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4 Questions to Ask Before Choosing the Right Employee Time Clock Software for Your Business


Keeping track of employees is one of the crucial aspects of any business. Whether it is a small company with just a couple of workers or a large firm, business leaders need to keep constant track of their attendance and hours of work.

An employee time clock software can help in completing these tasks in a convenient and organized manner. It can give you access to real-time reporting of your employees, which enables you to manage your workforce in a better way.

That is because an ideal employee time clock software for your business can achieve so much more than just recording the clock in and clock out time for your staff members. There are several features that are useful for successful employee time management and optimize production from labor operations.

Human resources are bound to be one of the most significant expenses for your organization. There are several functionalities of timeclock software that can help you to manage your workforce expenses, such as:

  • Calculate and process payroll
  • Schedule shifts
  • Record attendance and absenteeism
  • Leave management
  • Human Resource compliance and analytics
  • Team collaborations

There are some crucial factors that you need to consider when choosing the right time clock software for your business, such as:

  • Employee organizational structure
  • Work shift patterns
  • Job locations
  • Employee reporting requirements
  • Integration to other business aspects like accounting
  • Your personal preferences

These are some of the questions you should ask yourself while choosing the best time clock software for your business.

Is It an Online Time Clock Software?

We will advise you to opt for an online time clock software as it offers several benefits over hosted solutions. An online time clock software is not just easier and more flexible to manage, but you can also access it from anywhere in the world.

It will also ensure that your employees can clock in and clock out using their smartphones, which is the most convenient method in today’s world. The software should also have a GPS-enabled feature that will prevent the workers from misusing it.

Online software solutions tend to be more secure than their traditional counterparts. You do not have to invest in specialized infrastructure or pay for upgrades before purchasing them. Instead, you will get charged a monthly subscription amount.

That gives you the flexibility to discontinue using the services if you feel that you are not benefiting from it. You can also avail a free trial period for most Software as a Service (SaaS) solutions. It allows you to try the time clock software firsthand before you commit to purchase it.

Why Do You Need to Implement a Time Clock Software?

You should ask yourself why you need a time clock software before purchasing one, as it will give you clarity on what you wish to achieve from it. These are some of the common scenarios that business leaders have in mind while deciding to implement a time clock software at their organizations.

  • They want to digitize the HR processes.
  • They wish to minimize their manual efforts required to record and calculate employee working hours for payroll.
  • They want to implement a sense of fairness among their employees
  • They need to maximize productivity for the business and manage their labor costs.
  • They need to change an outdated time clocking system at the organization
  • They want to ensure better compliance to the state and federal labor regulations and optimize their record-keeping system.
  • They wish to calculate task completion rates for all of their employees to determine skill levels.

What Human Resource Specifications Do You Need to Fulfill?

You may not be able to achieve the same results from every time clock software. For example, a small business might not benefit from software designed for large enterprises and vice versa. As we mentioned before, company structure can be a crucial factor when choosing a timeclock software.

Would only one person manage the software, or will it be managed by team leaders from different departments? Your choice of time clock software will also be affected by your employee work time patterns, such as working hours, reporting times, shift durations, full-time versus part-time work, remote work locations, and others.

An ideal time clock software should offer flexible settings so that it can cover all of your specifications. You can also consult your human resource manager or administrator to learn about any specific functionalities you may need from a time clock software.

What State Regulations Do You Need to Adhere to at Your Organization?

An ideal time clock software should be able to help you with the state and federal employment regulations. Therefore, you should be aware of the laws you must adhere to while choosing the best-suited timeclock software. Some of the aspects usually covered labor laws are:

  • Employee work shift limit
  • The maximum length of work at night
  • Minimum age requirement
  • Minimum leave requirements

Employees in America need to maintain adequate records to show that they are compliant with all the state and federal regulations. The length of time to keep these records can vary between states, so check whether the timeclock software can keep those records for a long time.

You should also have access to an audit trail in case you need to prove that you have completed your due diligence to the authorities.

Choosing a fast, accurate, and user-friendly time clock software is crucial for every business these days. However, every software available in the market offers various features, making it confusing for business owners to decide on the right one for their organization.

Asking the questions we discussed can help you choose an ideally suited timeclock software for your company that will have maximum benefits for you and your employees.

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