Efficient time recording is particularly important for modern companies that offer hybrid working or where field service work is the primary business activity.
But why exactly? What advantages does it offer me as an entrepreneur? And how do I find the best time recording software for my needs? We offer you an overview of what you need to consider when making your choice.
Generally speaking, there are currently three different types of time recording systems:
Some traditional companies still work with “tried and tested” analog handouts or devices such as time clocks. It is not uncommon for invoices to still be recorded manually in Excel. In theory, this option may still work for very small businesses with only core working hours. However, modernizations are standard – for good reason.
Pro: At first glance, the variant seems favorable.
Cons: The effort required for regular evaluation and monitoring is high. As is the potential error rate. Human errors such as transposed figures are the order of the day – and retroactively cost even more manpower.
The slightly more modern version of the time clock are time recording terminals, which are usually installed at the entrance gate. Employees scan their daily office entry and exit as well as their break times using an RFID card or chip. There are also variants with fingerprint or smartphone check-ins.
Pro: It is easy for everyone involved to view the recorded times and the error rate of these digital systems is very low. They also enable the HR department to automatically process all data for payroll accounting.
Cons: Only employees’ clock-in and clock-out times are recorded. More detailed insights into, for example, the hours worked per customer must be recorded separately. The systems do not help field staff without access; they have to record their hours manually. This also applies to employees who work from home. The acquisition costs of such terminals are often very high.
The third variant, which is also the one on which our Teamhero software is based, is also the most modern on the market. It is based on a digital, online-supported time recording module. Employees check their working hours in and out via their PC, smartphone or tablet. This can also be done on the move via an app.
Pro: Recording is quick and barrier-free. It doesn’t matter whether the employee is in the office on site, in the home office or at an event location – access is always available and makes retroactive manual recording unnecessary. Ideal for hybrid working models. Software operators such as Teamhero must also meet strict legal requirements before distribution is permitted. This also guarantees you security at the highest level.
Cons: Employees need a company PC, laptop or cell phone to gain access. Before installation by the company, it must be checked whether the GDPR requirements of the software are fully met.
Before the latest decision of the Federal Labor Court and in times of the term “trust-based working time”, many entrepreneurs almost had a guilty conscience about still working with time recording systems. This should not be the case. After all, time recording makes sense for companies that offer their employees the greatest possible freedom in the form of home office or hybrid work.
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On September 13, 2022, the Federal Labor Court ruled that the working hours of all employees must be recorded with immediate effect. It is not yet clear exactly how the German government will deal with this ruling in terms of future legal steps. The fact is, however, that there will certainly be a turnaround – which may well bring many positive things for the new, modern working culture.
However, employers in certain sectors have been obliged to record working hours for some time. These include the following:
Furthermore, various legal provisions on time recording have also been in place for a number of years under the Labor Act. For example, employers must ensure that the statutory breaks are observed if employees are employed for at least 8 hours a day. The working hours of mini-jobbers must be recorded in accordance with Section 17 of the Minimum Wage Act.
As a minimum, the start and end of working hours must be recorded. In addition, the total duration is also important in order to be able to track whether breaks have been taken.
To be able to speak of good time recording software, it should fulfill at least these four points:
This ensures that your processing takes little time and is a simplification for your HR department. Employees will also be pleased with the ease of use and prefer to use it.
Especially for jobs within the event industry, it is important to keep track of scheduling and working hours. A proper structure creates transparency and means a win-win situation on all sides.
Subsequent and possibly manual recording processes are annoying and negate many of the actual benefits of time recording. One of the best options you can therefore use is live recording. Employees only need to log in once at the beginning and log out at the end of their working time.
Do your main locations include trade fairs or event locations, for example? Or do you have offices on site but offer hybrid work? Do you employ a lot of freelancers and project workers? If you’re nodding now, then software that ensures location-independent time recording is right for you. An online-based and/or app-based solution is the best choice here.
Teamhero fulfills far more than the standard requirements of a powerful time recording software. Among other things, it offers you these features:
Teamhero is particularly suitable for companies that employ a large number of hard-working project staff, such as event, hostess or promotion agencies. But catering companies, security services and vaccination centers are also among our satisfied customers.
If you would also like to manage your personnel easily in the future, then simply get to know us without obligation. You can easily request a demo by phone or e-mail.
We will be happy to answer your questions.
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