Time clock software is one of the latest trends in business. But, to paraphrase the late creative professional and small-business-man-turned-multimedia-mogul Stan Lee, with great technology comes great responsibility—for these software suppliers, anyway. Because really, how effective is any online tool if it can’t be used in coordination with other web services?
For instance, if your business uses an accounting software package, you want a time tracking system that’s compatible with QuickBooks or whatever brand you use. Not only will this kind of app integration make your business more efficient, but it will also save you time and money.
Time Clock Software: The Basics
Before we get into the nuances of time clock software, let’s cover the basics. In recent years, web-based time tracking has steadily risen in popularity, gradually phasing out the paper time card and other manual forms of recording hours spent on the clock. If your business hasn’t switched to time clock software yet, keep reading for an overview of what it is and how it works.
What Is Time Clock Software?
Time clock software uses cloud technology to track employees’ shifts, breaks, and overall hours at work. The system can be accessed from any Internet-connect device, which means employees can punch in and out on a desktop, laptop, smartphone, or tablet. This is especially useful for businesses that allow remote work because it means that no matter where an employee is working, they can still log their hours officially through the company. Additionally, employees can access and review their time cards, timesheets, and schedules outside of company property (don’t worry, you can create settings to prevent clocking in and out off-property—but more on that later).
With time clock software, you don’t have to worry about buying or installing new hardware because all you need is the internet! Image courtesy of Pexels.
How Does Time Clock Software Work?
An entirely online time clock system might sound intimidating or overly complex to business traditionalists, but time clock software is actually pretty easy to work. Each employee will be assigned an account through which they will clock in and out before and after every shift. There are different ways that employees can log in, so it’s up to you to choose which method is best for your business. Some of the options include usernames and passwords, scannable QR codes, and even facial recognition. Flexibility is one of the major benefits that accompany using online time tracking because you can customize your settings to fit you and your business’s needs.
To Scheduling and Beyond
Scheduling, payroll, and other administrative tasks can be a downright pain to deal with. Time clock software can’t make those aspects of business go away (sadly), but it can simplify the process, freeing up time that otherwise might be spent crunching numbers and straining over timesheets.
However, if your time clock software isn’t compatible with the other online tools that your business uses, then you aren’t really enjoying the full benefits of having it. Here of some of the things that web-based time tracking can do with the proper app integrations.
Creating a Schedule Has Never Been Easier
With time clock software, you can easily create and edit work schedules. Your employees can then view the schedule from their own devices. Keep everything organized with color-coded blocks, including open shifts that need filling.
Notify Employees When a New Schedule Has Been Published
Choose who, if anyone, you want to notify when you publish a new schedule or make a change to an already published schedule. Plus, you can pick what you want them to be able to see when viewing a schedule. Whether you’re notifying one employee of a schedule change or all of them that the latest schedule has been published, you can rest assured that everyone has the most updated version of the schedule and has been notified of any changes that are relevant to them.
Another benefit of time clock software? Mobile apps. Your employees will be able to check the schedule anytime, anywhere using their smartphones. Image courtesy of Pexels.
View timesheets and other time card details with downloadable spreadsheets from your time clock software. Review summaries of daily hours, total hours worked, in-and-out punch activity, and paid time off so that you have all the information you need when doing payroll.
Data Sync and Transfer
Sync and transfer data seamlessly between online software and tools like QuickBooks, ADP, Gusto, Paychex, and more using the integrations included with your online time tracking system. This will make doing paperwork a no brainer, saving you from inconsistencies and costly errors on your payroll.
The versatility of time clock software doesn’t end with scheduling and payroll. There are dozens of more features that you can use to maximize your time tracking technology. Here are a few others.
If your business has more than one location, you’ll love location tracking with time clock software. Not only will you be able to see the hours spent at each location, but your employees will also be able to tell if they’re in the right place at the right time when they clock in for their shift.
Create different codes for specific jobs and projects for your employees to select when they clock in. This way you can see how much time is being spent doing what.
Geofences and IP Locks
Limit where your employees can punch in and out with geofences and IP locks. You can customize the settings to grant access to certain employees—like the ones who are scheduled on more than one job site—while also ensuring that everyone is punching in and out from where they’re supposed to be.
Technology Is Supposed to Work For You, Not the Other Way Around
Time clock software can streamline your business in more ways than one. When you invest in an online time tracking system with versatile app integration, data entry, file-keeping, billing, and other types of administrative work become cleaner and more efficient. This can reduce costs in terms of labor and human error—plus it can save you and your employees time, and in business, this goes without saying, but we’re going to do it anyway: time equals money! Don’t settle for less when it comes to time clock software. Make sure you choose a system with easy and extensive app integration.