The Best Ways to Track Employees’ Hours

What Is The Best Way To Track Employee’s Hours?

The COVID-19 pandemic resulted in far more remote workers than ever before, which increased the need for employers to find effective time-tracking solutions.

Depending on your business's size, tracking employees' hours efficiently can be a hassle. Considerations include accessibility in the field, ease of use, time theft prevention, integrations, and, of course, price.

There are various techniques and services available to help you track employee hours, so we’ll cover a range of tools to hash out the best option for your field service business, along with their pros and cons, for a quick review.

1. Pen and Paper

Yes, we said it: Pen and Paper—the classic pair. You might think this is an outdated technique, but in fact, 25% of small businesses still use it. So, why do they stick to it?

For starters, using this method to track employee hours requires no software learning, and it’s the easiest technique. Pen and paper also cost little to nothing to use. Some software services want you to pay for a monthly trial, and it’s difficult for a small business to justify.

However, using the pen-and-paper technique, it’s easy to lose paper and ruin timesheets. Plus, there’s no way to verify the accuracy of the information written down by employees.

When it comes to adding up all employee hours, it’s tedious to have to manually input each number. It’s also harder to send out changes to employees. If this happens, what do you do? Print out multiple copies and send them out again? That uses more paper. Send an email informing employees of a change? This just adds more to your plate. Using this method of tracking employees’ hours has its pros and cons.

Pros

• Accessibility
• Ease-of-Use
• Cost-effective

Cons

• Risk of Input Errors
• Lack of Transparency
• Limited Uses
• Risk of Losing Timesheets
• Hard to Collaborate

2. Online Spreadsheets

Online spreadsheets such as Google Sheets and Excel are additional resources companies use to keep track of hours worked. Employers can easily share this among their employees for them to manually record their hours. Adding up employee hours takes less than three clicks. Spreadsheets are a step up from pen and paper, as losing digital sheets is a lot harder, and digital files are easy to copy and share.

Many spreadsheets are able to automatically calculate hours input, saving plenty of time. Want to calculate your own timesheets? Try it out!

Want to try using an Excel timesheet to track employee hours? Try our free downloadable timesheet template.

Pros

• Accessibility
• Collaboration
• Cost-effective

Cons

• Manual entry
• Limited features
• Security concerns

3. Time Clocks

We’ve probably all used a time clock to clock in and out of work, and manual time clocks are popular options for workers attending a central location.

A time clock is a device that records employees’ hours using a working hours log. Some time clocks have security features to prevent buddy punching, like a PIN or password. However, these security measures can still be circumvented with credential-sharing, and a manual time clock can be difficult to use if your workers are in the field.

When choosing a time clock, make sure it’s easy to use and understandable for you and your employees. Research time clocks on the market to find one that suits your field service business.

Pros

• Security
• Ease-of-Use
• Accessible
• Easy Implementation

Cons

• Fixed Location
• Limited Features
• Low Buddy Punch Prevention

4. Time Clock Apps

According to research, 75 percent of companies in the US are affected by time theft, specifically through buddy punching. This alone can cost your business as much as 20 percent of each dollar you make. That makes mobile time clock apps an even more attractive option.

Time clock apps like ClockShark have increased in usage and adoption, making it easier than ever for companies to track their employees' hours and enjoy the benefits of time-tracking software.

Pros

• Accessible
• Ease of Use
• Integrations
• Productivity/Data Insights
• Collaborative

Cons

• Online-Only
• Can be Expensive

5. Biometric Time Clocks

Biometric time clocks are some of the most secure time clocks available. Biometrics stands for the unique bio-credentials of a person, a.k.a. the stuff they can’t share with others. These credentials include facial recognition, fingerprints, or iris recognition, and they’re one of the most effective options to prevent buddy punching and time fraud in the workplace.

Pros

• Highly Secure
• Accessible
• Accurate
• Ease of Use
• Prevents Buddy Punching

Cons

• Expensive
• Occasionally difficult to implement

6. Mobile Geofencing

Nowadays, every mobile has GPS functionality, and time clock software is making the most of it with location-based features and tools. Geofencing is an effective option for tracking employee hours, especially for field service businesses that need to track disparate teams.

Set job locations from any device, and the time-tracking software will handle the rest by detecting when a worker has entered the job zone. ClockShark’s time clock app offers automatic or notification-based options for your geofencing so timesheets remain accurate.

Pros

• Easy to Use
• Productivity Data/Insights
• Prevents Buddy Punching
• Automatic Options

Cons

• Privacy Concerns
• Online-Only

7. Wearable Devices

We did say we’d cover all the options. Wearable devices track employees on the go during work hours. These wearable devices, often smartwatches or similar devices, also track employee proximity and health stats from each team member.

Pros

• Accurate
• Productivity Data
• Easy to Use

Cons

• Expensive
• Privacy Concerns

Should You Use Time Clock Software To Track Employee Hours?

Time clock software has become popular over the past decade, and with the COVID-19 pandemic, it has been highlighted as a useful way to track employee hours of those who are working remotely. Time clocks can be integrated with a variety of other useful field management tools to streamline several processes at once.

Time clock software is by far the easiest and most accurate way to track your employees in the field or on a job site. But not all time clocks are made equal!

Benefits Of Implementing An Automated Time Tracking Solution

Tracking employees’ hours can be challenging when you use outdated time-tracking practices. However, using an automated time-tracking solution simplifies the process and has many advantages.

Improve Project Management

Projects have stages and steps, and with automated time tracking, you can keep track of each stage of the projects your employees are working on. You can also use it to ensure the right amounts of time are spent on each project task and schedule your employees accordingly.

Process Payroll Accurately

When you use automated time tracking to keep track of employees’ hours, you can run payroll more confidently and quickly. By being able to import employee hours into your accounting system, you no longer have to worry about the accuracy of the information and with a few clicks, you can run payroll without having to worry about manual entry and risking errors.

Encourage Accountability

Tracking employees’ hours automatically holds them accountable for the work they’re doing. Your employees will be more likely to perform their best when they know the work they’re doing is being monitored in real-time.

Accurate Review Of Team Performance

Being able to review the jobs being done - and who’s doing them - helps you determine who your strongest players are and who might benefit from additional training. You can also more accurately determine which employees are best for particular jobs.

Comply With Labor Laws

Labor laws are always changing but to stay in compliance with the FSMA and ensure everyone is being paid the right amount, automated time tracking makes it easier. If you do government contracts, this is particularly important because of the high level of accuracy needed to run certified payroll.

Compliance with labor laws and consistent documentation alongside time-tracking can protect your business from legal challenges and time fraud situations.

Key Features In An Employee Time Tracking App

Before you choose an app to track employee hours, knowing some of the key features you should look for is helpful. While each business is different, there are some things field service companies really need to have for their employee time-tracking software.

1. Geolocation

Geolocation allows you to track where employees are at the time of any time-tracking activity. You can also use geolocation to review their location throughout the workday. This not only helps you see where they were, but helps you verify they were at the jobs they said they were at, in the event that a client says your employees never showed up.

2. Leave Management

Also known as Time Off or Paid Time Off (PTO), leave management built into your time tracking software makes managing it easier. If an employee requests PTO, you can schedule around that time off more easily with a good employee time-tracking solution.

3. Shift Scheduling

When you use automated time tracking to track employees’ hours, it should come with a scheduling option that allows you to manage their schedules. Whether an employee is sick, out for vacation, or heading into overtime, you should be able to easily shift their schedules around and provide automated notifications of schedule changes through your time tracking software.

4. Workflow Planning

Each employee has a job to do and a good time tracking software makes it easier for you to plan each step of a project in advance, so there is no confusion about who is doing what, when. Workflow planning helps you stay organized and keeps your employees on the same page when it comes to getting their work done.

5. Integrations

From accounting and payroll software to calendars and documents, there are hundreds of integrations that make time-tracking software more functional for your business. When you choose a time-tracking solution, make sure it integrates with the other tools your company uses, to make the transition easier.

6. Mobile Functionality

Of course, when you have employees out in the field, you need a time tracking solution that goes where they go. Your time tracking should include a mobile app to save time so employees can clock in and out when they’re ready, rather than having to go to an office to clock in and out.

7. Ease of Use

If you adopt an employee time-tracking solution that is hard to use or confusing, your employees will be less likely to use it. Be sure the app you choose is one your employees don’t need a lot of training to use.

Using Time Clock Software to Track Employee Hours

There is a lot to consider when adopting a new technology, but in today’s competitive workforce, technology is becoming a necessary tool in every business owner’s arsenal. These tools provide security, transparency, and insights into your business and productivity. They’re useful for any industry, from HVAC to plumbing to construction.

There are multiple benefits to using an employee time tracking system to track employee hours, but it can be confusing to know where to start.

If you’re ready to find the right solution for your business and employees, take time to read our Complete Guide to Employee Time Tracking so you are informed and can answer any questions your employees may have.

Frequently asked questions about tracking employee hours

How do time-tracking apps ensure data privacy and security?

Time-tracking apps have many options, but there are reasonable concerns surrounding the information they collect. Data is securely stored in the cloud for simplified access whenever it’s needed. That access is restricted to approved members of your business, and the data isn’t available for just anyone to look at. Many time-tracking apps remove personally identifying data before uploading information to the cloud.

Can time-tracking apps integrate with other business tools?

Indeed they can! Time-tracking apps offer a variety of features and many are designed to integrate seamlessly with other vital management tools. This includes streamlining the timesheet to payroll process, linking to calendars/schedules, in-house team communication and even reporting/documentation. The when is just as important as the where and what when it comes to your business management.

How can I encourage my team to adopt a time-tracking app?

Change is difficult, especially if a team is accustomed to a certain way of doing things. It can be a tricky situation, trying to convince your employees to use a time-tracking app. It’s important to show your team that these tools are a positive for everyone, not just their boss.

Transparent time-tracking means workers are getting paid fairly for their work, and it encourages a positive company culture. Implementing a robust attendance policy that outlines how time will be tracked at work means everyone is on the same page. For those with great attendance and productivity, give them rewards and bonuses for their hard work and consistency.

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Cristina Johnson

Cristina is a former journalist and certified content marketing writer. She is a self-proclaimed foodie and loves animals, reading, and fishing.