5 Questions when Choosing a Time Clock

If you have at least one hourly employee, you need a time clock. It keeps payroll accurate, maintains compliance, helps prevent time theft, and keeps things fair.

But not every business is the same, and not every time clock is the same.

To help narrow it down for you, I'll share the typical conversation we have with businesses looking for a time clock solution.

It really doesn't matter what kind of business you have, what matters most is answering the following five questions...

• Do you want online access?
• Do you have multiple locations?
• How many employees do you have?
• How do you want employees to clock in?
• Who does your payroll?

Do you want online access?

If you do, the only option is an online time clock system with a monthly subscription. There several to choose from.

If you don't, your choices are narrower, that is, if you want to use time clock software. For that, you can still purchase Windows based software with optional time clock hardware. Be advised however this kind of software is dated and most are no longer in development.

If you don't want software at all, there are inexpensive time clocks made in China that capture punches, and export to spreadsheets. Expect to pay at least $50 on up, and expect it to be time consuming.

Another option is purchasing a traditional time clock that prints on paper timecards. Expect to pay at least $200 on up, and don't forget the cost of supplies.

Do you have multiple locations?

If you do, again, the only option is an online time clock system with a monthly subscription. Online systems centralize your time tracking from any web browser. Although it is possible to network multiple locations without the web, it isn't practical anymore.

If you don't, then Windows based time clock software is a viable option. If you only have one location, then one office PC should handle the job.

With a single location, you have the same choice of an inexpensive clock made in China, or a traditional time clock (which may also be made in China).

How many employees do you have?

If you have only a few, you can choose any of the above.

But if you have 25, 50, 100, or more you may want to consider what your time is worth. The use of PC software, or inexpensive time clock solutions, is very time consuming. The money you think you are saving is spent on the time to run payroll.

As an example, the use of PC software requires you to print time cards on paper. If an employee wishes to have a copy, you will have to print it for them. If an employee requests a day off, you will have to handle that manually. If you want to access your records from home, you can't.

In almost every case, you might be better off using an online time clock.

How do you want employees to clock in?

If you want employees to clock from web browsers or phones, your only option is an online time clock.

If you want employees to clock from a wall-mounted time clock, then you could go online, use PC based software, or use an inexpensive clock from China.

If you are okay with paper time cards, then traditional time clocks are the way to go.

Who does your payroll?

If you use an online payroll provider, it makes the most sense to have an online time and attendance provider. However you don't necessarily have to.

For integration, you have to use an online time clock, but for transferring data using CSV files, then PC software will work.

Ideally, having payroll and time tracking as an all-in-one is the best choice. The larger providers are expensive, however providers like Webtimeclock are more affordable and offer great service.

If you do payroll yourself, then choose any of the above.

Conclusion

I hope these five questions help you consider what is best for your company.

What matters most is what works for you.