How to Set Up a Time and Attendance System for Your New Business

Did you just start a business or are you thinking about it? As you think about what talent you want to hire, you should also think about how you plan on tracking the hours they work. Time and attendance tracking is a key component of any business, as there are many aspects to it. One of them is that accurate time tracking ensures that payroll is processed quickly and it guarantees that policies and regulations are enforced. There are many different methods of tracking time and attendance, and it’s up to you to choose which method suits your business the best. Paper forms, punch cards, biometric time clocks, and online web portals are a few examples of these methods, and each method has its own pros and cons. Since we live in such a technology-driven world, paper forms and paper time cards are becoming more and more uncommon due to cloud-based time and attendance systems and biometric time clocks. The truth is that automated time and attendance has been proven to be the best option for any business, so it is highly recommended. With an automated, cloud-based time and attendance system you avoid manual calculations, save time and money, stay compliant, and even reduce absenteeism. All this will in return help your bottom line. So how do you go about setting up a time and attendance system for your business?

Choose Your Provider

With any big decision comes a lot of research. You want to be as well informed as you can before making a decision that will affect your business, so don’t go with the first provider you bump into. Sure, you may end up going with them in the end, but at least you researched and saw what else was out there. If you have a business where employees work in a variety of environments or different locations, having a time and attendance system that works on multiple platforms is very useful. For example, if you have a main office where most of your employees work, they can clock in and out using a time clock that automatically transfers hours into the software or even a company iPad. If you have employees who work remote, you can have them clock in and out using an online portal on their computer, or even using their smartphones.

When shopping for a time and attendance system provider, make sure that they have exactly what you need. A good time and attendance system has 4 key features  you should look for:

  1. Implementing Exceptions
  2. Simplified Scheduling
  3. Informed Reports
  4. Employee Self Service

If the software you are looking at does not offer one of these, then you should move on to the next. With these four features at your disposal, you’ll be ready to revamp your timekeeping process and simplify your daily workload.

Find Out About the Installation Process

This is a very important step that should not be avoided. Find out how the implementation process goes. Will you have to do it yourself? How long will it take? Is it easy? Will you receive training, or will you have to teach yourself? Are there any hidden fees? Setting up software may sound easy, but time and attendance software requires a lot of back-end processes that will affect how it functions. Some providers have trainings and manuals to help you install it properly. At Dominion, we do the installation for our clients no matter which method they opt for. For example, if a client decides to go with a biometric time clock, we will set it up for them and deliver it to their office. All the client has to do is mount it on the wall where they want employees to clock in and out. Whatever method the client chooses to go with, our Installations Team will make sure everything is ready to go for when they want to go live. All the client has to do is create schedules and establish their company’s time and attendance policies. Dominion also offers free training for company administrators who will be using the software.

Communicate All Punching Methods with Employees

It is important for all employees to know the different ways they can clock in and out. Depending on your provider, you may have only one way of doing so, or multiple. Whatever the case may be, you need to instruct them how to do so. If necessary, you can provide them with written instructions they can refer to when necessary. Your provider should be able to supply you with these.

Check out Dominion's punching methods!

Keep in mind that your time and attendance policies should also be clearly communicated to all employees to avoid confusion or issues down the road.

Hopefully, by now you are ready to set up a time and attendance system for your company. If you are interested in seeing what Dominion’s cloud-based Time & Attendance software can do for your business request a free and personalized demo below or download our ebook to learn more!