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Call us! 02 8123 2105

How to transition staff to timesheets & time tracking

Whilst it may feel like you’re the last business on the planet to move to an online timesheet or rostering platform, the truth is, there are hundreds of thousands of businesses, just like you that are make the transition to online rostering in 2022. With the advent of Work from home and the focus on work hours and stress, (or simply to produce a timesheet!) tracking the time an employee works is becoming more and more important, for everyone’s sake.

So if, you’re just about to transition to the urhere Online Roster & Timesheet platform, or you have chosen one of our competitors, such as Deputy or Humanforce, you may need some ideas around how you communicate the changes your team is about to face.

Communicate the reason for change

Communication is key, we all know that. It’s important though that we follow through with our communication. As human beings, some of us respond differently to change, and it’s fair to say, that most teams would have varying reactions to the slightest change, let alone something that feels invasive, like time tracking.

By now, you have identified the need for change, and it’s not about surveillance, let’s face it. So, let’s put that to bed with our employees, let them know it’s about being “big brother”. The most common reasons for introducing time tracking / time clock software is to reduce administrative overheads – no one is chasing timesheets any more (hooray!), you, as a businesses want to make sure you’re paying your team correctly, you want to make sure that your team is over worked, or underworked or you may wish to track time against production.

Which ever your reasons for time tracking & online timesheets, it’s important you discuss & communicate them with you team.

Be clear about your expectations on Employees

Let your team know what your expectation is on how they interact with their software, making sure they clock in & out, confirm shifts, submit leave forms in a timely manner.

Introducing new software to a business usually bring procedural change, and in most businesses, we know procedures can “bend”, “tweak” or “weaken” overtime. So it’s very important you set clear expectations on how employee obligation when you implement your time tracking tool.

Establish team responsibilities early

If you have managers, team leaders or elevated staff who will perform actions in the platform, such as approve leave or approve timesheets, update the roster, you need to make sure each of team members are comfortable with their responsibility and understand their usage of the software.

In our software, you can read more about assigning managers and permissions here.

Reminders can help keep your team on top of things

It’s important you keep on an eye on how your team are interacting with the platform and whether any issues arise.

Urhere will send you and your automatic reminders when a team member is late for their shifts, or there are many timesheets for approval. If this is a common occurrence, it may be a sign that a friendly reminder to your team of their obligations you outlined above are important to the success of the reasons you implemented the software.

If you need help with your timesheet software implementation

Our friendly support team are here to ensure you get the best possible experience from your usage of the software. If you’re not using Urhere, see if you can reach out their support team.

If you would like to talk about setting up your business for online timesheets, or would like some help communicating the change in your business, you can contact us here or simply use the in software Live Chat or the Chat button below.

Jayde Sinclair

Jayde Sinclair

Jayde is a 20-year small business expert with a background in retail, hospitality and commerce.