of the manual work which reduces errors considerably.
With manual time and attendance processes, a business can increase labor costs 8% due to intentional and unintentional errors. When you automate most time and attendance processes, you create payroll integrity. Accurate payroll is necessary for high employee engagement and retention. In fact, employee surveys have found that after only two paycheck problems, half of respondents said they would consider getting a new job. (HRDive)
Some employee time clock hardware controls physical access to workspaces. This is most common in health care settings, industrial environments, and daycare facilities.
In response to COVID-19 health risks, time clock vendors added a valuable feature to some biometric time clocks ' a thermal scanner. These clocks help protect against outbreaks and have been an important component of many workplace health and safety plans.
With time and labor reporting, employers in any industry can optimize their workforces. Time clock systems track timecard data including total hours by employee or team, overtime, PTO, FMLA and employee schedules.
Careful employee hours tracking is the foundation for wage and hour compliance. Employee time clock systems help employers follow FLSA, FMLA, ADA and state wage and hour laws.
Let's discuss small business time and attendance systems in more detail.
Time clock hardware/software platforms have dozens of features. It's helpful to understand them before making a decision for your company. Download our free Time & Labor System Buyer's Guide for comprehensive checklists and descriptions of various features and functions. You can also find more information here: How to Buy Employee Time Clocks, the All-Encompassing Guide.
The time clock market has a clock for every employer type, business size and budget. For example, there are clocks that track remote and mobile employees. Field service businesses, for instance, can use time clock systems that track GPS location and mileage, for instance. And restaurants and hotels can use time clocks that track tips.
Professional services and construction can use time clocks that assign work time to jobs or clients. Healthcare and manufacturing businesses can use non-contact biometric clocks for employees wearing PPE and gloves. With these devices, the clock scans the employee's face or iris to identify the employee.
Now that we've discussed the basic process, let's talk about other things modern employee time clock hardware can do. In addition to tracking work hours, time clock hardware can handle many HR tasks. They do this with integrations.
An integration is when the physical time clock software works with specialized HR software. The integration allows the time tracking system and HR software to share information. In addition, the user can set automatic triggers for various shared workflows.
For example, time clocks can sync with employee scheduling, PTO management, and overtime tracking. There are also tools that simplify compliance with FLSA, FMLA, predictive scheduling and Payroll Based Journal reporting.
Now, let's discuss the main types of employee time clock systems.
Although manual methods don't include hardware or software, we include them here because paper-based workflows are common in small businesses. Manual processes include paper timesheets and whiteboard employee schedules. Many small businesses handle shift swaps through texting. These processes are slow, inefficient and error-prone. Confusion about scheduling can leave shifts uncovered.
Pros
Cons
When this is the right fit: If you have a very small team, stable shifts, sufficient compliance knowledge, no problem with absenteeism, and an HR manager who has time to respond to employee requests for HR information.
Timekeeping with Excel and Google spreadsheets is a step up from paper-based methods. Many small employers manage time data in spreadsheets. This includes work hours, employee schedules, PTO and other types of leave.
Pros:
Cons:
When this is the right fit: If you have a very small team, only need basic timekeeping, and are able to sync timesheets, PTO accruals, overtime and leave tracking.
The card punch clock was invented in the s. This device prints a time stamp on a paper timecard. If you are still using a card punch system, the rest of this article is especially important for you. There are affordable modern time clocks that make more sense for today's small business.
Pros
Cons
When this is the right fit: If you have a small team, no problem with time theft, and your administrators and managers have time to manage time and labor manually.
Web-Based Timekeeping System
A web time clock allows a user to record punches from a browser or mobile app through a device that is connected to the internet.
Pros
Cons
When this is the right fit: If you have a mobile or hybrid workforce, including employees who travel to different worksites, offering access is essential to effective time-tracking.
Let's move on to automated systems. All small business owners should understand how they can improve efficiency, management, productivity and the employee experience. Automated time tracking systems have become so cost-effective there is no reason not to adopt one.
Let's look at nine key advantages of automated time collection and tracking.
Automated employee time tracking provides a simplified way to know your numbers. This is especially important for businesses with multiple locations, job costing, or around-the-clock-shifts.
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Real-time reports provide accurate details about each of your locations. Reporting and analytics tools provide instant access to labor reports. You can break these down by location, shift, manager or work group. They help you spot trends and solve problems in early stages.
They also help you identify opportunities for optimization. You'll have a better understanding of hours worked, scheduling issues, and unplanned overtime. With real-time data, you'll be able to better manage more locations with higher efficiency.
One of the most costly areas of employee time tracking is when we make mistakes. Manual methods have too many opportunities for mistakes during data transfer. Mistakes in timecard tracking can hurt in three ways. First, you may be overpaying employees for unworked time. Second, if an employee catches a mistake in their favor, you will lose time correcting it. Thirdly, you may risk a compliance issue like failing to pay overtime or minimum wage due to a tracking error.
Automated time tracker software increases timecard accuracy by removing data transfer. Data collected by integrated clocks is already in the automated system. No need for data transfer, and no opportunity for mistakes to enter the chain.
If you are having trouble managing remote employees, it will eventually affect productivity. An under-appreciated feature of automated timekeeping is that it's bi-directional. When you allow employees to engage with the system, you dramatically improve communication.
A mobile time tracker allows employees to clock in or clock out from remote locations. This keeps them in the loop and gives you real-time data to work with. Mobile time tracking tools also allow you to engage with employees on scheduling and working hours. Self-service scheduling and automated swap boards empower employees to manage scheduling with less manager involvement.
Payroll is both essential and relentless. Your time tracking tool can take the burden out of payroll in one simple way: integration. Data from your time system can flow to your payroll software. This process is automatic and eliminates another chance for mistakes. Integration also means you no longer have to spend hours transferring records. With a simple export, your time tracking tool can deliver a ready-made data packet to payroll. Import in one simple step and payroll is ready to run. You'll maintain accuracy and data integrity.
Buddy punching is widespread. If you have hourly employees that are unsupervised for any amount of time, you have most likely been a victim. Your time tracker tool integrates with a biometric clock to end buddy punching. There's no reason not to have it, and chances are you'll make up the cost in savings alone. If you have a staff larger than 15 people, you could see positive financials in a few months.
Unplanned overtime can drain a budget fast. Solutions range from 'better schedule planning' to imposing stronger penalties on employees. As you know, these are too labor-intensive to remain viable for long.
An automated time system with schedule enforcement is the permanent answer. Punch lockout prohibits employees from clocking in early. Overtime alerts prompt managers to instruct employees to punch out while on straight time. Meals and breaks tracking reminds employees to punch out for unpaid breaks which ensures break time doesn't push an employee into overtime.
Employee timekeeping systems with GPS location are essential for businesses with mobile employees. Automated GPS tracking can stamp a timecard punch with geo-specific data. This helps assure that the employee checked in to a specific job site. Not only do you get confirmation of on-site work, but you can better rely on planned scheduling. Automated employee time tracking can help you keep your team working at the right place. Even better; you can manage this all from a single location ' wherever you may be working throughout the day. No more calling to confirm or blind trust. Your time tracking tool will do the work for you.
Businesses often overlook software updates until it becomes a problem. This can be a function of budget, preoccupation with other tasks, or simple oversight. Regardless, it's a concern that will crop up next time you review the status of your time tracker software. Falling behind on updates means you are missing features designed to help you. Automatic updating is a biggie.
In addition, cloud-based storage means your software vendor is responsible for data security. They have the expertise and resources to prevent breaches. Furthermore, data stored in the cloud is safe from location-specific disasters at your business location. These include fire, water damage or equipment failure.
Software as a Service (SaaS) solutions offer additional features like mobile apps, GPS tracking, and remote management tools. These are hard to incorporate into a standalone or legacy system.
One of the more time-consuming aspects of employee management is the approvals process. Employees are in a constant state of asking for time off, schedule changes or swap approvals. Unplanned interruptions need immediate attention. Last-minute requests can throw a project into a tailspin.
When employees have the opportunity to take part in scheduling, everybody wins. Employees are empowered. Managers are relieved. The company improves productivity.
Employee self-service allows employees to submit schedule changes or shift swaps online. Managers can see if changes will have negative effects and can make approvals with a few clicks. Employees can post their time to a virtual swap board to alert other employees to open time and coworkers can volunteer shifts that become available.
Now, let's discuss hardware clocks that are used as the punch collection device in an automated timekeeping system.
A PIN or key code time clock use a PIN to identify the employee. In addition, buttons indicate clock in or clock out.
Pros
Cons
When this is the right fit: If you have a small team, uncrowded shift changes, and no problem with buddy punching, this is a good choice.
A proximity-based time clock uses proximity cards or fobs. As such, the timer activates when the employee places their fob or card near the device.
Pros
Cons
When this is the right fit: If your business has busy shift changes in a small space, this is a good option. If your employees are prone to losing their card or fob, make sure your chosen device has a back-up punching method (like a PIN setting).
Card swipe time tracking use magnetic cards to register punches and verify identity. Employees use a magnetic swipe card, like a credit card. In addition, most devices have buttons to indicate clock in or clock out.
Pros
Cons
When this is the right fit: If you need an affordable, convenient clocking method for a small workforce, this is a good choice.
While the previous types of clocks have their advantages, small employers should consider a biometric device. A verification time clock uses a unique physical identifier to confirm an employee's identity when they clock in and out. For example, some require that the employee touch the device with their fingertip or palm. Others, in contrast, scan the employee's iris or use facial recognition. Let's look at two popular biometric identifiers used in employee time collection.
With a finger scanning clock, the device identifies an employee when they touch the finger scanner. Some states regulate how biometric data can be used and stored. Because of this, it's best to use a device that doesn't store the actual finger data. Instead, the system converts the biometric data into a simplified numerical file and deletes the actual scan.
Pros
Cons
When this is the right fit: If you want an affordable biometric clock, a finger scan device is on the low end of the price ranges. They work best in clean and dry work environments and your employees need viable fingertips 'no bricklayers, for example.
A facial recognition clock speeds up the process of identifying employees and allowing them to punch in and out for work shifts. Because of the unmatched security of biometric facial detection, there is no opportunity for buddy punching or time theft. Facial recognition clocks are both a timekeeping and security device for small businesses in a wide range of industries including healthcare, manufacturing, retail, hospitality, and food and beverage. As with all biometric time clocks, employers need to understand and comply with laws around biometrics.
Pros
Cons
When this is the right fit: A facial recognition time clock is the ultimate time collection device for any small business. Though they cost more, employers can often quickly recoup their costs by optimizing labor resources, preventing time theft, and enforcing schedules.
Mobile apps for timekeeping, not surprisingly, track time with a mobile device. In addition, many use GPS to identify employee location. Not surprisingly, online time clock software increased in popularity when the pandemic forced a massive transition to remote work.
This is a great solution for contractors, freelancers and gig workers. Mobile solutions are convenient, affordable and powerful. A worker can clock in with a couple clicks and get to work. Business owners can use data from mobile apps to bid jobs and manage projects 24/7 from any location.
Companies that are 100% remote have the same compliance obligations as any other employer. A mobile app tracks work time and stores data automatically ' simplifying compliance.
Pros
Cons
When this is the right fit: If you have a remote team that doesn't need a lot of oversight, or you are a lean start-up, this is a good option. Professional services firms use mobile timekeeping apps for contractors and freelancers to track work time and assign to clients or projects. They are also popular in field service, construction, and home health.
Many mobile timekeeping apps have geofencing capability. What is a geofence? Geofencing is a tracking capability that allows a manager to define a virtual boundary. The virtual boundary is called a geofence. It is based on an actual physical location.
Because it tracks location, geofencing gives you and your managers oversight superpowers. This is how it works: First, you create your geofences with a map in the app. Secondly, you assign employees to their corresponding geofence. When an employee punches in, the app tracks their location relative to the geofence. Lastly, you can set manager alerts for out-of-bounds punches. Importantly, some apps (like WorkforceHub from Swipeclock, for example) let you create numerous geofences.
Now that we've briefly described what geofencing is, let's outline some advantages for employee time tracking.
Because geofencing verifies where each employee clocks in and out relative to the geofence, if the employee is inside the geofence, all is well. If not, a manager is alerted. Ultimately, geofencing makes it easy to confirm that employees are working where scheduled.
Consider that geofencing alerts allow supervisors to manage by exception. They can address problem punches, not the in-bounds punches. Managing by exception is a best practice that saves time and improves efficiency.
In addition, geofencing helps with daily service schedules. If a worker doesn't clock in when and where they are supposed to, you can adjust the schedule as needed.
If you use a geofencing time clock app, be sure to make it part of your formal attendance policy. The policy should address the following issues for employees:
If you are a small business owner looking for a straightforward attendance system, consider upgrading your employee time clock hardware and software. You will experience immediate ROI and can re-invest the money saved into growing your business