There are many features you should look for when considering a time tracking app for your small business. For instance, keeping track of hours worked, locations, and schedules can feel overwhelming without the right tools.
However, with so many options out there, how do you decide? This guide breaks down the top features to look for in a time tracking app so that you can make an informed decision.
What features should a time tracking app have? A time tracking app should be easy to use, accurate, and accessible from anywhere. Key features include GPS tracking, overtime prevention, payroll integration, and great reporting tools.
How do time tracking apps help small business owners? Overall, they should streamline payroll, reduce labor costs, improve scheduling, and ensure compliance with labor laws.
Ease of Use
As a small business owner, you may not feel you have the time to spend on timesheets or even complex software. Therefore, a time tracking app should be simple and intuitive. Hence, employees should be able to clock in and out with just a few taps. Also, managers should have no trouble navigating reports or schedules.
You should look for:
- A clean, user-friendly interface.
- Quick onboarding so that employees can start using it immediately.
- Minimal steps to perform basic tasks like clocking in or requesting time off.
When an app is easy to use, employees are more likely to accept it. Moreover, you want an app that ensures accurate tracking and saves you headaches in the long run.
Accuracy
Accuracy is important for any good time tracking app. Specifically, it ensures employees are paid correctly and prevents payroll disputes. After all, you can’t afford guesswork or rounding errors. Some states, such as California and Oregon prohibit time clock rounding. You want to ensure the exact time is captured.
Some features you should consider:
- Automatic time tracking to avoid manual input errors.
- Real-time updates so that data is always current.
- Logs that track the exact time employees clock in and out.
- Notifications that alert you if a punch is missed or time off is requested.
GPS Verification
Managing remote workers can be hard. Thus, if you manage remote or field workers, GPS verification is essential. This feature provides a GPS time stamp once your employees clock in and out, providing accountability and transparency.
When your employees clock in and out, GPS verification will:
- Verifies employees are at the correct job site.
- Prevents time theft by ensuring clock-ins happen only at approved locations.
- Helps you dispatch workers to the closest job site if needed.
For instance, a landscaper clocking in at a client’s property shows they’re on-site and ready to work. GPS verification offers peace of mind and builds trust.
You should also consider an app that offers Geofencing for remote employees. Geofencing is a virtual boundary set around a specific location.
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Prevent Overtime Costs
Monitoring your labor costs can be difficult if you are using paper time sheets. Fortunately, overtime can be prevented but you should have a tool to help you. Also, you want an app that helps you with overtime compliance, whether by federal laws or state laws. Great tracking apps include tools to prevent unauthorized overtime, saving you money.
Some features of time tracking app to consider:
- Restrict Early Clock-Ins: Employees can only clock in within a set window, such as 5 minutes before their scheduled start time.
- Real-time Data: The ability to look at each person’s time and hours so that you know when they are approaching overtime.
- Scheduling Tools: Plan shifts in order to avoid scheduling too many hours for any one employee.
A time clock app should have settings to prevent overtime for those who try to clock in too early or stay late. By using these tools, you can control labor costs while staying compliant with overtime regulations.
Accessibility from Anywhere
Today’s businesses need flexibility. As a result, a good time tracking app should be accessible from both mobile devices and desktop computers. This ensures managers and employees can stay connected no matter where they are.
Why It’s Important:
- Field workers can clock in and out from their smartphones. It shouldn’t matter if they have an Android or iPhone.
- Managers can approve hours, view reports, or adjust schedules from the office or on the go.
- Employees can access their timesheets to verify hours worked.
Also, transparency is important for your workers. They want to be able to see their hours worked as much as a manager does. Whether you’re in the office or at a job site, accessibility ensures everyone stays on the same page.
Integration with Payroll Systems
When you must manually enter time data into payroll systems, errors may occur. That’s why integration with payroll software is a must-have feature.
Some benefits are:
- Reduces manual data entry and associated errors.
- Speeds up payroll processing.
- Ensures employees are paid accurately and on time.
Look for apps that allow you to download the necessary files to upload to payroll processors or send to your accountant.
Scheduling
Every small business has unique scheduling needs. For this reason, a great time tracking app allows you to create, edit, and share schedules effortlessly.
What to Look For:
- An easy way to create and view schedules.
- Notifications to remind employees that they have a new schedule.
- A way for employees to view the details of their shift and any special notes.
- For remote employees that travel, another great feature is if the employee can view the map and driving directions.
Overall, easy scheduling helps ensure your team is in the right place at the right time. Also, it can help improve productivity and reduce confusion.
Reporting and Analytics
The ability to analyze your team’s performance and labor costs is vital to your success. Thus, look for time tracking apps that offer detailed reporting and analytics.
Reports to Look for:
- Hours worked by each employee or team.
- Overtime trends to identify areas for improvement.
- Project-based reports to determine profitability.
You want a time tracking app that has robust reporting. These insights can help you make decisions to improve efficiency and reduce costs. By having good data, you can also make decisions about staffing and pricing your jobs.
Employee Self-Service
An app with self-service features reduces the workload for managers. At the same time, your employees will like it too!
Features Employees Appreciate:
- Viewing their timesheets to verify their hours and schedules.
- Submitting time-off requests directly in the app.
- Being informed of any changes.
By giving employees more control, you create a smoother workflow and build trust within your team.
How Time Tracking Apps Ensure Compliance and Cost-Effectiveness
Accurate time tracking isn’t just about efficiency; it’s also a legal requirement. Labor laws often mandate precise record-keeping. Therefore, a time keeping app helps you to avoid disputes and penalties. You want to ensure the app you choose helps you stay in compliance.
Benefits:
- Keeps accurate records to protect against wage and hour disputes.
- Helps you stay compliant with overtime and break laws.
- Reducing payroll errors.
- Preventing buddy punching and time theft.
- Avoiding overtime costs.
Conclusion
Finding the right time tracking app can make a difference for small business owners managing remote teams. In particular, you want an app that has a variety of functions such as managing schedules and overtime. Features like GPS tracking are also important when you are managing remote workers. Ultimately, that’s why finding the perfect time tracking app is critical. The right app can simplify your processes, reduce payroll errors, and help you save on labor costs.
