Best Time Tracking Software

What may seem like an anodyne task, time tracking is considered one of the foremost tasks within an organization. With strict vigil on employees and workers right in the modern era, ensuring that an employee or a freelancer gets paid on time while executing the task at hand has become a cornerstone of organizational profitability.  

Time tracking software today helps companies execute a variety of tasks as far as employee and resource assignments for tasks are concerned. As companies chase efficiency and optimum productivity these days, online time tracking software will go a long way in aiding businesses to achieve high growth.

With small businesses usually maintaining an employee count corralled by immediate managers, it’s the medium and large enterprises, including the behemoths of any industry, that need to keep track of the performance levels of their employees.   

This buyer’s guide aims to provide possible suitors of online time tracker software with the requisite information required to make an informed decision on choices that will propel their organization to the next level of performance.

Time tracking is a concept that has been followed by the human race for hundreds of years, in multiple forms.

Prehistoric beings used time tracking for simply calculating the turn of seasons and estimating crop harvest cycles. Ancient explorers tracked time to understand the ebb and flow of seas and oceans throughout seasons.

Time tracking, as we know it in employment, has its origins in many ancient empires such as the Roman and the Greek as well as the Egyptian Kingdom.

This continued into the era of the industrial revolution when working hours and wages took on significant importance. Historical events such as the ‘eight hour day’ movement capped the number of working hours for employees to prevent exploitation, while labor rates were designated by law for specific roles in the 20th century.

Throughout the technological revolution, especially with the rise of the ‘gig economy’, the need to pay employees on an hourly basis for the total work done has taken on renewed precedence, and this is where time management has been extremely important.  This gave rise to several online time tracking software. 

Thus, time tracking is nothing but recording the number of hours worked by an individual, either on a specific task or a set of tasks for an organization, thereby ensuring he/she is paid accordingly to the number of hours put into the work.

Time tracking software has multiple use cases and applications in business streams, thereby becoming a vital key performance indicator in many industries.  

Some of the time tracking methods are listed below: (From Ancient to Modern Era)

Shadow Method: 

Ancient Egyptians tracked time through the movement of the shadow of an obelisk corresponding to the position of the sun at different times in the day.

Clock Method: 

The process of tracking time underwent a radical change with the invention of the precision time-keeping clock by Christian Huygens in 1656. With the advent of industrialization in the 18th century, the clock was used in coordination with a pen-and-paper method to keep track of employee working hours.

Bundy Clock: 

The Bundy clock was invented by Willard Bundy in the 19th century. This mechanical device was a clock with a mechanical punching device modeled into it. The device would record an employee's in and out time by punching his/her card with the time when the card is inserted into the device. This gave rise to the popular term 'Punching in & out.' Over the next five decades, technological advances modernized the Bundy clock. The Bundy clock itself was digitized with employee time tracking data now being stored in a central database. 

Punching Cards: 

Newer, more complex punching card mechanisms for time management were implemented in the 1960s by leading academic institutions such as Harvard to uniquely record employees' movement across tasks and attendance at work. 

Online Timesheets:

Online timesheets, where an employee's in and out times - as well as time spent on projects - were recorded in Excel and stored for wage calculations evolved to complement the punching card technology. 

Radio Frequency Identification (RFID) cards 

Radio Frequency Identification (RFID) cards and sensors took over in the 1970s and 1980s as primary methods of attendance and movements in and out of the office for employees. 

Biometric Devices

Time management tools also encompassed biometric devices used for employee identification and tracking. These devices rely on an employee's unique physical features to ensure accurate data recording on clock-ins, clock-outs, productivity, and task completion.

Modern Time Tracking Tools

Modern day time tracking methods use a combination of software tools, cloud, and mobile computing applications to estimate employee hours worked as well as employee attendance, with no dependence on an employee's physical presence at the workplace. These applications are known as Time tracking system software.

As stated previously, the impact of technology on time management software has led to the rapid modernization of employee-employer relations. The time tracking software today executes a plethora of tasks concerned with business process improvements, which may not have been envisioned by its founders.

From productivity to simple process tracking, technology has played its part in ensuring businesses can benefit massively from the timely deployment of their resources and tracking its use efficiently. Time tracking has taken on a completely different meaning from its origins, and technology will only help further improve its effectiveness.

Time tracking software is a time management tool that has been designed and developed to ensure accurate recording of hours worked by employees or freelancers to facilitate accurate billing, reporting of task status and analyzing other important business metrics.

For example, you can consider the employment of a software engineer with an IT organization. He/she is allocated a specific task to be completed with a given deadline. Tacking his progress on the task and ensuring he/she will get remunerated accordingly are key functions of the organization, which will be executed with the time management software.

Some of the most sought after features of online time management tools are as follows:

1.  Flexibility - The time tracking app must be robust and easy to deploy across a variety of platforms. Employees working across time zones, operating systems, and tasks must find it feasible to track their progress across their tasks as well as for managers to ensure the data is getting recorded so that appropriate analysis can be done on a per-cases basis. The system must also be able to run decentralized.

2. Reporting, Analytics Dashboards - For managers looking at employee or freelancer efficiency, dashboards, and constituent reports form the backbone of decision making. These dashboards provide accurate insights on tasks completed by an employee, as well as the budget allocated to a task. Further insight can be drawn out on operational efficiency as necessary.

3. Alerts and Notifications - The ability to craft custom alerts and notifications are usually coded into the framework of the time tracking app, such that managers can keep an eye on deadlines to be adhered to. Notifications also keep managers and employees clued to key process indicators and statuses of tasks and procedures that need to be accomplished, alongside the amount of time required to complete it.

4. Administrative User Management - User access systems are important constituents of secure systems. With such vital information about employees, imperative projects, and billing cycles input into the time management software, sensitive data must be protected at all costs, and that ensures that only select personnel from the organization can access it.

5.  Data Sharing - Organizations today are molded from diverse functionalities operating under one banner. A facility to share the online time tracking tools’ vast trove of data and analysis among various departments will ensure seamless adherence to standard operating procedures (SOPs) and organization-wide improvement in operations.    

6. Project Tracking - Time tracking software plays a pivotal role in project management. With employees and budgets under the microscope, effective and efficient time tracker software helps managers identify bottlenecks and deadlocks in a process, employee-related or not, thereby reducing the cost of output.

7.  Data Clarity - It’s essential to have data that is extracted from the important sources available for good decision-making for organizations. Time management software keeps sharing important organizational data within departments to ensure robust decision-making is made easy.

8. Attendance and Leave Management - All time tracking software has this necessary feature already coded into it.  Time management software needs to record employee absenteeism and attendance on hours worked, ensuring thorough adherence to guidelines on billing.

Some of the reasons for time tracking software are as follows:  

1. Increased Productivity - With a firm eye on overall output, the time tracking app helps organizations converge their efforts around lean and quick processes, thereby reducing turnaround time between initiation of the task and outcome.

2. Accurate Billing - Instead of being forced to pay employees or freelancers arbitrarily, time tracking software helps employers demystify the hours worked by personnel and pay him/her for the task completed per hour worked.   

3. Transparency of Data - Time Management Software usually records data at the point of installation. This means the data recorded per process, per employee is precise to the last degree. 

4.  Complete Project Planning - Online time trackers usually help pre-plan the time required to complete a project and the number of resources necessary to complete the task. This level of project planning helps organizations complete tasks efficiently.

5. Automation of Tasks - Time Management software pin-points the human-intensive tasks, such as the implementation of code. In contrast, several tasks that needn’t make use of personnel intervention may be left for automation, such as generating reports from systems.

6. Higher Employee Performance - Time tracking software helps personnel understand the significance of efficient completion of tasks within the given time frame.

7. Lower Cost Incurred/Higher Organizational Savings - Online time tracker software generally helps companies broaden productivity while narrowing costs incurred per execution of the task by effective resource deployment and accurate billing measurement.

Time management systems have the base to catapult organization productivity, as long as the following key process metrics are met: 

1. Collaborative Data Analysis - A key prerequisite for a successful time tracking software is its ability to notify all relevant stakeholders about the progress of a task/project central to business objectives. Once data regarding these processes is in, a special analysis must be undertaken by departments to understand the bottlenecks that cause projects delay, employee or task, and quickly collaborate in drafting a common and easily implementable solution. Businesses can then scale feasible solutions across sections of the same company, increasing productivity.  
2. Decreasing Resource Redundancy - Consider a scenario in which, after collaborative analysis, employees are found to be spending time on processes that are easily automatable or require half the capacity to be completed. In such cases, online time tracking tools can pin-point areas where efficiency is lagging or if resources aren’t being used correctly per task. Better scheduling of resources results in maximum efficiency. 
3. Planning by Deadlines - Most companies follow strict deadlines. This helps in maintaining an acceptable turnaround time for projects. However, does it necessarily help with productivity? With the help of a time tracking app, resources and tools can be better deployed. The time tracking software will thus increase planning capacity.
4. Employee Improvement/Upskilling - Time tracking software aid in deciphering an employee’s efficiency. If a freelancer or an employer is behind the curve while completing a task, he/she can be given time to upskill themselves for the requirements of the role quickly, or they can be transferred altogether to tasks they’re proficient at.
5. Audit and Compliance - The absolute standard of the output of a task and time required to complete can be documented across various projects and compared with real-time execution to understand the efficiency of a resource. A time tracking app can compile the time data and compare it with standard procedure results to understand where bottlenecks occur and ensure corrective actions are executed.

Some of the most important components of a time tracking app one must be on the lookout for before completing a purchasing are as follows:

1. Time Sheets - Generally considered one of the basic functionalities of employee time tracking software, timesheets fulfill the necessity of estimating the amount of time worked on a task to complete it.
2. Billing/Payroll Records - An important aspect of time tracking is to ensure that freelancers and employees are accurately billed on a per hour basis for the work done. The accurate recording of these transactions is extremely important.
3. Shift/Leave Recording - The software needs to record the shifts within which employees work, while their leaves are also accurately tracked.
4. Workforce/HR Analytics - Ensuring the appropriate analytics of employee engagement on tasks to ensure every resource is used appropriately.
5. Document and Data Extraction - A great time tracker software needs to ensure that data sharing facilities exist in its scope to help firms function better by eliminating bottlenecks and redundancies.
6. Essential Integrations - Online time tracker software must employ important auxiliary functions and integrations such as email integration, payroll software, HR software, accounting software, calculator functions, and currency conversion, to name a few.

Other essential functions of online time tracking software include; user security, version updates, easy storage of files and records, multi-platform migration, and project tracking tools.

The price of most time tracking apps depends on the scope of business operations needed for observation by an organization as well as the size of the business itself.

There is a wide variety of free time tracking software, as well as freemium and premium online time tracking software.

Don’t forget to read our blog on the Top Free and Open Source time tracking software, as you make this vital decision. 

Free time tracking software, such as Kimai, which is also open-source, offers an extensive solution set, without a fee. These free time tracking apps are sure to catch up in the functioning of industries the world over, especially in light of vastly implemented ‘work from home situations.

Freemium time tracking software, such as TimeCamp, allows users to download and implement a basic feature set employee tracking software. Any upgrades to the basic software set will then be charged per download ($5.25 for a basic, $7.25 for PRO).

Several online time tracking tools charge a premium fee for their services. Retain Resource Planning charges $2000 as a one-time installation fee, while the average range for freemium services is between $4  (e.g., Tmetric) and $29 (e.g., Intervals) for one month.

Factors to be considered before purchasing a time tracking software are as follows:

1. Customer Support - Ensuring the time management software chosen by an organization provides supplementary support through various stages of the life cycle is very important. It may seem throughout the purchase cycle that important functionalities need to be added later into the purchase and what better way to have them implemented than through the requisite customer service personnel.
2. Price - Always one of the most important factors in driving purchase decisions for businesses and users alike, the price of the time tracking software must meet the business budget. All features required to achieve objectives must be attained within a specified price. Free time tracking apps mostly offer a watered-down capability bouquet of subscription and premium tools.    
3. Features - As stated earlier, the features required for businesses to achieve their goals must be available in the time tracking software version purchased by businesses. A feature-dense online time tracking software increases the decision-making capacity of the organization.  
4. Security of Data - As with most organizations, the security of sensitive data is of the deepest concern. The purchased time tracking software must ensure accurate user management and have enough security layers embedded to prevent theft or unwarranted compromise of company data.    
5. Ability to Share Timesheets - Timesheets must be easily shareable within organizations and different levels of management for the overall organization to achieve maximum efficiency.  This is a basic necessity that must be fulfilled by the time management software.
6. Easy to Understand Interface - The time tracking app needs to be easy to navigate and fluid for many employers to carry out basic functionalities on the platform. A complicated and misinterpretable dashboard will defeat the purpose of time tracking software.

Checklist For Selecting Time Tracking Software:

Installation: 

• Cloud, 
• Online, 
• Open-source 

Operating system:

• Windows
• Linux
• Mac

Integrations:

• HR Software
• Payroll Software
• Remote Work software
• Project Management Tools

Capabilities:

• Work hours
• GPS/ Employee Location
• Time in and time out
• Idle Time
• Private Time
• Desktop Hours
• Productive Hours
• Efficiency Percentage
• Leaves
• Attendance Monitoring
• Overtime calculation
• Payroll calculation

GoodFirms exceptional research and a curated list of the best time tracking software provide would-be buyers with a comprehensive list of authentic, viable, and tangible time tracking software. They will then be able to choose and deploy the best possible employee time tracking software, as per the size of their business.

Decision-makers can easily run through the advantages, features, and reviews of some of the best free time tracking software, subscription-based employee time clock apps as well as premium time and attendance software. GoodFirms' listings are second to none, and users can gain significant insight into the right time management software for their business. After following the intricate research process, GoodFirms has an authentic listing of more than 60K software and services. With over 30k unbiased reviews for different software services and vendors, GoodFirms can make your investment process easier. 

Feel free to visit the vendor sites after analyzing reviews and descriptions of the products on Goodfirms's dedicated software pages.