Tracking employee work hours may not be the most exciting part of running a business, but it is an essential aspect of your operations. In the past, time tracking was done with paper and pen and then was manually inputted into the payroll system. This process is time consuming, expensive and prone to errors. These days, a mobile time tracking app can make it so much easier for a business to track the hours of their employees.
A mobile time tracking app can take the challenge out of managing billable hours and save you a lot of time, money and hassle. It will allow for all employee hours to be tracked electronically and stored in the cloud, eliminating the need for paper timesheets entirely.
But with so many different mobile time tracking apps out there, how do you choose the right one for your business? Here are some important things to consider.
How Flexible Is It?
The best possible app will be flexible enough to be used for all of the tasks you want to use it for. For example, you may want to be able to add due dates for various tasks, or a visual cue when a task is complete. You may also want to be able to enter the start and finish time manually as well as the exact number of hours worked.
In some situations, you may have employees who are working on different projects with multiple job codes or pay rates. For this, you’ll want a solution like Boomr that is customizable enough to accommodate this, so that you can adjust it to your needs. You may even need to track data that is focused on production rather than duration, such as items produced or distances traveled.
Also, if your team logs time while on the go, you’ll want to be able to use a mobile-friendly timer. You may even want to be able to integrate your mobile time tracking app with your accounting, payroll or HR software. The mobile time tracking app should be able to sync up with the software that you already use, so that you can send the data directly to your other systems with the click of a button. The more flexibility the app offers your business, the better.
Is It DCAA Compliant?
DCAA stands for the Defense Contract Audit Agency and it is an agency that ensures all time spent on government contracts is tracked correctly. DCAA timekeeping requirements when working on a contract with the government are important, but they are very tedious and meticulous to follow. The right time tracking app can make it much easier for you to follow these timekeeping procedures with built in features.
For example, the timekeeping software should allow for all changes and updates to be viewed in a precise record, so that it can be reviewed in the case of an audit. The records should also show who has made the change and why the change was made.
Also, DCAA compliance requires employees to log their time every day. Your mobile time tracking app should have a feature that reminds employees to submit their hours at the end of the day for manager approval, so that they don’t forget.
Is It Intuitive to Use?
The best app is one that is well-designed and intuitive to use, with a pleasant interface. If your employees find the app confusing or frustrating to use, they may not use it and you won’t get accurate results.
After all, if multiple employees are going to be using this software it is all about their experience. You may want to consider having a select group of your employees test out a shortlist of apps for awhile to see which one works best for your needs.
There are a few different options – you can have a “Terminal Mode” with one interface where everyone checks in, or you could have everyone clock in and out on their own device. The method that works best for you will depend on your team and how your workforce operates.
What About Geofencing?
Geofencing is a feature built into some mobile time tracking apps that uses GPS monitoring to alert the system when the employee enters or exits a defined area. When the employee has the app installed on their mobile device, their location can be seen any time they are logging activity during their work shift.
This can help to prevent time theft if your employees are out in the field, as you’ll be able to see if they are working where they are supposed to be or if they have gone to take a break at a nearby coffee shop while on the clock. Also, geofencing is useful when employees are moving back and forth from multiple locations, such as a construction crew that works at more than one site.
Does It Prevent Time Theft?
The old system of paper time sheets made it easy for employees to pad their timesheet at the beginning or end of their shift and get paid for more hours than they actually worked. Sometimes this can even be unintentional, such as when an employee forgets to punch out during their lunch break.
Also, when an employee isn’t 100% sure exactly how many hours they have worked in a day, they will likely overestimate their time worked. Even if these errors and instances of time theft are small, they can add up to thousands of dollars every year.
The right mobile time tracking app can help you to avoid this issue. It will allow you to see where your employees are when they’re on the clock. Also, once employees log their time it is stored in the cloud, leaving a paperless audit trail that cannot be edited by employees. With some apps, facial recognition allows you to make sure that only your employee is clocking in, rather than another co-worker punching their hours for them.
For employees who work on the computer, there is time tracking software that takes screenshots while the employee is on the clock. The software sends these screenshots to managers to verify that the employee was working on the project rather than browsing social media or working on personal tasks. Not every time tracking tool will offer this as a built-in feature, but it may be useful in your workplace.
Which Mobile Time Tracking App is Right For You?
These are just a few of the main considerations to look at when you are choosing a mobile time tracking app for your business. The key is to consider what type of work your employees do so you can decide features are relevant to keeping track of their hours and their performance.
When you find the mobile time tracking app that works for you and you customize it to the needs of your business, you’ll be able to run your operations like clockwork and save time and money.
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