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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 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!

✅ Download your free time tracker template

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Definition: What is time tracking?

For effective time tracking,  the working hours of employees should be documented correctly. Typically, the time and date of the start and end of the working day are noted, including the employee’s name and personnel number, so that the working time can be assigned.

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:

  • Fulfillment 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 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 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 home a few days a week and switch up where and when they work. Benefits can arise from flexible work, however its 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 now in the past and as we know, it has 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 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. This way, not only can you implement the legal requirements, but you also have a constant overview of the hours worked by all employees. 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: QR code, stamping on the desktop, time recording with GPS …

👉 Find out more about time recording with Factorial here


Working from home

Working from home also has it’s 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? Get things done quicker and at a higher standard, the reward will pay off! Time track software will enable you to regulate how much time you send 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 a great tool for hospitality when workers’ are chasing around the clock to get things done and switch shifts quickly.

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


Free time tracking tools so you don’t over work

Some employees may find their working more than 8 hours a day due to large workloads, a work addiction or to avoid stress from other problems. Anyway, whatever the reason, this is unhealthy. Therefore, we recommend you 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


Register with Factorial for free to keep track of work hours and to increase the productivity of your workforce!

This post is also available in: Deutsch