How To Track an Employee’s Time and Attendance

How To Track an Employee’s Time and Attendance
Tracking employee attendance and hours protects your business and guarantees accurate payroll

If you have a regular crew working at a number of job sites, you know tracking time can be tricky. From hours worked to paid time off (PTO) accrued, you need to keep records of every detail. But how can you make the process easy for you and your crew? Learn about five ways to track an employees’ time and attendance.

Traditional Time Clocks

Traditional time clocks are easy to use and don’t need technology. In many cases, they’re also easy to move from one job site to another. These features make them popular among companies looking for a simple solution.

Time clocks come in several forms. Some use standard punch cards, and they allow employees to punch in and out of their shifts. Others use manual time cards, which allow employees to record the times they start and end their shifts each day.

Although these traditional time clocks are simple, they do have downsides. They don’t offer security, so employees may be able to punch in or out for colleagues. These time clocks also require your company to track time manually. That can mean extra work for your payroll team.

Proximity Time Clocks

If you’re looking for a tech-based way to track time, proximity time clocks offer a simple solution. These devices are ideal for hourly employees and crew members with a variety of schedules.

Like traditional time clocks, proximity-based models come in a few shapes and sizes. However, all require employees to be physically present. Employees may be able to use ID badges or swipe cards to clock in and out of a shift. Other proximity time clocks use key fobs or even keypad entries to record employee time.

Although these proximity time clocks require your company to make a small investment and adopt new technology, they also offer additional benefits. Most of these time clocks allow your payroll team to track time digitally. This feature may speed up their job and reduce human errors from manual timekeeping.

Web-Based Time Clocks

Web-based time clocks rely on digital apps and Wi-Fi to track time. In most cases, employees can clock in and out from a single web-based terminal at the job site.

Different time-tracking software apps require employees to sign in using a range of information. Employees may need to enter a password or a number to confirm their identity.

Since these web-based time clocks link to software, they make time tracking easy for your payroll team. In fact, your team can easily download data and get manager approval for quick processing.

Mobile Time Clocks

Similar to web-based time tracking, mobile time sheets rely on digital apps and Wi-Fi access. Mobile time clocks are even simpler, however. Most companies use tablets or even smartphones to track employee time. Since they’re so portable, you can take them to job sites and secure them easily at the end of the workday. In some cases, employees can even download the app to their own smartphones to track their time.

Because these mobile time clocks connect to the web, they allow your payroll team to track time and attendance online. They’ll save valuable time and improve accuracy with this simple yet effective method.

Fingerprint Time Clocks

Fingerprint time clocks are high-tech solutions for tracking your crew’s time. They’re also known as biometric time clocks because they use unique features to clock your employees in and out. To sign in and out of a shift, your crew must touch a finger to the time clock. The fingerprint reader then analyzes the print and identifies the employee.

The scanner’s ability to identify the employee accurately is one of its biggest benefits. These scanners prevent mistakes or colleagues covering for each other. They also allow your payroll team to access digital attendance data. With digital information, your team can quickly and easily track time and attendance.

These time clocks are advanced, but they can be easy to use on a range of job sites. If your crew members start their shift at the same place every day, a single scanner may do the job. If you have multiple job sites, portable USB scanners may be easier and less expensive to use.

None of these systems is the right one for every business. Before you decide on a system, think about your company’s needs and the resources you have available. Consider the size of your company, the number of job sites, and your budget. Remember that just like renting heavy equipment, tracking time and attendance is easier when you have a process in place.


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