Capturing employee time can quickly turn into a full-time job. Managing employee time data securely and accurately is a must, with the slightest of errors costing you a lot of time. Many businesses use physical time clock systems to better organize and collect employee time data. However, with today’s workforce ever evolving, time capture methods must be efficient enough to handle modern-day payroll processing, compliance tracking, and other HR tasks to prevent those costly mistakes, from timesheet errors to data protection risks.
Making sure your time clock system offers the best functionality and convenience features to your workforce’s efficiency should be a top priority for your business. This guide will give you key insights on employee time clock system options and the cutting-edge features to look out for when deciding on a best-fit option.
Before beginning your search, consider evaluating the status of your current time clock system. Does it hold up to your business’s needs and align with your workforce? For example, if you’re a large employer, you will need to ensure that your time clock system can ultimately handle recording a large amount of employee data.
Additionally, while employee time capture is the core function of a time clock system, integrating your current HCM solutions with your employee time clock system can enhance time and attendance management as well as your overall HR processes.
Time clock system integrations can help boost the following HR functions:
When comparing employee time clock options, evaluate your current time clock system and ask yourself the following questions:
If any of these questions resonate with you, then it’s time to consider giving your business the best possible time clock system that will help you capture and manage employee time stress-free.
Understanding processes and duties required to manage employee time and attendance can help you figure out the key requirements you need when comparing time clock systems.
When evaluating your business’s operations, you may want to consider:
Ensuring you know what you need in a time and attendance system that fits with your current operations is critical to choosing the right employee time clock system.
To optimize your time clock system upgrade, you’ll want to evaluate some key features of modern time clock systems that will enhance your workforce.
Many employee time clock systems offer solutions to help keep employee time data organized, such as payroll software integrations or biometric scans for added employee security features. Here are some cutting-edge features to look for when selecting the successor to your old time clock system.
A core security feature modern time clocks are designed for is to securely record employee data. Some time clocks use biometric scans, including fingerprints, palm prints, or even face scan technology, to access an employee’s record for punch-ins and outs. Fingerprint or palm-scan clock-ins can help reduce the risk of “buddy punching” and time theft from your employees, improving both security and accountability at once.
Biometric scanning is a more advanced solution to data security when compared directly to PIN pad entry or magnetic card scans. Having fingerprint or palm print scans reduces the potential of employees losing or forgetting their point of entry to clock in, saving time in the process.
Modern technology advancements should also be considered when comparing time clock systems. Many employee time clocks offer digital screens that allow for simple navigation and immediate data entry functions. A clean user interface offers convenience for your employees, saving them time when clocking in and out.
Employee accessibility should be at the forefront when choosing a time clock system for your business. For example, some time clocks support different languages or even have direct translation features to reduce communication barriers when capturing employee time.
Allowing employees to access key work-related information on a modern time clock system is a resourceful convenience that helps keep them organized throughout their workweek. Time clock systems with self-service features may include options to view their schedule for the workweek, check their accrued PTO hours, or track any overtime hours worked.
Basic time clock systems that lack self-service options can still provide the necessary time capture function your company needs; however, adding extra features that allow employees to perform HR functions independently from any device promotes greater time & attendance efficiency.
For businesses with employees working at job sites separate from the main business campus, consider a time clock system that can adapt to different locations. Building off of self-service features, remote punching could be the ideal feature for your business.
Businesses and industries that can benefit from having remote punching include:
Time clocks such as the UKG InTouch DX allow mobile punching entry with geo-fencing capabilities limiting where employees can punch in and out. On the other hand, the Asher Interactive Voice Response (IVR) system allows employees to call in their time punches.
The best way to get the most out of your employee time clock system is to integrate your existing HCM full suite software. Leveraging HCM software integrations eliminates the need to use multiple platforms to capture employee time, ultimately saving you time. HCM integrations can also help reduce any timesheet errors in the process, as the data is directly communicated to your time and labor solution.
It’s important to note that, depending on the time clock system, you may have to install a middleware solution to allow your solution to communicate with the time clock system. Other time clock systems, such as the Synel Synergy, offer seamless integration with your solutions, supporting your HCM systems effectively.
Finding the right employee time clock system that satisfies your business needs and is designed with modern workforce management features can be difficult. However, choosing the right time clock system doesn't have to be overwhelming. Focusing on the exact features that will help enhance your employee time and attendance management processes by saving time and accelerating smart decision-making is the key to selecting the ideal upgraded solution.
If your business needs additional guidance on finding the right time clock system for you, contact us today.