Construction sites are busy places with workers coming and going at all hours of the day. Keeping track of time and attendance can be a real challenge. However, having an accurate record of hours worked is extremely important for payroll, billing, cost tracking and more. Implementing the right time and attendance system can streamline this process and bring greater efficiency to your construction business. In this blog post, we'll look at the key factors to consider when selecting a time and attendance system for a construction site and review some of the top options on the market today.
Requirements for Construction Site Time Tracking
Construction sites have some unique requirements when it comes to tracking time and attendance. Here are some of the most important factors to keep in mind:
- Rugged durability - Construction sites are tough on equipment. Your time tracking system needs to stand up to dirt, dust, rain, extreme temperatures and even the occasional drop. Look for industrial-grade hardware that can handle the conditions.
- Flexible check-in/check-out - Workers start and end shifts at varying times. The system needs to accommodate flexible check-in/check-out 24/7.
- Easy to use - Workers have their hands full of tools and materials. The clock in/out process needs to be quick and easy, even with gloves on.
- Offline capability - Construction sites often have spotty internet. The system must be able to continue collecting data offline and sync when connection is restored.
- Geofencing - The ability to automatically clock in/out based on GPS location is a great feature for construction sites. It removes the need to remember to clock in and reduces buddy punching.
- Robust reporting - Project managers need access to detailed reports on hours worked, overtime, job costing and more. The system should have customizable reporting.
- Access control integration - Some systems can integrate with access control systems to prevent badge swapping and provide verification that the right person is on site.
- Payroll integration - The ability to export data to payroll systems saves significant time. Make sure the time and attendance system integrates with your payroll platform.
- Budget-friendly - Construction operates on tight margins. Look for an affordable system based on the number of users you need. Avoid systems with high upfront costs or expensive proprietary devices.
With these requirements in mind, let's look at a few of the time and attendance systems that can work well on construction sites.
Biometric Time Clocks
Biometric time clocks use fingerprint or hand scanners to identify employees. This solves the problem of buddy punching and makes it easy for workers to clock in, even when wearing gloves. Here are some top options:
- Lathem FaceIN - FaceIN uses facial recognition to clock workers in instantly. The terminal has a built-in camera and employees simply look at the screen. No need for fingerprints or badges. It also allows supervisors to validate hours worked through a cloud portal.
- Kronos Touch ID - The Kronos Touch ID terminal scans fingerprints to identify workers. It has an industrial-grade touchscreen optimized for use with gloves. It runs on WiFi but can store up to 100,000 transactions offline.
- Allied Time Ruggedized HandPunch - Allied's terminal uses a hand scanner to read the shape, size and ridges of workers' hands. It has military-grade hardware that stands up to tough conditions. Offline mode and compatibility with popular payroll systems makes it a top choice.
Proximity Card Readers
Proximity card readers are a popular choice because construction workers often already carry access control badges. Workers simply wave or tap their badges near the readers to clock in/out. Here are two top options:
- EMaRapID Long Range Reader - This reader can scan proximity cards from up to 50 feet away. Workers don't have to dig for their badges. It can connect to the cloud or integrate with on-site software.
- Storm ID S-30 - This rugged alumium reader has vandal-proof screws to prevent tampering. It scans badges up to 5 feet away and includes a keypad for manual input. Features like support for 8 hour shifts make it great for construction sites.
Mobile Apps
Using a mobile app allows workers to clock in/out from their phones or company-provided devices. GPS geofencing provides automated clocking based on location. Here are two to consider:
- TSheets - This app works online and offline and has advanced geofencing capabilities. It offers 360 degree employee tracking including time tracking, GPS location, job costing and more.
- Boomr Mobile - This simple app uses geofencing and geo-stamping to clock workers in based on their location. It runs on phones, tablets or purpose-built devices. Features like weather tracking and reminders increase engagement.
Cloud-Based Software
Web-based time and attendance systems provide access from anywhere and help consolidate data across construction sites. Here are two top options:
- Homebase - Homebase offers advanced scheduling, time tracking and reporting all through an easy web interface and mobile app. Its job costing and overtime tracking features are tailored to construction businesses.
- TimeStation - This platform has customizable workflows, payroll integrations, automated alerts and more. Robust permissions allow project managers to oversee their jobs while controlling access. It scales to any number of users and sites.
Considerations When Choosing Construction Time and Attendance Software
With many great options on the market, choosing the right time and attendance system comes down to considering the needs and culture of your business. Here are some top factors to weigh:
- User-friendliness - The system needs to be intuitive and easy to use. Complicated devices that require extensive training won't be embraced by workers in the field.
- Cost - Consider setup costs, monthly fees per user, onboarding and ongoing support. Ensure the cost aligns with your budget.
- Scalability - Consider how system will scale as your business grows. Some handle unlimited users and sites better than others.
- Management capabilities - The backend system should provide robust reporting and have permissions to control access.
- Implementation process - Look for providers with resources to help customize setup and provide training during rollout.
- Support - Find a provider with solid technical support in case issues arise. Response time and availability should align with your needs.
- Interoperability - Consider how well the system integrates with your other platforms like payroll, HRIS, ERP, etc. APIs can help connect systems.
By carefully weighing these factors, you can find the time and attendance system that best fits your construction business. The right system will scale with your growth, enhance visibility into labor data, and create efficiencies that save time and reduce payroll errors. Investing in construction workforce management technology can have a significant long term impact on your operations.
Implementing a Time and Attendance System
Once you’ve selected a time and attendance system for your construction site, it's time to think about implementation. A well-planned rollout and training program is crucial to achieving adoption. Here are some best practices:
- Start with key stakeholders - Get buy-in from managers and administrators who will oversee the system. Train them first.
- Clarify policies - Review time, attendance and overtime policies. Set rules for clocking locations, schedules, breaks, etc.
- Communicate the rollout - Let employees know when the system launches and the benefits it will bring.
- Phase the rollout - Stagger the deployment across crews, divisions or regions. Learn and adjust as you go.
- Provide hands-on training - Don't just hand out manuals. Have on-site training sessions and let employees practice using the system.
- Use super users - Identify employees who pick things up quickly and lean on them to provide support to their peers.
- Audit data - Review initial data logs to spot any issues with policy compliance, system use, or needed adjustments.
- Solicit feedback - Get input from managers and employees on their experience. Use it to fine tune your approach.
- Shore up support - Have help resources handy during the rollout such as videos, knowledgebases and dedicated contacts.
Following best practices for implementation will ensure a smooth transition to your new time and attendance system. With proper training and support, you'll see rapid adoption.
Getting the Most from Construction Workforce Management Technology
Investing in a modern time and attendance system can transform workforce management. But the technology is only part of the equation - you also need to leverage it for maximum benefit. Here are some tips:
- Take advantage of analytics - Don't just rely on clock in/out times. Use reporting to gain insights into overtime, absenteeism, schedule patterns and more.
- Tie data to productivity - Match labor hours with budgets, production goals and project phases to identify what’s working.
- Refine schedules - Leverage data to find gaps between capacity and demand. Adjust schedules and staffing to better align.
- Enhance visibility - Give foremen and project managers access to reports and dashboards specific to their sites and crews.
- Use offline mode - When internet is spotty, have workers clock in offline via mobile, barcode scan or other methods. Sync when connected.
- Go paperless - Eliminate paper timesheets by having supervisors approve hours right in the system.
- Integrate systems - Connect payroll integration, HR platforms and ERP to eliminate manual data entry and reduce errors.
- Motivate employees - Use friendly competition, rewards programs or incentives to drive engagement with the new system.
- Continuously train - Provide refresher courses and training videos to keep employees up to speed on features.
- Stay up to date - Leverage automatic updates from your provider so you always have the latest features and security.
- Review policies - Revisit clocking procedures, overtime rules and approval workflows. Update as needed.
- Get employee feedback - Check in with employees to see what they like about the system and what could be improved.
- Market benefits - Let customers and prospects know about your workforce management technology to reinforce your professionalism.
By fully utilizing a modern time and attendance system tailored to construction sites, you gain access to robust data and insights that allow you to control costs, enhance productivity and streamline payroll. Choosing the right system and implementation approach is critical. But you also need to leverage all of the system's capabilities with training, policy review and continuous improvement. The investment pays dividends across your construction business.
In Summary
Tracking time and attendance at construction worksites brings unique challenges. Employees work irregular hours, move between locations, and clock in and out numerous times per day. Finding a purpose-built system that can handle flexible check-ins/outs, capture data offline, integrate with other systems and provide robust analytics is critical. With so many solutions now available, it pays to thoroughly assess your needs before choosing a system. Look for durable hardware, easy-to-use terminals, moblie capabilities, geofencing and configuration options to match your requirements. With a powerful platform in place and a training plan tailored to construction crews, you can achieve full adoption of your new workforce management system. And with better data, you’ll gain insights to reduce payroll errors, control labor costs, incentivize productivity and more. The right construction timekeeping solution pays for itself many times over.
