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For cleaning companies, implementing an effective time and attendance system can greatly improve payroll accuracy, enhance workforce productivity, and provide valuable analytics. However, with so many options on the market, it can be tricky to determine which system is the best fit for your specific business needs and budget.

In this blog post, we'll explore the key factors cleaning companies should consider when selecting a time and attendance system, and provide recommendations on some of the top systems suitable for cleaning businesses.

Key Considerations for Cleaning Companies

When evaluating time and attendance systems, cleaning companies should keep the following factors in mind:

• Mobile capabilities - Since cleaners are out in the field, mobile time tracking via smartphone apps is extremely beneficial.


• Geolocation - GPS tracking allows managers to verify cleaners are at assigned job sites during scheduled times.


• Messaging - In-app messaging provides easy communication between managers and field employees.


• Automated payroll - Direct integration with payroll systems reduces manual work and errors in paying employees.


• Schedule enforcement - Systems that track unscheduled absences and late arrivals promote accountability.


• Customized reports - The ability to extract reports with job costing data, worksite visit history, and more provides valuable business insights.


• Budget-friendly pricing - Cleaning businesses don't need complex enterprise systems. Budget-friendly solutions get the job done.

Top Time and Attendance Systems for Cleaning Companies

Based on the above criteria, here are some of the top-rated time and attendance systems suited for cleaning businesses:

Deputy

Deputy is an intuitive, cloud-based system designed specifically for scheduling and managing hourly workers. Some key features include:

• Mobile app for clocking in/out and location tracking


• Job costing tools


• Automated shift reminders and overtime alerts


• Seamless integration with popular payroll systems


• Real-time reporting dashboard

Pricing starts at $2.50 per user per month. Deputy offers an initial free trial period so cleaning companies can test it out.

Homebase

Homebase is another solid option geared towards service-based businesses. Notable features include:

• Punch clock app with GPS tracking


• Timesheets and schedule management


• Text messaging andequipment assignment


• Overtime and labor cost reports


• Payroll integration and processing

Homebase pricing ranges from $99 to $1,500 per month depending on number of locations and employees.

TSheets

TSheets has powerful tracking features tailored for field service teams, including:

• Mobile app with GPS tracking


• Clock in/out geofencing


• Job costing and scheduling


• Real-time activity feed and custom reports


• Over 150+ payroll integrations

TSheets pricing starts at $8 per user per month, with bulk discounts available.

TimeClock Plus

TimeClock Plus is a robust system with advanced configuration options, including:

• Browser and mobile clock in/out


• GPS and biometrics tracking


• Customizable workflows


• Automated compliance alerts


• Audit trail reports

TimeClock Plus pricing is customized based on each business's needs and number of employees.

Key Takeaways

At the end of the day, the best time and attendance system for cleaning companies is one that's mobile, easy to use, enhances payroll accuracy, provides helpful analytics, and integrates with your other software and accounting systems. Carefully evaluate your specific needs, employee headcount, and budget to determine the right fit.

Systems like Deputy, Homebase, TSheets, and TimeClock Plus are all solid options that balance useful features with affordable pricing. Starting with a free trial is a great way to get hands-on experience with a system before committing. Investing in the right technology can help take your cleaning business to the next level.

Implementing a New Time and Attendance System

Once you've selected the right time and attendance system for your cleaning business, proper implementation will be key to achieving a successful rollout. Here are some best practices to ensure your launch goes smoothly:

• Involve managers early - Get input from supervisors and managers during the evaluation process so they understand the benefits.


• Develop policies - Document detailed policies for clocking in/out, overtime, time-off requests, etc. to avoid confusion.


• Train thoroughly - Provide both classroom and field training for employees to become experts using the new technology.


• Start with a pilot group - Roll out the system to a small test group first to work out any kinks before company-wide deployment.


• Communicate often - Send out instructional emails, post FAQs, and conduct training refreshers to keep employees informed.


• Monitor adoption - Track system usage rates and seek feedback to address any adoption issues or training gaps.


• Correct mistakes - Provide ample support at launch to quickly resolve any errors and ensure payroll accuracy.


• Refine over time - Fine tune configurations, policies, training, and reporting as you uncover opportunities for improvement.

With proper implementation planning and change management, your cleaning teams will adopt the new technology quickly. Be prepared to provide ongoing support and advanced training to power users as employees become more adept at leveraging the features.

Key Benefits of Time and Attendance Systems

Upgrading to a modern cloud-based time and attendance system can provide cleaning companies with a wide range of benefits:

• Increased payroll accuracy - Automated time tracking eliminates logbook errors, missed punches, and timesheet inaccuracies.


• Real-time insight - Dashboard reporting provides visibility into current worker locations, job progress, and hours worked.


• Enhanced scheduling - Tools allow easy creation and adjustment of worker schedules to match cleaning demands.


• Improved productivity - Location tracking and job costing ensure cleaners are working efficiently.


• Lower labor costs - Alerts reduce unplanned absences, overtime, and buddy punching risks.


• Higher accountability - Timestamped records of worker activities and attendance boost accountability.


• Streamlined compliance - Automated meal break deductions, overtime calculations, and scheduling rules support compliance.


• Enriched analytics - Custom reports uncover trends and opportunities to refine operations and profitability.

Modern time tracking brings transparency to a cleaning business's labor costs and productivity. The data provides powerful insights to optimize scheduling, enhance field performance, reward top performers, and boost the bottom line.

Key Time and Attendance System Features

When evaluating time and attendance systems, keep an eye out for the following key features:

• GPS tracking - Clock in/out and location data validated workers are on-site during shifts.


• Geofencing - Automatically clock workers in/out based on entry/exit from job sites.


• Mobile capabilities - Convenient clocking and access from smartphones and tablets.


• Schedule management - Tools to build schedules optimized for demand patterns.


• Overtime alerts - Notifications flag when employees approach overtime.


• Shift reminders - Alerts on upcoming shifts reduce no-shows.


• Vacation requesting - Employees can submit time-off requests through the system.


• Notifications - Alerts for missed punches, absenteeism, and other issues.


• Project tracking - Tie hours worked to specific accounts, job sites, and tasks.


• Reporting - Charts and dashboards to monitor metrics and trends in real time.

Prioritizing these key features will ensure your cleaning teams are getting the most from the new technology.

Change Management Tips

Transitioning cleaning crews to adopt new technology can sometimes encounter resistance. Here are some proven change management tactics to boost engagement:

• Promote the benefits to workers such as easier clocking and payroll accuracy.


• Provide ample training and support during the transition and after launch.


• Solicit feedback from users about desired features or changes.


• Gamify adoption through friendly competition between cleaning teams.


• Phase more advanced features over time so users aren't overwhelmed initially.


• Recognize top adopters through rewards to motivate usage.


• Measure adoption rates frequently and respond promptly to lagging groups.


• Incorporate system data into reviews to tie adoption to performance management.


• Lead by example with managers fully embracing the system themselves.

With the right change management approach, your staff will be leveraging the new time tracking system to drive productivity and accountability.

The Future of Time and Attendance

Time and attendance systems are continuing to innovate with new capabilities on the horizon. Key trends to watch include:

• Enhanced analytics and business intelligence through artificial intelligence.


• Integration with HR systems and broader business software ecosystems.


• Facial recognition and other biometric clocks.


• Wearable technology integration, e.g. clocking-in/out with smart watches.


• Gamification elements such as performance scores and leaderboards.


• Location-based tasks assigning cleaners to sites based on proximity.


• Picture verification of cleaners on-site.


• Natural language chatbots to support human resources workflows.

Time and attendance systems will only grow more intuitive, intelligent, and integrated in the years ahead. Cloud platforms allow cleaning businesses to continuously adopt the latest innovations through seamless upgrades. The future looks bright when it comes to tracking worker hours and unlocking newfound productivity.

Implementing a modern time and attendance platform today will perfectly position cleaning companies to take advantage of the next wave of advancements. Workers hold the keys to providing outstanding service and maximizing profits. Equipping them with intelligent technology ensures cleaning teams have all the tools needed to excel now and into the future.