We have one timeclock onsite, not super old fashioned, but not the new web subscription. Employees have a pin, they press their pin and then IN or OUT. Simple as that.
Still, every week there are multiple employees that consistently just can’t get it right. Sometimes I can see it and correct it before payroll, even though I have nothing to go off of for corrections other than their memory, which we’ve proven is bad.
Worse is when I can’t tell there’s a problem, and I have people coming into my office on Friday at 4:52 while I’m packing up complaining that they were shorted hours on their paycheck. Hours for which there was no record, and they’ve informed zero people. (I guess it’s assumed I’m omniscient?)
We have a QR code posted next to the timeclock for when someone realizes they’ve made a mistake. They can scan it and within about 15 seconds shoot a message to the office so we have it on file and correct it. I’d say the use rate of that is mid single digits and dropping weekly.
Does anyone else have tips/tricks on how to keep timeclocks accurate and to keep employees accountable for keeping their own time? Is there a better timeclock tool, or location, or standard use procedure?
Any ideas are appreciated. Probably not switching to a cloud managed monthly subscription where I still have to buy my own device though.
I’m not trying to punish people or get away with not paying them. I want my employees to get paid correctly, and to get paid on time. I just need to accomplish that without adding to my workload every week by having to redo stuff at the last possible minute.
If they can’t figure out clocking in and out, imagine all of the other things they’re screwing up in their duties that you have no idea.
I can’t imagine keeping an employee that can’t figure out how to clock in and out.
A fob/door code to get into staff rooms? That will confirm if they are there or when they leave
Install a camera by the time clock so you can review punches.
Reward perfect punch tendance
Document mistakes and correct people with too many mistakes.
Put up posters in the lunch room don’t forget to punch in and out.
When people come to you at 445 Friday show then the QR code and tell them you cannot fix their issue they must use the QR code.
This is a training issue. Never get it 100% but you can get it down
I am not an employer, just a past employee that had a really old time clock and had to bill the hours afterwards. What they came up with and worked really well (30-40 employees depending on the season) we had to fill out paper a Friday with our timesheet certifying our hours and note any corrections that needed to be made (manager had to sign off on correction) and if you didn’t certify it you didn’t get paid. There was a process to get all of this rectifed at a later date but for that time period Friday was the cut off. It took a minute to get used to but we all learned and solved payrolls headache.
Upgrade your clock in/out system. It’ll save both parties time and money.
I don’t see how a different system could make it any easier. Cost more, sure, but the clock couldn’t be much easier to use.
We went through a handful of software as well for clocking in/out. You still have the same problem. The employees have to still push a button to clock in, lunch, out. Which has not worked. However we are now trying a different approach. We have a new clock in software where employees can receive tokens for proper clocking in. Once they earned enough they can trade them in for gift cards to a number of places or items that the software provides. We are trying the reward system to give the employees a incentive to clock in/out properly so hopefully it sticks. Also we will be having weekly meetings to remind employees of the incentive and to market it to them as a big positive as part of the implementation process of the new software. cross fingers!
So, I’m way bias here but if you use Paychex as your payroll provider, if someone misses a time punch, it’ll send you a notification so you can see it immediately. It’ll also stop you when you go to process payroll to let you know.
Ensuring compliance with labor and pay laws is crucial for my business, especially for employees who may face challenges with traditional time clocks. We address this by utilizing Connecteam software, which offers user-friendly mobile time-tracking features that simplify the clock-in and clock-out process. This not only streamlines payroll management but also ensures accurate and transparent tracking of working hours, helping us meet legal requirements while providing convenience for our employees.
Ensuring compliance with labor and pay laws is crucial for my business, especially for employees who may face challenges with traditional time clocks. We address this by utilizing Connecteam software, which offers user-friendly mobile time-tracking features that simplify the clock-in and clock-out process. This not only streamlines payroll management but also ensures accurate and transparent tracking of working hours, helping us meet legal requirements while providing convenience for our employees.
Put an automatic lock on the door. Each employee has to badge in and out. Shop policy is that you never work through lunch, and that lunch is mandatory. So, whether they punch out/in at lunch is irrelevant. If they have discrepancies, then reference the badge swipe at the door.
Yes, it will cost a bit of money, but it will save you a lot of time (also money) every week. And, you don’t have to worry about something getting overlooked for years, and some disgruntled employee suing you for tens of thousands of dollars.
In my previous role, we had a time clock in our workshop. Every week, I tallied the hours, highlighted any unusual transactions, and then I had the workshop manager’s authorise the hours.
In my current role in a big government dept, the managers auth all variancesand requests electronically or manually.
I have a similar timeclock and I check and adjust everyone’s hours each morning. Its always for employees forgetting to clock out btw. Its part of my morning business to-do list routine so its not a big deal to me.
If the only thing that matters is physical presence, then buy new employee IDs that have RFIDs in them that get keyed whenever someone enters or leaves the property. Combined with a motion camera at the entrance and you have a solution.
If they have to clock in and out and are missing punches it means they are coming in late and leaving early. Sorry but it’s always that.
You need better time management, and you need to enforce a punch clock policy that will ensure if they don’t use the time clock they will suffer consequences of missed pay, written warnings, and termination.
From our experience, half the time it seems to be genuine forgetfulness and half the time is late etc so just don’t punch to keep it unrecorded
This might be helpful, https://workforce.com/software/timeclock-app
Don’t need to buy a dedicated clocking device, can just use a spare tablet etc. Sends employees SMS reminders if they haven’t clocked on and scheduled to be or have clocked out but not clocked in etc so the work is done come payroll