Proper time tracking is crucial for any organization to ensure accountability and efficiency. Clocking in and out is an essential part of the process, as it helps employers accurately calculate the total hours worked by employees and manage payroll. In this blog, we’ll discuss the different types of clock in clock out systems available and provide tips on how to use them correctly.
Why is Clocking In and Out Important?
Clocking in and out is an effective way to track employees’ work hours. It ensures that they are paid for all their work hours and can help prevent them from being overworked or underpaid. Moreover, it helps employers save time and money by eliminating manual payroll processing, which could lead to costly errors and discrepancies.
3 Types of Clock In Clock Out Systems
Manual Time Clocks: Manual time clocks are the most basic form of employee time tracking. They work by requiring employees to manually insert their ID card into the device, which records their time in and out of work. This method includes punch cards, pens, paper logbooks, timesheet forms, and spreadsheets. However, due to its susceptibility to human error and its potential for “time theft,” it is becoming less popular than other options available today.
Biometric Time Clocks: Biometric time clocks are more secure than manual time clocks, as they only allow employees who have been fingerprinted to enter the building. This prevents unauthorized people from entering and leaving work when they shouldn’t be there. The biometric data is stored in a secure database and can be used for other purposes including monitoring attendance levels, managing access rights, preventing fraud and theft, and tracking productivity levels. These clocks use employees’ biometric data (fingerprints, faces, and irises) to clock them in and out. They prevent buddy punching and ensure accurate tracking of work hours. However, using a biometric clock may be prohibited by law, depending on your business location.
Time Clock Apps: There are many time clock apps that you can use to track employee hours. These apps allow you to track all of your employees’ work hours and generate reports based on this data. These apps allow employees to clock in and out from their smartphones or tablets, while employers can monitor employee attendance and total worked hours with a few simple clicks. This system is efficient, versatile, and cost-effective for all involved parties.
5 Tips to Do it Correctly
Activate and Implement Notification Capabilities: Utilize any in-built notification capabilities within the digital software you’re using to ensure accurate tracking of work hours, especially for those working from home or at job sites outside the office.
Use Hour Capping: Take advantage of a program that offers hour capping to prevent unexpected overtime. Alert employees when they are close to reaching their weekly limit, so they know it’s time to clock out and go home for the day.
Streamline Communication Processes: Use a program that reveals who’s currently on the clock, who may be taking a break, or who clocked out for the day. This way, you can effectively reach out to employees with questions or tasks without bothering those not actively working.
Train Your Employees: Provide comprehensive training on using time-tracking software or device to ensure accurate record-keeping.
Invest in Biometric Time Clocks: If you’re concerned about time theft or employees taking advantage of the system, a biometric time clock is an ideal solution to eliminate any discrepancies. Investing in this technology can save you money and provide peace of mind that all hours are being tracked accurately.
In conclusion, proper time tracking is crucial for any organization to ensure accountability and efficiency. By using the different types of clock in clock out systems available and following the tips mentioned above, organizations can ensure accurate tracking of work hours and better management of payroll.
A cloud-based time attendance management system aims to make time tracking more easy and effective. Powered by the patented 4-level verification technology, Clockgogo provides HR staff with a peace mind upon time card management.
Fake GPS, buddy punching, hefty hardware costs, clumsy installation will not be problems anymore. With flexible and user-friendly roster planning and reporting capabilities, calculation of work hour, overtime and other time attendance results is just a click away.
Time card and time attendance results can also be retrieved through API for third-party HCM / HRIS / HRMS / HR system integration (e.g. Workday, Peoplesoft etc.)
Since its launch back in 2016, Clockgogo has already processed more than tens of millions faces and is widely adopted among global brands.