A modern Time Clock App is a tool that can transform your business and how you manage staff across your business. A Time Clock App is a core component of Online Rostering and Workforce Management software. This combination may even change your world. Although, my opinion is skewed by a bias and love of software. Let me share some insights and examples to see if I can influence your view of the power of Time Clock Apps?
What is a Time Clock App?
Online Rostering and Workforce Management software rely on Time Clock Apps. A modern solution for what traditionally could have been a punch clock, Bundy clock, or even a paper sign-in sheet. At a basic level, a Time Clock App is a digital interface that can run on a choice of devices. The App captures time records for an employee’s acts like starting a shift, taking a break, or finishing work.
Utilisation of the Time Clock App
Whilst traditional time clocks don’t appear to be void by the development of the modern Time Clock App. It is how the Time Clock App (and respective data) is utilised within an employee management software platform that does void traditional time clocks. How?
A helpful analogy I refer to is using a computer instead of a calculator to calculate the addition of a set of complex numbers. Both devices will provide a correct answer (subject to the user’s skills). However, the computer offers additional benefits to the calculator. The computer can retain the calculation data for record-keeping. The computer can connect any components of the data with other processes to drive automation (reducing manual intervention). The computer can also provide real-time visibility to others. A Time Clock App’s power, like the computer in this example, has the ability to capture real-time timestamps that can be utilised for other benefits.
Traditional Time Clocks do capture time records. This data can then be used to generate timesheets to pay staff for time worked. Although, there is a manual requirement to convert these data records into something meaningful. Then manual follow up to confirm actions where there are missing times, variances to ‘normal’ and application of the times against each individual’s award entitlements.
Time Clock App enables record-keeping, automation and real-time Insights. These benefits unlock additional value for managers to be able to:
- Reducing admin and saving time
- Improve productivity
- Improve compliance
- Improve profitability
Example 1: John checked in for work at 9:24 am, for his scheduled 9 am shift.
| Event | Time Clock App | Traditional Time Clock |
| 9:15 am | Reminder sent to John: “Reminder: today’s shift was to start at 9 am” | Nothing |
| 9:15 am | Notification sent to John’s manager: “John has not checked-in for his 9 am shift” | Nothing |
| 9:24 am | John’s check-in time recorded | John’s check-in time recorded |
| Timesheet Approval | Late check-in flagged for the manager to review. If missed check-in, the manager can adjust the starting time (9 am) If John was late, the manager can approve the 9:24 am start. | 9:24 check-in time visible, potentially for the first time. |
| Payroll | Hours and pay are automatically calculated based on approved start and finish times | Nothing. Manual adjustments are required by Payroll. |
| Record Keeping | Data recorded: Actual check-in: 9:24 am Scheduled check-in: 9 am Adjusted check-in: Manager input | 9:24 am time-stamp on card (if kept) |
| HR | Late shift start (if cause) flagged | Nothing. Manual email to HR/Manager by payroll (if applicable) |
As tabled the Time Clock App and real-time data helps John, his manager and the business in a number of ways over a traditional time clock. Regardless of what the cause for John’s late check-in was.
If John forgot to clock in, the reminder would help John. He could immediately check-in and flag to his manager, requesting an adjustment of the check-in time. Reflecting when he started work, as he hasn’t missed or been late for a shift in two decades!
If John was late, the reminder would help John, his manager and the business. John could call his manager to update him on his expected arrival. His manager could arrange a replacement on the front desk to make sure customer service wasn’t impacted by John’s absence. His manager could also use this variance, and other historic data, to have a discussion with John about the trend of him being 15-25 minutes later for a shift over the past 6 weeks.
The Time Clock App in this scenario helps reduce admin, save time, improve productivity, compliance and profitability.
Example 2: Sue clocked out of work at 8:01 pm, for her scheduled 6:30 pm finish.
| Event | Time Clock App | Traditional Time Clock |
| 6:45 pm | Reminder sent to Sue: “Reminder: today’s shift was due to finish at 6:30 pm” | Nothing |
| 7 pm | Notification sent to Sue’s manager: “Sue has not checked-out for her 6:30 pm finish shift. Overtime may apply” | Nothing |
| 8:01 pm | Sue’s check-out time recorded | Sue’s check-out time recorded |
| Timesheet Approval | Late check-out flagged for the manager to review. If missed check-out, the manager can adjust to finish time (6:30 pm) If Sue did work back, her manager can approve 8:01 am finish. | 8:01 check-out time visible, potentially for the first time. |
| Payroll | Hours and pay are automatically calculated based on approved start and finish times, applying pay rules, overtime and allowances. | Nothing. Manual adjustments required by Payroll and confirmation of any overtime. |
| Record Keeping | Data recorded: Actual check-out: 8:01 pm Scheduled check-out: 6:30 pm Adjusted check-out: Manager input | 8:01 pm time-stamp on the card (if kept) |
| HR | Late finish (if cause) flagged for fatigue management | Nothing. |
| Finance | Labour and Wages variances associated with additional time are automatically adjusted on all reporting. | Nothing. Actuals visible after payroll and period-end reporting. |
As tabled the Time Clock App and real-time data helps Sue, her manager and the business in a number of ways over a traditional time clock. Regardless of what the cause for Sue’s late check-out was.
If Sue forgot to clock out, the reminder would help Sue. She could immediately contact her manager, requesting an adjustment of the check-out time. Reflecting when she finished work, as the shop closes at 6:30 pm when all staff leave.
If Sue did work longer, the reminder would help Sue, her manager and the business. Sue could discuss with her manager the need to work back for the function. Her manager could approve the overtime. Her manager could also use this variance, and other historic data, to have a discussion with finance about the need to increase the budget given the recent growth in functions.
The Time Clock App in this scenario helps reduce admin, save time, improve productivity, compliance and profitability.
Time Clock App benefits for COVID
Given the COVID environment, the Time Clock App can help if your workforce has a COVID case. Real-time visibility of who is working now or who worked at a specific time in history. The data would instantly provide a close contact list, without any manual reconciliation. For this reason, we are seeing more and more clients use Time Clock Apps for all employee types – including full-time or salaried staff. As it helps record-keeping and compliance even if not as critical for payroll cycles.
A Time Clock App can change the world
In summary, Time Clock Apps and their utilisation can transform your business (and possibly your world). They increase the speed and agility of any business with insights that traditional time clocks may provide but only weeks after an event occurs. Variances that need corrective action would only be discovered during the payroll process or later as part of end-of-period reporting. Time Clock App also reduces manual work, by providing automation and connectivity to other solutions and processes.
What is your business using now?
In your business how are you capturing employees’ shift starts, breaks & finish times? If you are using paper-based timesheets, fingerprint scanners, spreadsheets, punch cards, Bundy clock, or any other process, do they deliver the same benefits of a modern Time Clock App and Workforce Management solution? Could the benefits transform your productivity, profitability and enable smart decision-making? How would your business generate a close-contact list in the case of a staff testing positive?
If you would like to discuss how urhere can help your business contact any of the urhere team at www.urhere.com.au or call Peter on 0149460253.
