Looking for a suitable and affordable employee attendance solution? It’s a jungle out there!
Here are few simple questions that can help you out while searching for a clocking system. It is very important to find the best way to capture employee hours, which fits well in your company environment. This way keeping work time records shouldn’t cost you or your employees much time, involvement or bad mood.
1. Hosted or online time clock app?
Unless you have a specific demand for a hosted solution, I’d advise you to go with an online time and attendance solution. Why is that? Simply put, because it’s easier, cheaper, more flexible, accesible from anywhere and more secure. There will be no high inital infrastructure costs, no upgrades to buy and install and no in-advance payments. You’ll be charged with a monthly subscription, which means you are free to leave anytime, in case you realize that a certain solution doesn’t work for you. Most of SaaS (software as a service) solutions offer a free trial, so you can see exactly what you get right away.
2. Why are you implementing a time clock?
What is the reason you have decided to implement a clocking system in the first place? Trying to get rid of all the manual work with recording and calculating hours? Trying to build a feeling of fairness among employees? Have you maybe had some clocking system before and were unhappy with it? Think about what was it that the previous system lacked then.
Are you only trying to follow the state working regulations and keep records of the total number of hours worked? Or do you wish to measure exactly how much time your employees spend on each of their assignments? This might be the vital question to determine whether you need a time clock app or a time tracker app (or both).
3. What do you need from a clocking system?
First consider the size of your company – there are solutions that offer feature sets which suit small businesses better than large and vice versa. The very best time clock built for a large company might not be the best time clock for a small business.
Company structure is also important when choosing a time clock app – think about whether one person will administrate the solution, or you need a team administrator for each of your departments or teams. Make sure that the structure of the solution fits the structure of your company.
What about work time patterns? Are your employees all working the same hours or not? Do some of them come early, others leave late? Do they all work full time? What about the work location? Do you have a remote workforce? Find a solution that has flexible settings and will cover all your specific cases.
Also – it’s wise to check in with your human resource manager and administrator. Which functionalities are they looking for in a clocking system? What data do they need to be included on employee attendance reports to be able to comprehensively prepare paychecks? How are they managing absences (sick leaves, vacations..) at the moment? Is there a way to digitalise this whole procedure with some kind of employee leave tracker in the app, so that your employees will get rid of the manual work for real? Try to digitalize as much processes as you can, everyone involved should be grateful.
4. Which state regulations do you need to fulfill?
Not only is important that solution fits your company workflow. Records must also fit the state regulations of the country where your business is based and where it operates.
You should be well aware of the working time regulations which concern you before deciding on a solution. Usually this means complying with the weekly working time limit, the length of nightwork, young workers working time and the minimum amount of annual leave. Employers in most countries must keep adequate records to show that these limits are being complied with. They also need to keep working time records for each worker for a certain period of time – for example, in the UK these records need to be kept for two years.
In case you have any employees working in the EU (even if your company is not EU based) you also need to make sure to follow the GDPR. This means it is neccessary that your employee attendance solution provides you with an audit trail. This way you can prove to authorities whether you have implemented the data processing limitations and demonstrate how and when your data was processed.
5. What is the easiest way for your employees to register hours?
You want to calculate hours using a simple time clock app, so to make everyone’s life easier rather then harder. You need to step in your employees’ shoes for a moment when choosing the clocking software. If your company workflow is flexible, clocking technology also shouldn’t be too rigid, or registering hours will get frustrating quickly.
Nowadays, most handy way for everybody to perform almost anything online, is to use a smartphone. With a mobile time clock app employees are able to register their hours from anywhere and at any time – working on site, off site, from home or from the other part of the world. All data, including the GPS location of the clocking, is being recorded in the same system for you to manage.
Webtime clock on the other hand could come in more handy in office environments, where employees perform their work mostly behind the computer. Each company has a unique situation with its employees work time patterns and conditions, so consider which option is best for your needs. In some solutions you can even combine different ways of registering for different employees or teams.
Keep it simple and smart and make sure to introduce a new time clock to your employees properly. Communicate, explain, demonstrate, ask for an opinion and consider the feedback. This will have a huge impact on success of the implementation.