It has been suggested that employees spend around four hours per day working on things they weren’t intending to — all thanks to unwanted distractions and a lack of proper time management skills. With time and attendance systems in place, however, this can be prevented.
Time and attendance systems are software or hardware that keep track of the hours an employee works. They can be used to clock in and out, take breaks, and even manage vacation time. Without such systems, employers are often forced to rely on timesheets, which can be easily manipulated.
In this article, we’ll discuss the benefits of using time and attendance systems in your business. We’ll also look at some of the most popular systems on the market, and how they can help you manage your workforce more effectively.
Ready to learn more? Let’s get started.
What are time and attendance systems?
Have you ever worked for a business that does not use a time and attendance system? If you have, then you know that it can be confusing, frustrating, and at times, detrimental to the productivity of the business as a whole.
Not only do businesses need to track employee hours for payroll purposes, but they also need to track them in order to ensure that employees are working the appropriate number of hours each week. This is where time and attendance systems come in.
Time and attendance systems are software programs or even physical devices that track employee hours. They can be used to record the start and end time of each shift, as well as how many hours an employee has worked. Some systems even allow businesses to track absences and tardiness.
The key features offered by time and attendance systems vary depending on the system, but most systems offer some or all of the following:
- Clock in/out times
- Total hours worked
- Overtime hours worked
- Paid time off (PTO) accrual
Types of time and attendance systems
As with any digital workflow tool, time and attendance systems come in different shapes and sizes. There are four main types of time and attendance systems:
- Web-based or cloud-based time and attendance systems
- Installed or locally hosted time and attendance systems
- Standalone time clocks
- Mobile time tracking apps
Each type of system has its own advantages and disadvantages:
1. Web-based or cloud-based time and attendance systems are accessible from any internet-connected device, so they’re perfect for businesses with a mobile workforce.
They also tend to be less expensive than other types of systems, since the provider takes care of hosting and maintaining the system. However, they can be less reliable if the internet connection is unreliable.
2. Installed or locally hosted time and attendance systems are installed on your own network and can only be accessed from computers on that network. They’re more reliable than cloud-based systems, but they can be more expensive to purchase and maintain.
3. Standalone time clocks are simple, standalone devices that employees use to punch in and out. They’re the most affordable type of time and attendance system, but they can be less efficient than other types of systems because they can’t track employee hours or leave balances.
4. Mobile time tracking apps are apps that employees use to track their hours on their smartphones or tablets. They’re perfect for businesses with a mobile workforce, and they can be more affordable than other types of systems. However, they can be less reliable if employees don’t have a good internet connection.
It’s important to choose the type of system that will best meet the needs of your business, so make sure to do your research before making a purchase.
Benefits of using time and attendance systems
Many businesses find that time and attendance systems are essential in order to effectively manage employee hours. Let’s take a look at some of the benefits that time and attendance systems offer businesses:
1. Increased accuracy and efficiency in time tracking
Time and attendance systems automate the time tracking process, thereby reducing the chances of error. Moreover, employees can easily clock in and out using these systems, which speeds up the process of recording employee hours.
Time tracking is far more accurate when done electronically as opposed to manually. By automating the process, time and attendance systems help businesses maintain accuracy in time tracking, which can be essential for budgeting and payroll purposes.
2. Easier management of employee hours
Managing the schedules of many employees can be a daunting task. Time and attendance systems make it easy for business owners to track employee hours, view schedules, and make changes as needed. This can help businesses ensure that employees are working the appropriate number of hours and that they are properly compensated for their time.
3. Improved communication among employees
Not only do these systems make it easy for employers to track employee hours, but they also help employees keep track of each other’s schedules. This can be helpful for coordinating shift changes and ensuring that everyone is aware of when they are working.
4. Increased accountability among employees
Time and attendance systems also help to hold employees accountable for their time. By tracking the hours that employees work, these systems make it easy to identify employees who are slacking off or working fewer hours than they should be.
These benefits are incredibly useful for businesses of all shapes and sizes; however, they can only be accessed if businesses know how to properly implement and use their system.
How to make the most of your time and attendance system
When implementing a new system, there are several steps businesses should take to make sure they are getting the most out of their time and attendance system:
- Make sure everyone in the company is aware of and understands the system. You can do this by having a company-wide meeting to introduce the system and answer any questions employees may have, or sending out an email with all the pertinent information.
- Set up specific times for employees to clock in and out. This will help ensure everyone is following the system correctly and that there is no confusion about when employees are supposed to be working.
- Train employees on how to use the system. This is especially important for new employees who may not be familiar with how the system works. Make sure everyone knows how to clock in and out, change their password, and submit time off requests.
- Use the system to its full potential. Take advantage of the features your time and attendance system offers to help you manage your business more effectively.
For example, use the reporting feature to track employee hours worked over a certain period of time or the time-off request feature to keep track of employees’ vacation days.
By following these tips, businesses can ensure they are making the most of their time and attendance system and reaping all the benefits it has to offer.
Finding a time and attendance app
You know what time and attendance apps are and the multitude of benefits they have to offer, from automating payroll processes to safeguarding your business against wage theft. But what’s the best time and attendance app for your business?
There are a few factors to consider when choosing the right time and attendance app for your company. Here are some questions to ask:
- How many employees do you have?
- Do you want to track time worked or hours accrued?
- Do you need a mobile app for employees to clock in and out?
- Is there a specific hardware requirement, such as time clocks or fingerprint scanners?
- What features are important to you, such as leave tracking, overtime calculation, or job costing?
Top time and attendance app for your business
Once you’ve answered these questions, you can begin to narrow down the field of time and attendance apps to find the right one for your business.
We recommend our time and attendance tracking app, Day.io. It’s perfect for businesses of all sizes and offers a wide range of features, such as time tracking, GPS tracking, job costing, and more. Plus, it’s easy to use and can be accessed on any device, including smartphones and tablets.
With its user-friendly and intuitive design, Day.io makes tracking employee hours and attendance a breeze. And, with its robust reporting features, you can quickly and easily generate detailed reports on employee time and attendance.
Day.io also features powerful integrations with a variety of leading accounting and HR software, such as QuickBooks, Xero, and ADP. This means you can easily import employee time data into your accounting or HR system for further analysis.
If you’re looking for a time and attendance app that can help you manage your business more efficiently, we recommend Day.io. It’s easy to use, offers a wide range of features, and integrates with leading accounting and HR software. So why wait? Get started today and see the benefits for yourself.
Time and Attendance Systems: Final thoughts
Time and attendance systems are an essential piece of any business. They help to automate payroll processes, ensure employees are paid for the hours they work, and protect your business against wage theft. Choosing the right time and attendance app for your company is essential to getting the most out of these systems.
If you’re ready to automate your time and attendance tracking, it’s time to try out an app like Day.io. The benefits of implementing such a system are truly worth your while!