Employee time tracking

In this blog, we will discuss the following topics –

• What is employee tracking?
• Why is employee time tracking necessary?
• Features of Employee Time Tracking

Usually, in every organisation, you will get the employee time tracking system to track the employee’s work and activities. This is especially applicable for remote workers wherein the full details of workday are monitored and recorded. And it provides insights to the organisations by analysing when employees are more productive for extensive periods.  tracking systems are available for all sizes of businesses. But, there are some rules and regulations to implementing the tracking system.

What is time tracking?

Time tracking refers to monitoring the total amount of time spent on several tasks and other activities. It is an important part to analyze how well the employees are managing their time effectively and efficiently, which is usually done using software tools. It helps to understand where employees’ time is utilized, plan accordingly, and be more effective.

Why is employee time tracking necessary?

Basically, there are two main scenarios where time tracking becomes necessary.

Hourly-based employee time tracking

1. If you have a hour-based employee, then it becomes necessary to track them based on number of hours they have worked.. For such employees, time tracking will be requried..
2. Accurate timesheets are important for invoicing and assessing project profitability when billing the clients based on resources allocation and the hours worked.
   The following are the reasons employee time tracking is important –

Smooth Payroll Processing –

You will not be able to process payroll accurately without accurate timesheets of employees. Before the payroll process, you need to know number of hours your employees have worked so that you can pay them fairly.

Increase Revenue –

Employee time tracking can help you to optimize your business operations and, increase revenue and help you to manage the workload and schedule efficiently. Accurate time tracking is important for precise client billing, Particularly if your team works for different clients and projects. By tracking all team activities, easily you can identify the tasks and projects that generate the most significant income and contribute substantially to your business revenue.

Increase Productivity –

Regular tracking of employee working hours is an effective way to improve employee productivity. That can help you to understand where your time is mismanagedand allow you to manage your employee’s time effectively.

Work-life Balance –

Tracking employees’ work hours helps to maintain a healthy work-life balance and manage overtime and workload, which can be a breeze. It also helps to keep motivation and good condition of the team.

Features of Time tracking 

Basically, each company needs a software to track employee timing that can give them accurate data and meet the attendance requirements.  There are few features that one needs to look into when employee time tracking software is procured-

1. Time-Tracking

   Using various methods, employees can clock in and clock out, such as biometric devices, non-biometrics devices, web portals, location-based (GPS), or manual entry.

2. Shift Management

   The software should allow the administrators to set up different shifts for employees based on their schedules and job requirements.

3. Attendance Management Integration

   HR should be able to track attendance, including late, early, and absences of the employee. Based on the attendance pattern, it has to provide you with reports and analytics.

4. Overtime Management Integration

   The software has tocalculate and manage overtime hours that are worked by the employees, applying relevant overtime rules and rates as per company policies and labour laws.

5. Leave Management Integration

   Integration with leave management modules allows for seamless tracking of employee leaves, ensuring accurate payroll processing and compliance.

6. Customizable Timesheets

   Employers should be able to customize timesheets to capture specific data points relevant to their company needs, such as client information, departmental details and others.

7. Real-time Monitor

   Supervisors and managers are provided the option to monitor employee attendance and work hours in real time, allowing for immediate intervention if necessary.

8. Generate Report

   The software must offers robust reporting and analytics features, allowing you to generate various reports related to employee time tracking, such as attendance, overtime reports, and timesheet analyses.

9. Integration with Payroll

   Data is to be seamlessly integrated with the payroll module, ensuring accurate and timely payroll processing based on actual hours worked.

10. Mobile Accessibility

    Employees can access the time tracking system through mobile apps, enabling them to clock in/out remotely or submit timesheets on the go.

11. Security

    Role-based access control, ensuring that only authorised persons can see and modify time-tracking data. It also offers data encryption and other security measures to protect sensitive employee information.

All these features can enhance the efficiency and accuracy of employee time-tracking processes, streamlining payroll management and ensuring compliance with labour laws.

This is the end of our discussion on employee time tracking. Let’s know your other questions and opinions on this topic. Mention below the comment box.

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