Question 1

What is employee time clock software, and how is it different from a basic time tracker?

Accepted Answer

Employee time clock software records when shift-based workers start and stop work, applies pay rules (overtime, breaks, rounding), and exports approved hours to payroll. A basic time tracker, by contrast, is built for project-based billing: it logs hours against tasks or clients but typically lacks shift scheduling, manager approval workflows, or identity verification. If your team works scheduled shifts on job sites, factory floors, or warehouses, you need a time clock system, not a project timer. time tracking evaluation checklist

Question 2

What is buddy punching, and why does it matter for payroll accuracy?

Accepted Answer

Buddy punching happens when one employee clocks in or out on behalf of another, usually by sharing a PIN, badge, or password. The result is inflated payroll: you pay for hours that were not actually worked. Inaccurate time records can cost employers 2–5% of gross payroll (EasyClocking, manufacturing solution overview). Preventing buddy punching requires tying each punch to a verified identity through biometrics, facial recognition, or GPS-locked mobile clock-in rather than a shareable credential. buddy punching prevention

Question 3

What features should HR leaders prioritize when evaluating time tracking software for deskless workers?

Accepted Answer

Focus on four areas. First, identity verification: GPS geofencing, facial recognition, or fingerprint clock-in to confirm who punched and where. Second, offline capability: field crews on remote job sites or in cold storage need the app to capture punches without cell signal and sync later. Third, payroll export format: approved hours, overtime flags, break deductions, and cost codes should flow directly into your payroll processor (ADP, Gusto, QuickBooks) without manual re-entry. Fourth, audit trail: every punch, edit, and approval should be logged with timestamps and manager attribution. how to track time right

Question 4

What is the difference between a mobile time tracking app and a kiosk time clock?

Accepted Answer

A kiosk time clock is a fixed device mounted at a job site entrance, warehouse dock, or factory floor where workers clock in as they arrive. It suits locations with a single entry point and high foot traffic. A mobile time tracking app runs on each worker's phone and uses GPS or geofencing to verify location at clock-in. It suits field crews, drivers, and workers who move between sites. Many operations use both: kiosks at fixed locations and mobile apps for roaming crews. EasyClocking by WorkEasy Software supports both modes under one account with location-specific geofence rules per site.

Question 5

What is Buddy Punch, and who is it best suited for?

Accepted Answer

Buddy Punch is a cloud-based time tracking app that offers GPS tracking, punch rounding, QR code clock-in, and PTO management. It targets small U.S. businesses with hourly workers and positions itself on simplicity and affordability. Its limitations show up in larger or multi-site operations: it lacks dedicated biometric hardware, and its GPS verification is app-only with no kiosk option for fixed sites. If your evaluation criteria include biometric identity verification and hardware-plus-software integration, compare Buddy Punch against platforms that ship both. EasyClocking vs Buddy Punch comparison

Question 6

What is Hubstaff, and is it a good fit for construction or field service teams?

Accepted Answer

Hubstaff is a time tracking and productivity platform that logs GPS breadcrumb trails every few minutes, showing where field workers traveled during their shifts. It is strongest for remote and distributed teams that need location visibility. For construction specifically, Hubstaff lacks dedicated biometric time clock hardware and deep job costing by cost code, which are common requirements on union or prevailing-wage projects. Its per-user cost also scales quickly for large crews. If you need verified identity at the punch and hardware rated for dusty or outdoor conditions, evaluate platforms built for industrial environments. EasyClocking vs Hubstaff comparison

Question 7

What is Clockify, and what are its main limitations for payroll-critical environments?

Accepted Answer

Clockify is a free time tracker designed for project-based work: logging hours against tasks, generating reports, and tracking billable time. Its free tier lacks GPS verification, manager approval workflows, and biometric clock-in, which creates audit-trail gaps when you need payroll-ready records. For teams where inaccurate punches carry real payroll consequences, Clockify's missing verification layer is a deal-breaker. Paid plans add some controls, but the platform was not designed for shift-based deskless operations. Alternatives with tamper-resistant features include Hubstaff, Connecteam, and EasyClocking by WorkEasy Software.

Question 8

How does GPS geofencing prevent inaccurate clock-ins on job sites?

Accepted Answer

GPS geofencing draws a virtual boundary around an authorized work location. When an employee opens the time clock app, the system checks whether their device falls inside that boundary before allowing a clock-in. Attempts from outside the geofence are blocked or flagged for manager review. This stops remote clock-ins from home, a parking lot, or a different site. EasyClocking by WorkEasy Software supports geofencing on its mobile app and lets administrators set location-specific rules per site, so a warehouse in Dallas and a job site in Houston each have their own boundaries. geofencing time clocks

Question 9

Does facial recognition for time clocks actually reduce buddy punching?

Accepted Answer

Yes. Facial recognition ties each clock-in to a unique biometric identity that cannot be shared, borrowed, or forgotten like a PIN or badge. EasyClocking by WorkEasy Software offers touchless facial recognition devices (such as the Xenio F1000) with manufacturer-spec accuracy of up to 99.9% and sub-second verification. Because the system converts each scan into an encrypted mathematical template rather than storing a facial image, the verification is both fast and privacy-conscious. The result is that each punch is attributable to a specific person, which removes the opportunity for one worker to clock in for another. biometric time clocks comparison

Question 10

What is an audit trail in time tracking software, and why does it matter for payroll disputes?

Accepted Answer

An audit trail is a tamper-evident log of every punch, edit, approval, and system event in your time tracking platform. It typically records the original timestamp, GPS coordinates or IP address, the identity of the person who punched, and a full edit history showing who changed what and when. During a payroll dispute or wage-and-hour investigation, this log is your evidence. Without it, you are relying on memory and paper. EasyClocking by WorkEasy Software logs punches, edits, approvals, scheduling decisions, payroll syncs, and break attestations in a single audit trail.

Question 11

Can employees clock in without cell service, and how does offline time tracking work?

Accepted Answer

Yes, many time clock apps support offline punching. The app stores punch data locally on the device, including the timestamp and available location data. When connectivity returns, the stored punches sync automatically to the cloud. This matters for underground construction, remote pipeline sites, warehouse cold storage, and rural job sites where cell signal is unreliable. Not all platforms handle offline mode equally; some lose GPS precision or delay sync for hours. Ask any vendor you are evaluating to demonstrate offline behavior in the specific environment your crews work in.

Question 12

What does 'payroll-ready' time data mean, and how do I know if my time tracking software produces it?

Accepted Answer

Payroll-ready time data means approved hours, overtime calculations, break deductions, pay codes, department or cost center assignments, and rate adjustments are complete and formatted for your payroll processor before export. If your payroll team still opens a spreadsheet to clean up hours, reclassify overtime, or manually apply rounding rules after export, your time data is not payroll-ready. EasyClocking by WorkEasy Software integrates with 20+ payroll and HR systems (including ADP, QuickBooks, and Gusto) and applies overtime, rounding, and break rules before the data leaves the platform. payroll integrations

Question 13

How does time tracking software handle FLSA overtime rules automatically?

Accepted Answer

The FLSA requires overtime pay at 1.5 times the regular rate for hours exceeding 40 in a workweek. Compliant time tracking software monitors accumulated hours against that threshold in real time and flags employees approaching or exceeding 40 hours before payroll closes. The system applies the overtime rate automatically so managers do not need to calculate it manually. Some platforms also handle state-specific rules (such as California daily overtime) and union-specific thresholds. The key is that the rule fires before the payroll export, not after. FLSA overtime compliance

Question 14

Which time tracking apps integrate directly with QuickBooks for payroll export?

Accepted Answer

QuickBooks Time (formerly TSheets) has native integration since it is built into QuickBooks Online. Hubstaff, Connecteam, and EasyClocking by WorkEasy Software also offer direct QuickBooks Online export. The platform also supports ADP, Gusto, and 20+ other payroll systems through direct API or file-based integrations. When comparing integrations, check whether the export includes overtime flags, break deductions, job/cost codes, and department assignments, not just raw hours. A connection that only pushes total hours still leaves manual cleanup for your payroll team.

Question 15

What records should a time tracking system retain for a wage-and-hour audit?

Accepted Answer

The FLSA mandates retention of time and pay records for at least three years; some states require longer. At minimum, your system should retain daily and weekly hours worked, start and stop times, overtime hours, pay rates, deductions, and total wages per pay period. For audit defensibility, you also want an edit history (who changed a punch and why), GPS or device context per punch, break attestations, and manager approval logs. EasyClocking by WorkEasy Software retains these records in its audit trail. Consult legal counsel for your state's specific retention requirements.

Question 16

How do I download and set up a time clock app for my employees?

Accepted Answer

The typical process has four steps. First, create an administrator account on the platform's website. Second, add employees and configure pay rules, overtime thresholds, and geofence boundaries. Third, invite employees via email or SMS; they download the app from the App Store or Google Play and log in. Fourth, configure the manager approval workflow so punches flow through review before reaching payroll. EasyClocking by WorkEasy Software targets most sites to go live within days. If you are also deploying physical biometric clocks, the platform ships hardware and software as one integrated package.

Question 17

What is the best way to roll out a new time tracking system to a skeptical hourly team?

Accepted Answer

Start with a single shift or location as a pilot. Let that group use the system for a full pay period before expanding. Address privacy questions about GPS and biometrics upfront: explain what data is collected, how it is stored (encrypted templates, not raw images), and why it protects fair pay rather than enabling surveillance. Frame the system as a fairness tool: every worker gets paid accurately for the hours they actually worked. Show employees how to view their own punches, hours, and schedules through self-service. Early transparency reduces resistance. time tracking implementation obstacles

Question 18

Can a single time tracking platform support both mobile clock-in and a shared kiosk at one job site?

Accepted Answer

Yes. EasyClocking by WorkEasy Software supports simultaneous mobile and kiosk modes under one account. A warehouse might mount a Xenio biometric clock at the loading dock for full-time staff while field delivery drivers use the mobile app with GPS geofencing. All punches, regardless of source, feed into the same timesheet, the same approval workflow, and the same payroll export. When evaluating any vendor, confirm that mobile and kiosk punches share a single source of truth rather than operating as separate data streams that require reconciliation.

Question 19

How long does it typically take to migrate from a legacy time clock system to a cloud-based platform?

Accepted Answer

Most sites go live within days when using EasyClocking by WorkEasy Software, and improvements can appear within the first pay period. Migration complexity scales with the number of locations, integration requirements, and the condition of your existing employee data. Ask your vendor how they handle historical data import, employee re-enrollment (especially for biometrics), and parallel running during the transition period. If your current system is paper timesheets or a basic punch clock without integration, the move is simpler than migrating from an older cloud platform with custom configurations.

Question 20

What should I watch out for when comparing time clock software pricing?

Accepted Answer

Watch for three things. First, per-user fees that exclude hardware: if biometric clocks or kiosk devices cost extra, your total cost jumps. Second, feature gating: some vendors put GPS geofencing, manager approvals, or payroll integrations behind higher-tier plans, so the advertised starting price does not reflect what you actually need. Third, seasonal workforce handling: if your headcount fluctuates (common in construction, warehousing, and staffing), ask how the vendor handles seat true-ups. EasyClocking by WorkEasy Software offers flexible contract structures including hardware-as-a-service; contact the team for a quote tailored to your site count and headcount. fair pay calculator

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