3 solutions for your company's timekeeping system

2 of June, 2025

Nowadays, clocking in at work is vital for companies. Knowing the work schedule of employees is an obligation that can affect both the entity and the workers. Therefore, it is advisable to have a quality timekeeping system.

Do you still not have a personnel management software in your company? Discover everything about these software in this post. Take note!

What is a timekeeping system for companies

A timekeeping system for companies is a software or a combination of software and hardware, which has been designed in order to register the attendance of workers in the entity.

This tool or combination of the same is used to manage the attendance and the time worked by each of the members of the staff.

In other words, the timekeeping system for employees is responsible for collecting information about the entry and exit of workers.

As well as other activities related to time, such as breaks and the management of overtime.

Traditionally, these timekeeping systems in companies were associated with manual methods, such as punched register cards, in which employees marked their entry and exit.

👉 However, with technological advances, timekeeping systems have evolved towards certain more automated and digital solutions, such as the Sesame HR software.

3 types of efficient timekeeping systems for companies

In the field of work schedule control, having efficient timekeeping systems is fundamental to maintain an error-free record.

Next, we present the three most practical types of systems for clocking in at work.

1. Web clocking

Web clocking allows your employees to manage the record of their workday directly from their computers.

This type of clocking is especially useful for employees who work in offices or from home.

2. Mobile app clocking

The apps for clocking in with the mobile provide a practical solution for employees who need to record their workday while on the move.

With these applications, workers can clock in from anywhere and at any time.

Moreover, there are leading options to facilitate clocking in such as the work schedule registration via WhatsApp.

3. Clocking-in tablet

For companies that prefer a fixed clocking-in point in their facilities, there is the option of using a tablet for the registration of the working day.

This tablet is placed in a strategic location within the company and allows employees to clock in quickly and easily when arriving and leaving work.

Undoubtedly, there is a variety of timekeeping systems adapted to the needs of each company with high efficiency and low cost.

👉 These solutions contribute to a management of working time and to a higher work productivity in the work environment. If you are interested, you can implement them from the time control software of Sesame HR.

Features of employee timekeeping systems

A employee timekeeping system in an entity should have the following factors or features:

Recording of employee entry and exit through magnetic or smart cards or other devices.
Allows setting and managing work schedules, including assignment of shifts, overtime, and days off.
Offers the ability to generate detailed HR reports on attendance and time worked, facilitating data-based decision making.
You can integrate these timekeeping systems for companies with the software used in the HR company.
Sends automatic alerts in cases of unauthorized absences or late arrivals.
You can access remotely and register work time even in those cases where the employees are away from the office.
Security in data is paramount when implementing security measures to ensure both the confidentiality and integrity of the attendance information and time.

👉 It should be noted that a timekeeping system for companies like Sesame HR not only simplifies time management, but also helps you maintain transparency, comply with labor regulations, and optimize operational efficiency.

How to control the system for clocking in at work

Controlling the timekeeping system is a vital task for the HR team. To do this, consider the following steps:

Define and determine the objectives of the control

You should ask yourself what you want to achieve with the control of timekeeping systems, if the goal is to ensure compliance with labor law, improve productivity, or all at once.

Once you know the objective of it, you can establish certain indicators with which to collect information such as the number of clock-ins made or the actual working time. In this way, you can establish the procedure for control of working time.

Choose the application that best suits your needs

Technological advances allow for quality software to register clock-ins from different places. Among some options are certain computer programs that automate this task.

An example of an application that can help facilitate control of the employee timekeeping system is Sesame HR. With these programs, not only the HR team but also the employees can review the hours worked, the accumulated time, or the licenses they have.

Likewise, you can opt for mobile control, for those cases where part of the staff works remotely. You can also opt for employee clocking via WhatsApp.

Most of these personnel timekeeping systems can be found in the cloud, where they accumulate information.

In the case of companies with few personnel, sometimes it is preferred to do it manually in a simple way with an Excel sheet.

Actively supervise and implement automatic alerts

It is advisable to establish a process of active supervision to regularly review the timekeeping records, appointing a responsible person, such as a member of the Human Resources team or a supervisor.

Similarly, it is interesting to take advantage of technology to implement automatic alerts in the timekeeping system. Just set up the notifications that are activated in situations such as frequent late arrivals or clock-ins outside of hours.

These alerts allow for a quick response and the possibility to address potential issues.

Advantages of having a timekeeping system

Having a timekeeping system in a company offers a number of significant advantages that go beyond simply recording employee attendance. Here are some of them:

Greater accuracy in recording worked time, avoiding errors associated with manual methods and providing reliable data for payroll and billing.
Increases transparency and compliance with labor regulations, operating within regulatory boundaries.
Allows for greater efficiency in time management and schedules for a more efficient distribution of tasks and resources.
Provides a good employee database to make decisions, which can be used for data analysis. These reports provide information about productivity and resource use.
Reduces errors and fraud in time recording.
By having a more precise management of worked hours it helps to optimize company costs
Adapts to remote environments, being able to register their working time remotely.
Facilitates performance evaluations, by providing objective performance data
Increases punctuality, as employees become more aware of the schedules they must follow
Eases team management.

👉 If you found this article on timekeeping systems interesting, do not hesitate to visit our blog. We are your reference HR software!

Professional with over 20 years of extensive experience in various areas of Human Resources (Recruitment, Training, Occupational Risk Prevention, and Personnel Management). Experience in the Management Department: Broad understanding of the company and HR.

Do you want to rate our article?

cristinamartin

HR Content Specialist

3 solutions for your company’s timekeeping system