How does a Clocking IN System work?
If you’re wondering how clocking-in systems work, you’re not alone. These systems are used by businesses all over the world to keep track of employee hours, and they can be a little confusing if you’ve never used one before. In this article, we will explain everything you need to know about clocking-in systems. We’ll go over how they work, what features to look for when choosing one, and how to use them effectively in your business.
For clarity, this type of system is often also referred to as a Time & Attendance (T&A) Solution, Workforce Management System, Time Recorder or Employee Time Tracking App.
When it comes to clocking-in systems, there are two main types: Clock-Card based (stand-alone) time recorders and software-based solutions.
Clock-Card based time recorders are the more traditional and cheaper option, and they work by printing physical start-stop times on a clock card, allocated to each employee. These clock cards are then used to calculate the total hours worked for payroll.
The most popular card type is weekly, but some clock card machines can be programmed to allow bi-weekly or monthly (two-sided) card types.
Depending on the model you select, there are also options for two-colour printing to signal lateness, models that offer daily total and running total calculations, and if required certain models also have relay options to connect an external sounder or bell to signal start-stop and break times.
Top Tips: If you are considering a clock card machine always be wary of the cheaper models on the market. They often don’t last long, can be difficult to find replacement parts for, and are generally less durable than the better-known brands.
As the saying goes, buy cheap, buy twice!
As an alternative and what has become a more popular option is using a software-based solution.
This is where either an on-premise, app or web-based software (or a hybrid of each) is used to manage employee attendance data. Employees can clock in and out via different methods (which we will go over shortly). The data collected by the system is then stored securely in the proprietary software. Permission-based access is then granted to each administrator or appropriate department, making it easy to manage and process employee records and payroll.
Any software-based clocking-in system worth considering should offer both an on-premise and cloud solution, or a hybrid of both, giving you the option and flexibility to use the system how you want, on your terms.
On-Premise Software is installed on a local server within your organisation. You will be responsible for ensuring the server is running smoothly as well as maintaining regular backups.
Cloud-based Software (SaaS) is a cloud-based solution that is provided and managed by the software vendor. As it’s cloud-based, all you need is an internet connection and a web-ready device to access the system.
There are benefits to both on-premise and cloud-based solutions and I will expand on this in a future article. A good starting point to decide what is right for your business will largely depend on how you currently run other business-critical software applications, whether you have in-house (supported) servers with appropriate capacity, and perhaps most importantly which would best serve the primary users of the system, based on where they work and the need for flexibility.
To accompany a software-based solution, you can choose from a variety of methods for employees to clock in or out. There are proximity terminals where employees use a contactless card or fob presented at the reader, a fingerprint option where employees place their enrolled finger on a biometric reader, a facial recognition option where employees stand in front of a camera whilst the device checks against the pre-enrolled template or an app-based clocking method where each employee clocks within a web-based app using their own unique pin. Most of the biometric reader types also now have dual readers, to allow a secondary method of clocking as a fail-safe. All controlled by the system administrators.
When an employee clocks in or out, the system collects and records the time and date against that employee’s linked record. This can then be used to run a variety of reports (by department, shift, individual, etc).
When choosing time and attendance software for your business, it’s important to consider all of the available features.
Some of the most essential features to look for include absence management (planned and unplanned), infringement reporting, payroll output options, shift planning, the ability to edit timesheets and a HR module to store employee records. With these features, you’ll be able to effectively manage your employees’ time and attendance data, ensuring both the employer and employees are meeting all their obligations.
Additionally, you’ll be able to avoid potential problems such as payroll errors.
A great system should also offer a level of automation where notifications and reports reach your inbox alerting you of business-critical issues based on criteria specific to you and your employees.
As you can see, there are so many more features available, that go beyond the simple tracking of employee hours. It should all come down to what will help you the most.
We hope that this article has helped to clear up any questions you may have had about clocking in systems. If you still have questions, please don’t hesitate to reach out to us. Our team is more than happy to help you find the perfect system for your business.
If you need any help or have any questions, call the team on 01623 883 073 or email info@datatime.co.uk
Thanks for reading!