What is a time tracking system and types

13 of October, 2022

We use the term time tracking system to refer to the tools, apps or solutions, whether or not they are computerized, that help collect the entry and exit data of workers in the workplace. The concept itself is not limited only to manual clock in/out systems. You can find different solutions on the market that have very valuable functionalities for both employers and employees. Now that you have a clearer understanding of what a time tracking system is, remember that among the types of time control systems; excel templates, software, biometric control systems and clock in/out machines stand out.

Types of time tracking systems

Whatever the work model of your company, you can count on different types of time tracking systems:

Excel templates, an ally to some extent

Excel templates used as an attendance control system are a very limited option. They are a practical solution at first, but in the long run they can be very tedious for the human resources department. Furthermore, data needs to be stored somewhere. This means taking up the space that the company may need for other more important things.

Excel timesheet templates contain formulas and require to be constantly reviewed to avoid errors and confusion. They are a simple solution. But in the long term, they may not be the most recommended. Even less so if you have employees that travel such as salespeople or employees who work from home. This system for clocking in is not compatible with their work.

Time tracking software with adapted functionalities

Other types of time control systems are software, apps or digital tools that have emerged in recent years. Their implementation is very simple; these are systems that require payment based on users, and whose main function is time recording. A time tracking software with adapted functionalities can also have an app for employees. To identify the employee’s workload, manage tasks and projects, manage vacations and absences and much more. Such as providing data in real time and generating productivity reports…. interesting, right?

These kind of tools such as Sesame HR, adapt to all kinds of devices. Your workers will be able to record their working day from a tablet, computer or their mobile devices.

A time tracking software has multiple functionalities. It is as basic as simply paying for what you use, without the need of making large investments.

Clock in machines, data without analysis

Clock in machines are computerized tools that are used mainly in industries or service sectors to control the hours worked and thus calculate overtime or absenteeism. Previously, it was the most demanded type of time and attendance control system. However, this solution to track work attendance has become obsolete, since it requires installation and implementation at a much higher cost than if you opt for a time tracking software.

Biometric control systems, state-of-the-art technology

Unlike other clock in/out tools, biometric control systems monitor the entry and exit of employees using their fingerprint or their pupils. This type of solution is chosen in companies where security control is very important. However, this systems are the most expensive ones. 

New technologies have facilitated unequivocal recognition and verification through physical features; such as fingerprint, iris or even the voice that are already a reality in this field.

What is the most suitable time control system for your company?

Biometric systems are the most expensive systems on the market. This time control systems do not contribute much to traditional companies, unless your company requires high security control, in which case it is recommended that you opt for a biometric time tracking system.

If you are a fan of templates for time tracking, we recommend that you try a demo of any of the options offered in the market to see for yourself how you can save your staff time when it comes to signing in and making decisions.

On the other hand, if remote work is key to the operation of your company, get a time control system that allows geolocation. If you like to create reports in PDF or Excel, don’t worry, time control apps have several options to export data in PDF, text and even as an Excel template.

Are you looking for a tool that not only helps you manage time? With a software like Sesame HR you can see who is working at all times and take a look at how the working day is going in real time, as well as manage vacations or other absences, and obtain all the data in a few clicks.

Do not forget that time tracking should be a something to help both managers and your employees. Choose an option that is not intrusive and that adapts to the needs of your company.