Every feature you need

Clocking in

Kiosk apps

Turn any table or computer into a time clock, or set up your employees with their own kiosk… Kiosks run on browsers of dekstops, laptops, tablets, or mobile phones. Simple to use, no app store required.

Time clocks

We have a variety of low-cost, web-connected time clocks that sync with your Webtimeclock account. Fingerprint, facial recognition, RFID badge, or PIN entry. Each clock collects punches even if internet connection is lost.

Desktops and laptops

Everyone with an email and password can log into Webtimeclock using a browser. You have the option of allowing employees to clock in/out from their account, or the option to prevent them from using the web.

Mobile phones

Webtimeclock was designed for mobile browsers. With this, you have the option of allowing employees to clock in/out from their phones, or if preferred, the option to prevent them from using their phone. No app store required.

Time cards

Pay periods

Time cards follow the same date range as your payroll. Weekly, bi-weekly, semi-monthly, or monthly. Convenient scroll buttons allow you to go forward or backward through each pay period.

Editing

Editing time cards is simple. For example, administrators and select supervisors can enter or change missed or incorrect punches, approve off-schedule punches, enter hours such as PTO, or adjust hours.

Editing by employees

As an option, turn a time card into an editable timesheet. Employees can enter flat hours or in/out times with optional project/job codes. At the end of the pay period, employees sign by approving their timesheet.

Comments

Comments are used to explain events on a time card. For example why someone was late, or why an edit occured. Comments are also time stamped and can be entered by employees, supervisors, and administrators.

Approvals

Approvals are similar to comments, but can be used as an electronic signature. They are time stamped and can be entered by employees, supervisors, and administrators with the option of adding a comment.

Audits

Audits are details of who, when, and where. For example each audit records the IP location and device used by the employee to clock in. If a time card is edited, audits record who the editor was and when they edited.

Exceptions

An exception occurs when employees clock outside their assigned shift. For example, they clock in late, out early, or outside their shift hours. When that happens, the time on the timcard will display in red. If authorized, the time will display in black.

Paid time off

PTO accruals

For each employee, you can accrue a bank of hours for either PTO or Vacation. Accruals are first set by entering the number of hours they are entitled for the coming year, then deciding if it accures monthly, by hours worked, or a flat amount.

Sick Time accruals

Like PTO accruals, each employee can accrue a bank of hours for Sick Time. Some US states require sick time compensation by number of hours worked, however you could also accrue by month, or enter a flat amount.

Time off requests

Webtimeclock allows employees to request time off from their employee account. Employees select the PTO type, number of hours per day and the date range they would like for time off. Once sent, the request is pending until approved.

Time off approvals

When an employee requests time off, the administrator dashboard will display the number of new requests. If an adminisrator approves the request, the hours are automatically entered on the employees time card.

Automatic holiday hours

Webtimeclock allows you to enter holiday names and dates. When that date arrives during a current workweek, our system will automatically enter the hours for each employee eligible for the holiday hours. For a more detailed approach, you can also enter holiday hours manually on each eligible time card.

Calculations

Overtime

Our system automatically calculates paycodes for both overtime and doubletime. They are calculated when hours reach a threshold either weekly, daily, or both. For example when 40+ hours are worked in a workweek, or 8+ hours are worked in a day. These rules can be set to keep you compliant with both federal and state laws.

Punch rounding

For the most part, all US states accept the use of time clock rounding. However states have different interpretations. To help keep it universal, Webtimeclock allows rounding as long as the same rule applies to both the IN and OUT punch. Punches can be rounded to the nearest 3, 6 and 15 minutes.

Automatic lunch deduction

Webtimeclock will allow you to automatically deduct 30 minutes or more from your employees timecard as long as the employee works at least 4 or 5 hours. This is a convenient way to have consistent timecards. To be fair, please make sure employees receive their full meal break.

Lunch lockout

For states that require a minimum number of minutes for lunch, we offer a lunch lockout based on the requried lunch break. With this, once an employee clocks out for lunch, they are not allowed to clock back in until their break is completed.

Paid break

For companies that require employees to clock out for paid breaks, Webtimeclock allows you to set paid breaks from 5 minutes up to 30 minutes. If so, employees will be paid for any allowed minutes. Anthing greater will not be paid.

Adjustment hours

Depending on the situation, and employee time card might need to be adjusted. For example if the employee has a set lunch deduction, and took a longer lunch, or if they continued working after they clocked out. To do this, enter work hours instead of in/out times as either a postive or negative number. Be sure to enter a comment.

Shift rules

Shifts include start and end zones, grace periods, and lockouts. Zones are used as way to round punches to the shift start time or end time, grace zones allow employees to be few minutes late, or leave a few minute early, while lockouts prevent employees from clocking at all. All designed to help control excessive hours.

General

Companies

When you first sign up for Webtimeclock, you become a super administrator. This allows you to add sub companies within your account. If you are a CPA, advisor, or bookkeeper this allows you to manage multiple clients within your account. If so, your billing is centralized to your default company, all other companies will never see it.

Administrators

Our system allows multiple administrators for free. Super administrators have full access to everything including billing and companies. Normal adminisrators have full access to only one company. Each must use a real email address to log in.

Supervisors

As with administrators, our system allows multiple supervisors for free. Supervisors have access to either one department, or all departments. They can be allowed to edit timecards or not. Since an assigned supervisor may also be a track time tracking employee, our system allows you to assign a fake email address and password if needed (if so, the supervisor cannot request a password change).

Dashboard

A quick glimpse of who is clocked in, pending time off requests, how many total hours have been recorded worked, and the latest employee comments. Like our entire app, you can view it from a desktop or phone.

Departments

By default, every employee is assigned to a department. Departments do two things, they create organizational groups you may arleady have, and they allow you to set calculation rules for each department. For example, a department named Salary would have different calculation rules than a department named Hourly.

Authorized IPs

Internet providers (ISPs) for business and residential will assign you an IP address. That IP address is the best way to identify the location of your employees. Not only does Webtimeclock record the IP address with each punch, it can also limit employees to an IP address you authorize. We think it is more reliable and less intrusive than GPS.

Date range reports

There may be times where you need to report hours over multiple pay periods. Our reports feature allows you to save multple reports based on date range, employees, departments, paycodes, and jobs. For example, how many PTO hours were used by an employee, or how many hours on a job.

QuickBooks Online integration

Our system allows you to connect your QuickBooks Essentials, Plus, or Advanced accounts to Webtimeclock. This makes it easy to transfer hours from your payroll summary reports or individual time cards to your QuickBooks timesheets. If you need to resend, no problem, our system updates any previous transfers you made.

Payroll exports

We offer standard CSV exports for summary reports. However, we also offer specific exports for payroll providers such as ADP, Paychex, Gusto, SurePayroll, Heartland, and QuickBooks desktop. When you select a non-standard format, the export button will be available for your payroll summary.

Projects and jobs

Each job could be a job, task, or location, and each project could be a project or customer. For example if you have a client named Bob Smith who needs a website designed, a job code could look like... SMITH : Web Design. Employees can select this when they clock in.

Payroll features

Full-service payroll

Webtimeclock is a full-service payroll provider for all 50 US states. We do the same thing any well-known provider does but with fully-integrated time tracking, and in most cases, lower cost. The biggest difference is you get better, personal support.

Unlimited payrolls per month

Webtimeclock bills per month, not per pay period. You pay the same amount if you pay weekly or monthly. You also pay the same amount if you run addtional, off-cycle payrolls during the month.

3-day, 2-day, and Next-day processing

New accounts receive 3-day processing, this means you must run payroll by 5:00 PM on Tuesday to pay your team on Friday. Select customers may receive 2-day procesing at no additional charge. Next-day is an additonal $2/employee per month.

ACH direct deposits

Most companies in the US prefer using direct deposit to pay their employees. It's easier and costs less. Instead of printing checks, employees have their wages automatically delivered to their bank account. However, you still have the option of paying employees by paper check if and when needed.

Paperless onboarding

If you are familiar with payroll, you already know about the paperwork. We make completing W-4s, federal tax forms, and state tax forms easy to complete online. Electronic signatures too. All your forms are available to download as PDF files.

Implementation

Implementation in payroll is the process of switching from one payroll company to another. If you switch at the beginning of the year, then it is easy. If you switch in the middle of the year, it requires us to enter your historical data in your account before you can run payroll. With us, implementation is free.

Tax filing

One of the biggest chores in payroll is paying the tax agencies, both federal and state. Payments need to be the right amount, and delivered at the right time. Our system handles all this behind the scenes.

Tax witholdings

Payroll taxes can be complicated, and are calculated based on a variety of factors such as how much you earned, your W-4 options, where you live, where you work, and how much in tax you have paid so far this year. This is all calculated automatically when you run your payroll preview.

Multi-State payroll

It is possible to run payroll for employees that work in a different state. There are no extra charges.

Post-tax deductions

We can handle both miscellaneous and child-care deductions. For miscellaneous, a deduction could be a repayment of a loan from the employer. For child-care, our system automatically sends payments to your state's authority.

Pre-tax deductions

We can also handle pre-tax deductions for benefits, such as health insurance and savings accounts. If you have an outside provider, our system will calculate the check, but it is up to you to handle the benefit payment transfers. However we do offer integrated service providers that can be automatic.