Timegrip’s punch clock: What is it?
A punch clock is used for time tracking employees’ arrival and departure times without the need for administrative input. A clocking system provides an overview of who is at work and when but can also highlight potential changes to the schedule.
Benefits of using a digital punch clock
The main advantage of switching to a digital clocking system is the overall saving of time and money. Here’s how it helps:
- Less time spent on bookkeeping
- Time can be used for other work-related tasks and projects
- Reduced fraud, as employees cannot clock in on behalf of others due to digital controls
- Management receives live updates on work activity and employee attendance
- The entire time tracking process is automated
A digital punch clock will streamline your process and minimise human errors in payroll processing. Those responsible for payroll will no longer have to decipher handwritten timesheets, avoiding potential input mistakes.
Punch clock app
Time tracking should be simple for both management and employees. By using an app for the clocking system, employees can log their working hours from anywhere, enabling managers to see real-time updates on work activity.
It is no longer necessary to be physically present to confirm that one is working. This is especially useful when attending client meetings or working remotely, as GPS location tracking can provide proof of being at the agreed-upon location.
Cross-platform communication is also possible. This means employees can clock in via a terminal and clock out using a mobile phone. They can also switch projects directly on their phone without needing to find a terminal.
Overview of travel
Some apps, such as Timegrip’s, provide both managers and employees with an overview of travel and activity outside the office. Employees can log travel details and addresses using the digital app, which records their times and locations.
Why are punch clocks useful?
Punch clocks are an effective way for management to track employees’ working hours, locations, and duration of work. This eliminates the need to manually process handwritten notes, ensuring accuracy.
If integrated with your time tracking system, the punch clock can automatically record working hours and seamlessly transfer data to the payroll system.
A digital punch clock can also provide employees with access to personal information such as holiday entitlement, seniority days, care days, flexible working, and absence rates.
Five tips for selecting, introducing, and implementing a new punch clock
Implementing a new digital punch clock may face some resistance. Have you already made a decision, or are you still searching for the right solution? Either way, you must prepare for the introduction and implementation process, as well as potential employee concerns.
1. What are your needs?
What do you require in terms of time tracking and setting up a punch clock? It’s essential to find a solution that meets your needs—there’s no point in paying for too little or too much functionality. Define what you require.
At Timegrip, we recommend prioritising the following:
- Digital time tracking in real-time
- Cross-platform communication, including terminals, iPads, tablets, PCs, and mobile apps
- Flexibility to customise according to your needs, shift times, and timekeeping rules
- Configuration of fixed payroll rules based on employees
- Detailed reasons for early and late clock-in/out times
Once you have identified these needs, you will be ready to proceed.
2. Contact multiple providers
Reach out to different companies to ask questions and address concerns. If you want to fully understand a system, take the time to call and gather details on how their time tracking and punch clock works.
3. Flexibility is key
Instead of switching time tracking systems every few years due to business growth or changes, choose a flexible system. This means it can be customised to fit your exact needs, eliminating the need to compromise on your time tracking and scheduling solution.
4. Involve employees – Are they tech-savvy?
Not everyone finds IT and mobile apps easy to use, while others have grown up with technology. As leaders, you should ensure that your employees can use the system effectively. We highly recommend taking advantage of free trial periods.
5. Invest in training
New systems can seem overwhelming, especially when managing multiple other tasks. However, remember that implementing a punch clock and time tracking solution is intended to save time in the long run.
Bringing in an expert to assist with setup, training, and onboarding can ensure a smooth transition and optimal use of the system.
Want to save time and implement a punch clock? Contact us today for a no-obligation discussion.
