Time Recording Systems Comparison | Software & Apps for Electronic Time Recording
Nowadays, almost every company has had to deal with time recording systems at some time. Time recording is not only sensible for economic reasons, but a relevant ruling by the European Court of Justice also requires the accurate, objective, and reliable recording of employees’ working hours in Germany. Therefore, time recording systems not only contribute to increasing efficiency but are an absolute necessity.
Content
↓ Definition of time recording systems
↓ How time recording systems work
↓ Analog vs electronic time recording systems
↓ Comparison of time recording systems — software & apps put to the test
↓ Time recording systems as part of workforce management
↓ Checklist: Types of time recording systems
↓ 5 tips on digitizing employee time recording
↓ What time recording systems are suitable for small businesses?
↓ What sets mobile time recording apart?
↓ How much do time recording systems cost?
↓ What is time management?
Definition of Time Recording Systems
A time recording system is a system used to track staff working hours. This can be described as the subarea of human resource management that records the working hours of an employee. Various types of special recording devices ensure the collection of relevant data.
How Time Recording Systems Work
Depending on the recording device used, time recording systems can look very different. Regardless of the specific approach, the goal is always to record and document the working hours of employees accurately, reliably, and objectively. To do this, employees log in on recording device terminals and later log out. This way, the attendance of individual employees can be recorded.
The fundamental function of a time recording system is, therefore, to record an employee’s attendance. If necessary, this functionality can be expanded to include access control. This ensures that only authorized employees have access to the company’s premises, preventing unauthorized access by others.
Analog vs. Electronic Time Recording Systems
In the field of time recording systems, there are significant differences, particularly between analog and electronic systems. It used to be standard to record working hours on paper using analog solutions. While this is still possible and common in some companies, digitization is advancing rapidly. Consequently, electronic time recording systems are on the rise.
Analog solutions for time recording are often outdated but come with low initial costs. On the other hand, the post-processing effort is significant. In contrast, electronic time recording systems provide automatic integration of data into the existing system. This eliminates the time and personnel effort for post-processing. However, such a system needs to be initially purchased and implemented. Additionally, digital systems require regular maintenance, including software updates. This means high acquisition costs and ongoing expenses.
Comparison of Time Recording Systems — Software and Apps for Electronic Time Recording Put to the Test
Given the digital transformation and the ubiquity of modern IT solutions, an electronic time recording system is highly recommended. This can be special time recording software or even an app-based solution. Some companies also use Excel for employee time recording.
Even when time recording is done digitally, there are significant differences. That means decision-makers need to know what their requirements are and what they want in order to find the right system. A comprehensive comparison and a few tests are important in this regard. Those who want to compare various time recording systems should pay particular attention to the following criteria:
- User-friendliness
- Compatibility with existing software solutions
- Flexibility
- Support
- Functionality
- Suitability for various company sizes
- Costs
Time Recording Systems as Part of Workforce Management
To keep track of personnel matters, workforce management systems can come in handy. These systems take a holistic approach and encompass not only staff planning but also time recording and time management, among other aspects.
An integrated time recording system is, therefore, part of a professional comprehensive solution. The integration of time recording in the workforce management system may increase the complexity of the entire system, but it still has many benefits. A simple data exchange takes place within the system. Plus, since a uniform system is available, the handling is very convenient.
Checklist: Types of Time Recording Systems
Those who want to compare time recording systems will come across a variety of concepts. Apps and software as well as different systems are equally represented here. For this reason, a comparison is essential. The following checklist provides an overview of the different types of time recording systems:
- Time recording with a clock-in app
- Time recording with a stationary RFID chip transponder terminal and time recording software
- Time recording using fingerprint (as an alternative or in addition to the RFID chip)
- Analog punch clock
- Analog timesheets
- Manual entries in Excel
5 Tips on Digitizing Employee Time Recording
Employee time recording is a crucial task in human resources and can significantly contribute to workforce management. Analog and manual approaches are still present in some companies but are increasingly being replaced by electronic time recording. While digitization ushers in a new era, it also comes with some challenges. The following tips can help you successfully navigate the digitization of staff time recording:
- Test various time recording systems to make an informed choice based on your own experience!
- Use a workforce management system that integrates electronic staff time recording!
- Configure a time recording system that’s tailor-made to your company!
- Ensure data privacy in the context of time recording!
- Familiarize your employees with the digital time recording system and provide training if necessary to ensure correct use!
Which Time Recording Systems Are Suitable for Small Businesses?
Small businesses with few employees also need a functioning time recording system, but, understandably, they often stay away from complex and expensive concepts. What time recording systems are suitable for small businesses? One option is the traditional punch clock or the classic timesheet. Working hours can also be recorded using Excel. Online, there are templates available for download. If an electronic or digital solution is desired, a special time recording software for small businesses is a suitable choice. Such software solutions come with app integration, eliminating the need to purchase (hardware) recording devices. Alternatively, digital time clocks with biometric systems are an interesting option.
What Sets Mobile Time Recording Apart?
Mobile time recording uses mobile devices, such as smartphones and tablets, to record employees’ working hours. This technology enables companies to accurately record, monitor, and manage their employees’ working hours. Time recording can take place at any location, whether in the office, working from home, or out in the field. With this, mobile time recording offers a high degree of flexibility for employees.
How Much Do Time Recording Systems Cost?
Digital solutions for time recording offer convenience and a high level of automation. However, these advantages come at a cost. Depending on the system and requirements, the costs can vary significantly. Considering the increase in efficiency that time recording in conjunction with professional staff planning software can bring, such an investment truly pays off.
What Is Time Management?
When it comes to time recording, time management generally also comes up. It can be described as the subarea of human resource management that deals with the collection, organization, analysis, and management of employees’ time data. Given that employees are valuable assets for any company, time management holds a high priority.
Summary
Time recording systems are an essential pillar of workforce management. Economic aspects need to be considered, as well as legal requirements (e.g., the ECJ ruling on the work time recording requirement). It is, therefore, important to reliably and accurately record employees’ working hours.
Whether it’s for 200 or 200,000 employees: With plano, we offer you optimal time recording for your specific needs. The time recording is simple and intuitive and makes the entire topic of time recording much easier. This benefits both your employees, who can add their working hour preferences, as well as supervisors and the company itself. For a modern and flexible work environment.
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