7 Key Features of Great Time Tracking & Workforce Management Software
Keeping track of all your employees’ productivity is challenging regardless of your business size. You can’t always monitor their activities during work, especially since you have other responsibilities to attend to as well. You will need a time tracking and workforce management system to ensure your employees are right on track.
According to Market Research Future, the demand for time tracking software will rise by 20.69% in 2025. Through its many features, this software helps maintain the internal environment of an organization. It includes managing payroll, recording work hours, and monitoring attendance.
Many options are available for your time tracking needs. To help you choose the right one for your organization, here are some of the key features of a good time tracking and workforce management software.
1. Real-Time Monitoring
Real-time monitoring is one of the core features of time tracking software. With just a click, it records your employees’ work hours down to the second and captures it in real-time. This way, it acts as your eye as it takes note of how long your respective employee is working.
Meanwhile, a software like ClockVIEW can also track your employees’ position or location while at work. This is ideal for those who often work outside the office, such as those in the field service industry.
The software can then send this data to team managers, supervisors, or any respective leader. The data can also be stored in a database or used for reports, performance evaluations, and payrolls.
Gone are the days of traditional timecards where employees have to punch in their work hours. Nowadays, timesheets are virtual. Moreover, it centralizes all your employees’ recorded payable hours.
Timesheets are different from basic time trackers. Time trackers can only keep track of how long an employee works like a stopwatch. Meanwhile, you use timesheets for payrolls, wage calculations, and invoicing. It also acts as an attendance sheet that keeps track of absences, day-offs, tardiness, overtimes, and holidays.
However, not all time tracking software has this feature. Some only offer basic time tracking features, while others have more comprehensive tools. You can find out more information by checking out different types of time tracking software.
Most businesses adopt flexible work hours. Others have different shifting for each department or employee. If your organization falls into either situation, consider choosing a software that can also track your employees’ respective schedules.
This feature informs you of your employees’ availability at work. It gives you a visual of your workforce, allowing you to keep tabs of everyone’s schedules. You can also use it to adjust individual shifts and schedules among your employees in just a few clicks. This way, you can reduce miscommunications resulting in untimed absenteeism, callouts, tardiness, and undertime.
Moreover, ClockVIEW also provides communication tools that can be used to disseminate information regarding any schedule or shift changes. This also allows your employees to trade shifts and communicate with their colleagues to find replacements.
4. Mobile optimization
According to Datareportal, around 93% of the world’s population are mobile phone users. Moreover, almost everyone nowadays keeps a smartphone in their pocket. With that, many time tracking software platforms optimize their respective system for mobile phone usage.
Through mobile optimization, your employees can clock in and out of work using their own smartphone devices. They simply need to download the time tracking app into their devices to check in and out anytime and anywhere. This can replace your bulky timeclock or biometrics scanner.
Likewise, this feature paves the way for GPS tracking and geo-tagging/fencing to help keep an eye on your employees’ location. Hence, using a virtual time clock software is one of the common time tracking methods for remote workers or employees who travel for work.
5. Alerts and Notifications
Another feature you should consider is sending alerts or notifications. For instance, you can send a reminder to employees to clock in their work hours before they start on their tasks. It can also work as an alarm clock that informs them whenever it is time for them to check out.
Often, these notifications are automated. Moreover, it can be sent to different channels such as emails, SMS, centralized dashboards or even push notifications in smartphones. This pairs well if the software is accessible via mobile devices.
It also sends notifications regarding any changes in the schedule or shifts. Likewise, it immediately informs them if they ever need to report to the office on their days-off. You can also use this feature for your team project or collaboration needs. You can send notifications to your members about any impending deadlines or tasks. These alerts can be sent via email, SMS, centralized dashboards, or push notifications.
Integrations create a more seamless experience with all your software systems. By connecting your time tracking software to other systems like project management software and payroll management solutions, you can access more features of workforce management software and maximize it more.
Take this for example. By integrating your time tracking software to your payroll, you get rid of manual data entry. Instead of having to type down each of your employees’ check ins/outs, the software directly sends all the relevant data into your payroll system. This speeds up computing and handing out salaries.
Another great integration would be with a project management software. This helps team leaders to monitor and keep track of their team members. They can use it to measure their individual productivity and performance. Moreover, they can use it to monitor the progress of the project as a whole.
7. Reports and Analytics
Taking a look at a time tracking software’s reports and analytics capabilities is also important Reports give you an overview of your employees’ performance and productivity in a certain period of time. By having a software that easily generates reports, you can analyze a wide range of data relating to tasks, attendance, productivity, efficiency, and more.
For example, you can review the total time spent on a project and use this data as a reference for your future projects. It can also determine how well or fast your employees can finish certain tasks, which can be useful the next time you decide on task assignments.
Such data can help improve your workforce management processes. Likewise, it helps you plan ahead and improve business operations. You can also use it to identify employees who are slacking off and those who are committed to the job.
Getting the Time Right
The days of using paper time cards and Bundy clocks are long gone. Organizations now use biometrics and time tracking software to monitor and keep track of their employees’ attendance and work hours. And with remote work now on the rise, it is high time you consider using an employee time tracking and workforce management software.
Nowadays, you have a wide range of software for all your time tracking needs. All of which offer different sets of tools and functions. To make sure that you find the best one for your organization, just keep these key features in mind.
Experts in Timekeeping and Employee Scheduling
Acumen Data Systems is a leading provider of time clock and employee scheduling software. We help organizations manage their most valuable resources, the human kind. Acumen offers robust solutions for time and attendance, scheduling and leave management.
We believe that technology is just one quarter of the workforce management pie. Employees, policy, and the environment are just as important.
Do you have questions about workforce management software?