Starting a business with hourly employees? Don’t neglect the importance of automated employee Sprinter time and attendance. If you don’t tame the beast, employee timekeeping and scheduling will eat you alive.
Solve Sprinter time and attendance problems first with automated workforce management. It’s a foundational business process you need out of the way before you can focus on building success.
Let’s cover the basics, first…
How To Set Up Employee Time and Attendance For a New Business:
Step 2. Choose an employee time clock that fits your needs.
Step 3. Create an implementation plan (and follow it!).
Those are the basics of starting your automated Sprinter time and attendance system.
At this point, you have some questions. Let’s look at some answers…
What Is An Employee Time and Attendance System?
An automated timekeeping system is a software application linked to an employee time clock. When employees punch in and out with the time clock, the data is sent to the time and attendance software.
A time clock may be a physical device, an online portal, or a mobile phone-based app. In either case, employees use the device to record Sprinter time and attendance data. An automated software system records the data for use in payroll.
Advanced workforce management systems do the following:
Allow employees to punch in from telephone, computer, or internet-enabled device
Track employee time to the minute
Calculate paid time off (PTO) including vacation and sick days
Verify location of punch in/out with Global Positioning Satellites (GPS)
Prevent unauthorized punches with schedule enforcement
Omit punch errors with employee status prompts
Enable managers to easily make complicated employee schedules
Allow scheduling by job codes
Alert managers when an employee is nearing overtime
Automate labor law compliance including Fair Labor Standards Act, Affordable Care Act, Fair Workweek Laws, Sick Leave, and state or local ordinances
Provide employees with self-service time card management
Have an online trade board for employees to handle their own shift trades
Share HR tasks with employees
Accommodate employee schedule preferences
Show managers who is working when and where
Prevent “buddy clocking” (a form of wage theft where an employee clocks in for a co-worker who is not at work)
Compile detailed timekeeping and schedule data
Prevent payroll errors
Manage Your Biggest Expense
Labor will be your largest budget item. Time and attendance software will keep it as low as possible. But that’s only one of the reasons it’s critical for start-ups. Here are just a few of the benefits for a new business:
Prevents overpaying for labor
Ensures accurate payroll
Protects against time theft
Improves employee communication
Makes creating and managing schedules fast and easy
Simplifies compliance and reporting
Helps employees focus on their work, not admin
Time and Attendance For a New Business
1. Choose Your Time And Attendance Software
Do lots of research—it will pay off in spades. Look for time and attendance software designed especially for your type of business. Industry-specific templates save tons of time. Get input from all departments.
The software must be easy to use. Bells and whistles are pointless if nobody uses them. Watch for new features that can help you do things you didn’t know you needed.
Here are some questions you will need to answer when evaluating systems:
Implementation: how long it will take to set up?
How long does it take to learn the system?
Does my time tracking software provider offer tech support? What type? Does it cost extra?
How will I pay for my time and attendance software? One time fee, yearly, or per employee?
Will it scale with me?
Do I want cloud-based or on-premise?
On-premise systems are housed on your company’s servers. Cloud-based systems are hosted on your time and attendance vendor’s servers. There are a lot of advantages to cloud-based systems for new business.
Many of the questions above are answered with cloud-based systems; you would do well to start in the cloud.
Each industry has specific needs. That’s not to say that industries don’t share similar problems. Regulations, workflow, location, and specialty are all important considerations.
Following is a list of unique considerations for each of a handful of industries. Scan through to find your specific niche, and review the items listed as a starting point.
Take a look at some of the complimentary industries, too. You may find you’ve forgotten something to consider for your automated system.
Here are some industry tools to look for:
Food and Beverage
Service-based businesses rely heavily on scheduling. Shorthanded shifts diminish customer experience. With low margins, overstaffing can be a crippling expense.
Tipped workers compete for lucrative weekend dinner shifts. But if you don’t schedule equitably—you’ll have angry servers.
Restaurant job codes simplifies scheduling
Self-service shift trading prevents coverage gaps
Minimize payroll errors
Employee-aware prompts reduce punch errors
Pinpoint attendance trends before they cause problems
This industry is characterized by long shifts that often span two calendar days. A time and attendance system needs to be able to handle numerous job codes for the various certifications.
Payroll Based Journal (PBJ) requires precise reporting for staff-patient ratios and work hours.
Balance departmental staffing
Payroll Based Journal tracking
Mobile app with GPS for offsite workers
Prevent nurse burnout with custom scheduling rules
Sick leave tracking
Hotel staffs have a high degree of pay variation. Many employees have little supervision which creates time theft vulnerability.
Consider ease-of-use if you have workers with limited English ability.
Hotel pay rate codes
Filtering functions for department-specific scheduling
Check schedule conflicts at a glance
Adjust schedules in real time
Schedule enforcement prevents abuses
Manage multiple locations from the same system
Adjust schedules to production variations and machine downtime. 24/7 schedule access important for large work crews. Allowing employees some control over their schedules can help employers attract qualified employees.
Adequate shift coverage is critical for production lines. If you have large work crews clocking in at the same time, consider proximity time clock. Ditto for dusty workplaces.
Match schedules to production workloads
Schedule trade board for simplified shift trading
System warnings prevent unplanned overtime
One manager can schedule for large workforce
Affordable Care Act compliance tools
You don’t want your customers to leave a store empty-handed because your sales associate says, “I don’t know. It’s my first day.” Minimizing employee turnover is vital as inexperience leads to poor customer service.
Retail environments also suffer wild seasonal swings. Staffing for holiday and end-of-year sales adds pressure to scheduling tasks. New employees and additional staff create opportunities for employee time theft.
The trend toward longer business hours also brings scheduling and compliance challenges.
Quickly cover a shift when someone calls in sick
Schedule enforcement prevents overpaying for labor
Predictive scheduling law compliance tools
24/7 manager oversight
Employees can clock from any computer, tablet, or smartphone
Helping employees achieve a work/life balance is key to attracting the best talent in a competitive labor market. Tight education budgets nationwide continue to pressure districts to optimize workforce management.
Millennials—who are replacing retiring teachers—run their lives with smartphone apps.