A clock in, clock out system records when each employee starts and stops work. The main types are paper timesheets, punch clocks, web and mobile time clocks, biometric terminals and automatic tracking. For people who work at a computer, automatic tracking gives the most complete record, because it captures the whole day instead of two moments.
Key takeaways
- A punch records two moments. It says nothing about the hours in between.
- US rules accept any method that is complete and accurate.
- Shift and on-site work suits a terminal or kiosk. Field work suits a mobile clock.
- Desk and remote work suits automatic tracking.
What types of system are there?
| System | How it works | Fits | Weak point |
|---|---|---|---|
| Paper timesheet | People write their start and end times | Very small teams | Depends on memory and honesty |
| Punch clock or badge reader | A card or badge stamps the time | One site, fixed shifts | Buddy punching |
| Web time clock | A button in a browser starts and stops the day | Office teams | Forgotten punches |
| Mobile time clock | The same button on a phone, often with location | Field and multi-site teams | Location data on personal phones |
| Kiosk with PIN | A shared tablet at the entrance | Retail, warehouses | Shared PINs |
| Biometric terminal | A fingerprint or face confirms the person | Sites with strict access control | Biometric privacy law |
| Automatic tracking | A desktop agent records working time as it happens | Computer-based and remote work | Needs clear rules and notice |
What does a punch leave out?
A clock-in and a clock-out give you two timestamps. Everything else is assumed.
That is enough for a production line, where being present is the work. It is thin for knowledge work, where the questions are which client the time belonged to and whether the day was spent on the job. Automatic tracking fills in the middle. See automatic time tracking.
What does the law require?
In the United States, less than people expect. This is not legal advice.
- No required method. Employers may use any timekeeping method, as long as it is complete and accurate.
- No required time clock. The Department of Labor's reference guide says time clocks need not be used.
- Early and late punches. Under 29 CFR 785.48, employees who voluntarily arrive early or stay late do not have to be paid for that time if they do no work, and such punches may be disregarded. Large gaps between the clock and the hours actually worked should be discouraged, because they cast doubt on the records.
- Rounding. Allowed only if it evens out. See the 7-minute rule.
The required records are listed in how long to keep timesheets.
Which system fits which kind of work?
On-site shift work
People start and stop together at one place. A terminal or kiosk is simple and enough.
Punch clock or kioskField and mobile work
People start at different sites. Location matters more than activity.
Mobile clockDesk and remote work
People work at a computer, often on several projects. The middle of the day matters.
Automatic tracking
What goes wrong with clock in, clock out?
The usual problems
- Forgotten punches, fixed later from memory
- One person punching for another
- Long breaks hidden between two punches
- Hours with no link to a client or project
- Time worked before clocking in or after clocking out
- Rounding that drifts in the employer's favor
The last two carry legal risk. Work that is suffered or permitted must be paid, whether or not it sits between the punches. See how to calculate overtime.
How do you roll out a new system?
Name the problem
Payroll errors, client billing, attendance or all three.
Match the system to the work
Use the cards above. Mixed teams may need two methods.
Write the rules
When to clock in, how breaks are recorded, how corrections are made.
Tell people what is recorded
Give written notice where the law requires it, and everywhere else too.
Run one pay period in parallel
Compare the new records with the old before you switch.
Review corrections each week
Many corrections mean the process is wrong, not the people.
How does BirdsEye record the working day?
BirdsEye has no punch. A desktop agent records working time automatically inside the hours and days you set.
How a day is recorded in BirdsEye
- Start
- Tracking can begin as soon as the agent launches
- During the day
- Application, website domain and idle time, in one-minute blocks
- Breaks
- People pause for a set time or until they resume
- End
- Tracking stops at the end of the working hours you set
- Started and ended today
- Shown for each person on the live dashboard
- Attendance
- Present, late, absent, leave, holiday and weekend, marked each day
BirdsEye is built for computer-based work. It has no kiosk, badge reader, GPS clock or employee mobile app. For on-site or field teams, a tool with those is the better fit. The comparison pages say which products offer them.
Frequently asked questions
What is the best clock in, clock out system?
It depends on the work. A kiosk or terminal suits on-site shifts, a mobile clock suits field teams and automatic tracking suits people who work at a computer.
Are employers required to use a time clock?
No. US federal rules accept any timekeeping method that is complete and accurate.
Do I have to pay employees who clock in early?
Not for time they spend waiting without working. If they start working early and you know or should know, that time is work and must be paid.
What is the difference between a time clock and time tracking?
A time clock records when the day starts and ends. Time tracking records how the time in between was spent, by project, task or application.