How to find the right Time Tracking Software for your business

By Gabriele Kaier, 17.11.2016, Approx. 8 min reading time.

Time tracking software is a popular alternative to a traditional timesheet because of its efficiency and potential to boost productivity. Regardless of your business and needs, it’s important to look over all the features of time tracking software so it can be tailored to your business in order for your operations to keep running smoothly. Choose a solution with the below main features:

Time tracking software is a popular alternative to a traditional timesheet because of its efficiency and potential to boost productivity. It can be used for employee time tracking and scheduling, for managing absences like sick days, vacation days or holidays. But also for monitoring work activities to maximize your output. Regardless of your business and needs, it’s important to look over all the features of time tracking software so it can be tailored to your business in order for your operations to keep running smoothly. Choose a solution with the below main features:

How data can be recorded and provided – a cloud based business model

Thanks to continuous developing transfer of data rates you do not have to deal with a local operating model. You can choose a web-based software that operates on a cloud environment. This is the ideal time tracking solution for two main reasons: First, you do not have to deal with constant updates or replace outdated technology. Your data is secure because data are being transferred using an SSL-secured connection to one or several data centers. Daily backups saves your data, so you do not have to worry in the event of a power outage or other emergency. Second, web-based time tracking software allows you to track your time wherever and whenever you want and gives you complete visibility when you need it, as everything is on the cloud. On the other hand, business guidelines can make outsourcing your data impossible. However, some web based-solutions, like TimeTac, can also run on-premise on your in-house server. This browser-based solution also allows you the use of apps and mobile devices.

The advantages of a cloud-based time tracking solution such as TimeTac are:

Flexible and location-independent use
Software as a Service: no installation and no maintenance costs
SSL-secured connection and data transfer
Additional on-premise option
Freedom of use: Mobility outside the office

Nowadays companies have dispersed workforce with both traveling and remotely working employees. To accommodate these needs, it is recommended to choose a software that can be used outside a central office and via different devices like PCs/Macs, terminals, smartphones and tablets. This allows your team members to clock in and work from nearly any location with internet access, while you have a better overview of employees working out of the office or in the field. Mobile solutions for time tracking are used especially for outdoor missions, field sales or in the construction industry. Primarily a mobile solution is being chosen in order to track time and eventually performance through mobile devices. Additionally, it allows you to view current statistics on your smartphone or check your resources. Whether in an office environment or in the production industry, time clocks and computers are mainly used for tracking employee work hours. Your team members have always access to their timesheets and can track attendance and absences.

The advantages of a modern time tracking solution such as TimeTac are:

Flexible and cross-device recording options
Sophisticated time tracking of any current working activity
Suitable for any working environment
Ability to track time, view resources, check statistics via all mobile devices
Offline-functionality with automated data synchronisation
Cross-device use and seamless integration with time clock
Clock in and work from nearly any location

Identification of employees: From simplifying to overviewing

The most common methods of employee identification when clocking in and out are the use of codes, chipcards or key rings. Due to the introduction of new methods such as biometrics and face detection technologies, we are continually being presented with new technological possibilities. The benefits of biometric time clocks is that fingerprints are much harder to falsify than identity cards, whereas they help prevent buddy-punching. In the field of mobile time tracking, modern techniques like GPS functionality help you confirm the position of your employees. NFC (Near Field Communication) offers new possibilities towards employee identification, simplifies time tracking and offers the option to overview and control the recorded data. You can ensure that patrols are being competed with NFC checkpoint time tracking. NFC stickers are placed throughout your staff patrol. A simple contact of their smartphone registers that they have attended that location and the time they arrived. You can also confirm the position of your employees with the GPS functionality of the app.

Advantages of a convenient tracking of employee working time, such as TimeTac:

Employee identification, suited to your workplace, available with codes, chipcards or key rings
Convenient time tracking solutions with NFC and fingerprint options, so that you can prevent buddy-punching
Checkpoint logging of locations and sites visited, confirm patrol routes with NFC checkpoints
Easy employee overview from your office desk

Seamless Integration with existing data and systems

A time tracking solution should not operate as an isolated application: It should allow you to import your previously recorded data and also to export the data for payroll, invoicing, reports and statistics in severals formats. A modern time tracking solution like TimeTac allows you to do as you wish with your recorded time tracking data through several export options and API. It offers easy implementation services for integrating your existing data into the time tracking system.

Ideal integration in existing processes and systems

Interfaces for import and export your data
API-application

Company-wide implementation

Look for a software that can be accessed and utilized by team members throughout your company. This streamlines processes and prevents complications of information that have been entered for multiple times. Several departments can communicate with greater ease, which leads to a more effective collaboration.

Flexible and customizable for your needs

A flexible software configuration means that a time and attendance solution can be built to match your business needs. You should be able to choose the services to meet your professional needs.

Simple, intuitive to use

Employees should be able to track their working times easily with the click of a button. The use of the software should be simple and with bare minimum training-effort. Supervisors should get easy to digest overview of employees working times and resources.

Convenient documentation

The platform you choose should offer documentation such as team members being able to add quick notes to any changes being made. Solid communication between the departments helps resolve problems and prevent any unnecessary confusion while keeping everyone on the same page.

Sophisticated reporting

You need enough data to increase productivity and efficiency. To identify trends in your business, the software you choose should be able to gather and intelligently compose data, and ultimately produce detailed reports. With enough data, you can figure out which aspects of operations are running smoothly and which require further attention. By implementing the right time tracking software, day-to-day time tracking can be done with minimal frustration and absence management and workforce scheduling is instantly simplified. Such a sophisticated software enables strategic business insights to catch and adjust inefficient tendencies before they become major problems. As time passes by, your company becomes more productive and profitable. TimeTac helps you track employee work hours and hours worked on projects. Reduce your costs, cut out mistakes and rise productivity. Try TimeTac for free! Feel free to get in touch – we are happy to answer any questions you may have about our solutions and software.