Best Time Clock Software

Time clock software is a powerful tool that can help businesses of all sizes to automate and streamline their time tracking processes. Implementing a time clock software is crucial for every business as it enables them to manage their entire workforce from one platform. 

To help you make informed and right decisions, we have created a detailed guide on time clock software. So, you can gain better insight into how time clock software works, check out different software and compare them based on features, pros and cons, and pricing.

What Is Time Clock Software?

Time clock software refers to a tool that allows organizations to electronically capture their individual employee hour and track their productivity.

Time clock software is an employee time tracking software that allows you to track the clock in and clock out times of employees, thereby creating a record of work hours and overtime hours. Time clock payroll software is widely used by managers, employers, and HR departments across various industries.

These types of software help companies improve their overall employee management system by managing payrolls, time, and data accuracy.

One of the primary reasons for using these types of software is the flexibility and level of automation they offer. Such software eliminates the need for spreadsheets or punch cards.

Key Features of Employee Time Clock Software

Employee time clock software offers a plethora of features ranging from standard payroll management to advanced quality and inventory management. Although different employee time clocks for small businesses provide various functionalities, here are a few typical features almost every time clock software offers.

1. Time Clock

   The primary feature of all types of time clock software is an on-premise time clock. Time clock features enable the company to ensure employees are on-time and on-site, and no time theft or buddy punching is being performed. Several types of software offer various recognition methods, including biometric scanners or face recognition. Once employees log in, the data automatically transfers to the company database.

2. Device Tracking

   If a company embodies distributed fleets or workplaces, companies need to ensure that employees are on the site. As discussed above, when an employee punches or logs in, the information gets transported to the company database.

3. GPS Tracking

   GPS tracking in a time clock software allows you to identify the real-time location of your employees through permanent fleet fixtures and mobile devices. GPS tracking will enable you to figure out where and why your employees are spending most of your time and how it can be reduced. With GPS tracking, you can also find the routes your employees follow and contemplate the effectiveness of the routing systems.

4. Geofencing

   Geofencing is the process of drawing or determining a digital parameter around a specific area; it allows you to track devices entering or leaving the determined area. Geofencing is widely used in the utility, construction, and sales sector, where the mobile workforce plays a significant role. Geofencing tracks when a device leaves or enters an area and sends the information to the database.

5. Payroll Integrations

   Most advanced time clock software provides the feature of direct clock integration with payroll software and HR software. Therefore, the labor data syncs automatically by a one-click process, eliminating the requirement of manual entry, spreadsheets, or physical documentation. Payroll integration not only reduces the time spent by your bookkeeper but eliminates the chances of clerical error as well.

6. Labor Data

   Local laws, along with IRS, FLSA, and EEOC, indicate that companies and workplaces need to report the work time and wages earned by all employees. Before the introduction of clock software, companies had to manage spreadsheets or write the information manually. This process was time-consuming and subject to human error.

   On the other hand, clock software collects and stores all of your labor data in one place, which makes that data easily accessible. Moreover, you can export this data to different programs like your accountant, HR database, or directly to the government.

7. Time off Request Management

   A lot of time clock management software comes with a built-in feature of time off request management. Companies that have complex schedules or a lot of employees working at different shifts will find the process of shift & schedule management difficult. The time off request management feature simplifies the process by providing several functionalities like sick leave management, shift management, and schedule management.

Advantages of Time Clock Software

Employee management is a burdensome task, especially for medium and large-sized businesses from managing payrolls to shifts, clock software help businesses in several ways. Let's discuss the advantages of using time clock solutions briefly.

1. Increased Accuracy

   Employee time clock software increase the accuracy of payrolls and tracking. Manual management of payrolls, either by spreadsheets or writing, is a time-consuming and inaccurate process. Automated software comes to the rescue by offering quick and accurate solutions which help companies reduce the time spent managing payrolls, shifts, and work time.

2. Enhanced Team Productivity

   Manual payroll processing is a tedious and time-consuming process as it includes collecting time cards and re-entering data in the payroll solution. Payrolls are processed either at the end or beginning of the month, a time when the workload is at its peak.

   If you own a small business where the entire payroll management task is assigned to one person, it can turn out to be a burdensome task to perform. With a time clock solution, you can save time and increase accuracy, thereby increasing the overall productivity of the process

3. Better Employee Satisfaction

   Using one of the suitable time clock tools is beneficial for both employees and employers. With the help of time clock solutions, employers can easily manage payrolls and shifts, which enables them to save a lot of time and labor. On the other hand, employees are at ease as time clock solutions ensure accurate payrolls and work hour & overtime tracking, leaving no scope for fraud and biased outcomes.

4. Flexible Working Arrangements

   Not all jobs are office-based jobs, some require mobility, and some can be performed from any remote location. But in such situations, manual attendance management can get complicated and stressful. However, time clock solutions or clock apps provide various features for effective attendance management.

5. Seamless Schedule and Shift Management

   In restaurants, bars, or other part-time workplaces, schedule and shift management becomes difficult. Clock and attendance software offers various features to simplify and automate the process of shift and schedule management.

How to Choose the Best Time Clock Software?

Time clock software offers endless benefits for employers, managers, and HR teams with its automated tracking and payroll management solutions. However, with various options to select from, selecting the right software that caters to your needs can be a challenging task. Therefore, here are a few criteria to consider before choosing a time and attendance software.

1. Flexible Tracking

   A time clock solution should provide flexible time tracking options through different methods. The software should be accessible from all platforms and should keep a record of all the information like work hours and payroll. Mobile compatibility is also essential; make sure the software you choose is mobile-compatible.

2. Accuracy and Perfection

   Although all attendance and clock software claim to be accurate, try it at your end to ensure the software you are choosing provides precise information without any errors in payroll or overtime.

3. Easy-to-use

   One of the reasons to invest in time and attendance software is because you want to save time. A complicated software can do the opposite; thus, make sure the software you choose has a simple, easy-to-use user interface.

4. Price and Reviews

   Although some employee time clock software are free to use, most advanced solutions are chargeable. Determine your objectives and expectations from the software, and decide on a budget accordingly. Also, refer to user and expert reviews to get a vague idea about how the software performs.

What is the Average Cost of Time Clock Software?

The price of time clock software might vary based on the software features and capabilities as well as your organization's size.

While there is free time clock software available in the market, its features and functionalities could be restricted.

A few time clock software vendors, on the other hand, charge several hundred dollars a year and offer more sophisticated functions like employee scheduling, tracking overtime, and time-off requests. 

A time clock software costs between $50 to $250 based on the features provided and the number of users.

The deployment method—cloud-based or on-premises—can also affect the pricing. Generally speaking, cloud-based solutions are more cost-effective because there are no upfront expenses involved in setting up or maintaining the program.

On-premise solutions frequently demand a one-time payment for the software and any associated hardware.

On-Premise vs. Cloud-Based Time Clock Software

On-premise time clock software is installed and runs on a company's own servers and computers, while cloud-based time clock software is run on remote servers and accessed via the internet.

There are a number of differences between the two types of software that can impact a company's decision about which one to use.

1. IT Requirements and Maintenance

   On-premise software require a company to take care of maintaining the servers and hardware on which the software runs, as well as ensuring that the software is updated and secure. 
   Cloud-based software, on the other hand, is maintained by the software provider, so the company doesn't need to worry about the underlying infrastructure.

2. Scalability and Accessibility

   On-premise software can be accessed only by physically present people in the office, while cloud-based software can be managed from anywhere with an internet connection.
   Cloud-based software can be scaled up or down as needed, while on-premise software may require additional hardware to be purchased in order to handle increased usage.

3. Data Management

   On-premise time clock software often stores the data on a local server or computer, and backup may be necessary.
   Cloud-based time clock software automatically stores and backs up the data on remote servers, which can be a major advantage in terms of time clock data security and disaster recovery.

4. Software Cost

   On-premise time clock software often requires a significant upfront investment in hardware and IT resources.

   Cloud-based software typically costs less upfront but may cost more over time as you start scaling the requirements and opt for add-ons.

   Ultimately, the decision about whether to use on-premise or cloud-based time clock software will depend on a company's specific needs and resources. 

   Some companies may prefer the control and data security of on-premise software, while others may prefer the convenience and scalability of cloud-based software.

What Are the Best Time Clock Software for Small Businesses?

If you don't want to spend time searching for the right time and attendance software, here are three of the best time clock software that can help you make your business more productive and efficient.

1. ClockInEasy

ClockInEasy is one of the leading employee time clock software that provides cloud-based timesheet and time-tracking solutions. It’s an ideal time clock software for small & mid-size businesses.

It’s an efficient, easy-to-use solution for businesses that need to track employee attendance in real-time and streamline their time-tracking processes. This time clock software is the best affordable option for growing businesses, and it helps managers have better control over the workforce.

Features of ClockInEasy

• Provides clock in and clock out functionality 

• Generate reports of how many hours employee work

• Offers geolocation tracking for remote employees

• Has customization policies to manage payroll

Pros of ClockInEasy

• Mobile app is very helpful in tracking progress

• Reporting functionality is seamless

• Helps companies stay compliant with labor laws

• It’s very easy to use 

Cons of ClockInEasy

• Limited integrations with other apps

• Lack of customization options

• Slow and limited customer support

• Very limited features

Pricing of ClockInEasy

Forever free plan: $0

Professional plan: $4 per user, per month

Enterprise plan: Custom pricing

2. Time Clock Wizard

Time Clock Wizard is a web-based time and attendance software that is preferred by businesses of all types and sizes. In this software, managers can add team members and manage their work hours, overtime, and salaries.

With its user-friendly interface, customizable settings, and robust reporting features, managers can track each employee's activity efficiently. This software is best suited for medical and IT services.

• Hassle-free clock in and clock out functionality 

• Geolocation tracking for remote teams

• Calendar view for task management and scheduling shifts

• Provides customizable policy management

• Offers multi-language support

Pros of Time Clock Wizard

• User-friendly interface 

• Powerful and advanced features

• Quickly generate reports 

Cons of Time Clock Wizard

• The clock in and clock out feature needs improvement

Pricing of Time Clock Wizard

Value plan: $19.95 per month - Unlimited users

Pro plan: $39.95 per month - Up to 50 users

Enterprise plan: $179.95 per month - Unlimited users

3. Homebase

Another cloud-based solution, Homebase, offers time-tracking and scheduling services to small businesses. This software stands out in scheduling as it provides excellent yet simple employee schedules administration.

Homebase time clock software helps managers to automate and streamline the time-tracking process. It provides features to track the workforce and handle employee schedules, time-off requests and payroll. The software can be used by many industries, providing a flexible solution for managing employee attendance and schedules.

Key features of Homebase

• Provides mobile app and web time tracking

• Clock in and clock out option for employees

• Managing leaves and attendance

• Reports for team performance

• Custom policies settings 

Pros of Homebase

• Useful and easily accessible 

• Affordable to use 

• Very responsive support team 

• Easy to set up

Cons of Homebase

• Inconsistency in applicant message requests 

• Sometimes there’s difficulty logging in

4. ClockIt

ClockIt is a time clock software that allows employees to clock in their attendance without any effort. Companies can use this software to track employee attendance, calculate worked hours, and generate reports. It uses geolocation technology to ensure that employees are clocking in from the correct location and can also be set up to require a photo to be taken at the time of clocking in or out.

Key Features of ClockIt

• Easy for recording attendance and managing the information

• Provides a calendar view for better accessibility

• Provides actionable reports for the employee's activities

• Enables companies to implement permissions based on their roles

• Helps in payroll management

Pros of ClockIt

• It has easy-to-use interface 

• It’s affordable 

• Provides helpful integrations

• Customer service is very responsive and helpful

Cons of ClockIt

• Lacks the option for printing reports

• Corrections lead to data loss

• Scheduling is not flexible 

Pricing of ClockIt

Starts at $2.99 per user, per month.

5. Keka HR

Keka HR is a comprehensive time clock software developed for small and medium-sized businesses. The software is designed to streamline the HR process by providing a single platform for managing employee data, benefits, payroll, and compliance.

This cloud-based software can be accessed from anywhere with an internet connection. The employees can easily clock in and clock out from the software. Moreover, it helps in regularizing the time clock requests, resulting in accurate data.

Features of Keka HR

• Helps track and manage employee data and attendance

• Enables employees to use the software to clock in and out the software

• Track employee productivity with effective working hours 

• Manage absence of the employees

• Provides performance management 

Pros of Keka HR

• The interface is easily accessible 

• It’s value for money

• Helps in better activity tracking

• Dashboard with actionable reports

Cons of Keka HR

• Some integrations are missing

• Onboarding is time-consuming 

• Mobile app isn’t very convenient 

Pricing of Keka HR

Nano plan: $29 per month - up to 10 users

Micro plan: $49 per month - up to 20 users

Milli plan: $99 per month - up to 50 users

Kilo plan: $199 per month - up to 100 users

6. Freshteam

Freshteam is a cloud-based human resource management system (HRMS) that offers a time clock feature for tracking employee attendance. This advanced time clock tool allows employees to clock in and clock out using a computer or mobile device. Moreover, it gives managers a real-time view of who is clocked in and out to track team productivity.

Key Features of Freshteam

1. View and approve time-off requests in real-time

2. Set up different pay rates and overtime rules

3. Generate attendance reports to see worked hours

4. Monitor employee punctuality and attendance

5. Keep track of remote employees with GPS tracking

6. Automatically calculate payroll and generate payslips

Pros of Freshteam

• Has a user-friendly interface

• Customizable time tracking rules

• Offers real-time data tracking

• Employee self-service for clock in/out

Cons of Freshteam

• Limited integration

• Comparatively expensive

• Lacks customization

• Limited customer support

What are the relevant time clock software trends?

Here are a few trends in time clock software that are currently relevant:

1. Cloud-based solutions

   Many companies are moving away from traditional, on-premises time clock software and opting for cloud-based solutions instead. These solutions can be accessed from any device with an internet connection and are often more adaptable.

2. Mobile compatibility

   With the rise of smartphones and tablets, it's becoming increasingly important for time clock software to be compatible with mobile devices. This allows employees to clock in and out using their personal devices and also allows managers to access time and attendance data on the go.

3. Integrations

   Many companies are looking for time clock software that can integrate with other tools they already use, such as payroll and scheduling software. This allows for a more streamlined and efficient workflow.

4. Biometric Authentication

   To ensure that only the actual employees are punching their time, Biometric authentication using Face recognition, fingerprint, palm detection and others is becoming more popular. This way, it prevents buddy punching and increases the accuracy of timekeeping.

5. Automated Overtime Calculation

   One of the important features of time tracking software is the ability to automatically calculate an employee's overtime hours based on their work schedule. This can save a significant amount of time for managers and ensure compliance with labor laws.

6. Real-time insights

   Some time clock software includes real-time analytics and reporting features that allow managers to see up-to-the-minute data on employee attendance, labor costs, and other metrics. This can help managers identify trends, make more informed decisions, and quickly respond to any issues that arise.

Overall, Time clock software focuses on making employee time tracking more user-friendly and accurate. It should also help in compliance with labor laws and simplify administrative tasks.

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