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time tracking guide

Time Tracking Guide: Everything You Need To Know

Recording employee working hours is a topic that has concerned all companies in the UK and the EU since the ECJ judgment in May 2019. The concept of time tracking is essentially clear, however, there are many laws, regulations, innovations and different methods that make the topic very extensive.

For this reason, we have created this manual about time recording at work, ensuring you’ll be well informed when it comes to the time recording of your employees.

We recommend that you bookmark this guide so you can access it at any time and stay up to date!

time tracking app software

Definition: What is Time tracking?

For effective time tracking,  the working hours of employees should be documented correctly. Typically, these documents will highlight the employee’s name and personnel number as well as the time and date of the start and end of the working day noted.

This data is later used for various purposes, such as processing the payslip or calculating overtime, which an employee can reduce in the form of holidays. Time tracking data can also be used to analyse staff productivity and to derive measures for improving organisational processes.

Nowadays, there are numerous methods companies use to track the hours employees use. From Excel spreadsheets to modern time tracking software. It is important for companies to choose the right time tracking system coinciding with their budget, the number of employees and the requirements of the company.

What is the purpose of time recording?

In addition to collecting data for payroll accounting, time recording helps companies and HR managers to manage their employees’ working hours. In addition, time recording has the following purposes:

  • Fulfilment of proof by employers
  • Overview of working hours and productivity of employees
  • Reduction of absenteeism and minus hours
  • Serves to optimise resources and processes

It may seem that at first glance, only the employers benefit from the time tracking for employees, but this is not the case. Employees also benefit from time recording. They also have proof of overtime worked, which can be paid out to them or reduced in the form of holidays. Without recording the working hours, employees wouldn’t be able to prove this extra working time.

Why should your company start using a time tracker?

Digital time tracking can help your company stay up to date with each and every employee, whilst also giving them maximum flexibility and independence. This helps prevent employees from feeling like they are being watched too closely.

👉You can information about why should your company start using a time tracker, the law, geolocalisation and more here 


Flexible Working Hours

Since the Pandemic, companies have seen an increase in flexible working and it’s no surprise this will continue in the future. Certain employees may decide to work from home a few days a week and switch up where and when they work. Benefits can arise from flexible work, however, it’s important your company manages it effectively.

👉 You can find information about how to manage flexible working hours here


Time recording software

As already mentioned, nowadays there are numerous methods available to record the time your employees spend working. The time clock is nowadays a thing of the past. It´s been replaced by modern time tracking software for employees, such as a mobile time tracking app, the use of GPS, or even time recording using a fingerprint. However, methods such as Excel spreadsheets or paper timesheets are still frequently used by companies and HR managers.

👉 Here you have all the information to find the right time recording system


Time recording from different work locations

Time recording is especially important when you have employees working all over the place e.g. remote working, flexible working or working from different office locations

How does time recording work from the home office? What applies to trust-based working hours and who is it suitable for? Is working remotely suitable for everyone?  I recommend you build strong relations with your employees as a better understanding of one another will help find the best strategy to track work hours and the type of work schedule needed in order to maximise the productivity of your workers.

👉 Find out about time recording for remote work here


Free time tracking software with Factorial

With Factorial,  you can quickly and easily record the working hours of your employees. Hence, you can not only implement the legal requirements, but you also maintain an overview of your employees´ hours. This way your team can analyse data and take necessary measures in order to improve overtime hours or minus hours.

You can choose the time recording system that best suits each employee. This includes QR code, stamping on the desktop, time recording with GPS, and more.

👉 Find out more about time recording with Factorial here


Working from home

Working from home also has its downfalls and is not suitable for everyone, it depends on the individual. Make sure you weigh up the positives and negatives of working from home, in order to work as productively as possible

👉Find out more about working from home here


Monitor work breaks with time tracking software

Did you know taking regular short breaks at work can actually help you work more productively? Time track software will enable you to regulate how much time you spend working so you can organise your time better.

👉Find out more about how to monitor work breaks and the work breaks law here


+Time tracking app for hospitality

If you’re involved with events, hotels or restaurants, it’s crucial to take note of your employees’ hours to maximise productivity. Factorial offer a mobile app so workers’ can clock in and out of work on the go. This is a great tool for hospitality for workers who are running around the clock to get things done quickly.

👉Find out more about the best time tracking app for hospitality  


Free time tracking tools so you don’t overwork

Some employees may find their work exceeds 8 hours a day. This usually occurs due to large workloads, work addiction or avoiding stress from other problems. Whatever the reason, this is unhealthy. Therefore, we recommend using time tracking tools so you can be more aware of the hours you spend working, to avoid burnout at work.

👉Find out about long hours at work and why you should leave work on time here

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