Advanced timekeeping systems
/The Best Time and Attendance Systems
The following topics itemize the various types of systems that are now available for use in tracking employee time for payroll purposes. These can be considered the most advanced timekeeping systems now on the market.
Biometric Time Clocks
This is a computerized time clock that requires a hand or fingerprint scan in order to positively identify an employee. These clocks are expense and scan rather slowly, but completely eliminate the risk of one employee punching in on behalf of an absent employee.
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Computerized Time Clocks
This is a time clock that accepts magnetic or bar coded employee badges to identify employee entrances and exits. A variation is to use RFID (radio frequency identification) badges, which can be waved in front of the time clock. The information is either stored in the time clock for later polling by a central payroll system, or automatically transmits it to the central system as the information is recorded. These systems can be expensive, but eliminate the cost of timekeeping data entry. This method is best for production environments where large numbers of employees are concentrated in one location.
IP Phone Timekeeping
If a company uses Voice Over Internet Protocol (VOIP), it is accepting and receiving phone calls through the company computer network, rather than through phone lines. If so, timekeeping information can be entered through VOIP phones that is then stored in the payroll system.
Smart Phone Timekeeping
Timekeeping for a business using a smartphone is an efficient and flexible way to track employee hours, manage schedules, and streamline payroll. With mobile timekeeping apps, employees can clock in and out directly from their smartphones, whether they are working on-site, remotely, or on the go. These apps often include GPS tracking to verify locations, ensuring accurate reporting for mobile or field-based workers.
Smartphone timekeeping systems allow real-time updates and easy access to schedules, shift changes, and time-off requests. Business owners and managers can monitor attendance, approve hours, and generate reports directly from their devices, improving oversight and reducing administrative workload. Most apps also sync with payroll software, reducing errors and saving time during the payroll process.
Features like push notifications can remind employees to clock in or out, helping prevent missed punches. Biometric verification or photo capture features may also be used to enhance accountability and reduce time fraud. Additionally, smartphone-based systems are especially useful for businesses with flexible or non-traditional work environments, such as construction, delivery services, or freelance teams.
Website Timekeeping
A company can develop its own timekeeping portal that is accessible over the Internet, or rent the use of such a site from a third party provider. This approach is more useful for professional employees who may be located anywhere in the world. This approach is especially advantageous when it is operated by a third party, since this means that your IT staff not have to be constantly monitoring it to ensure that it is running properly.