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Keeping accurate records of employee work hours is a critical task for any business. Manual time tracking using paper timesheets can be tedious, prone to errors, and time-consuming to process for payroll. Web-based time clock software provides a modern solution to seamlessly track when employees clock in and out, calculate hours worked, overtime, and time off - all while eliminating the headaches of paper timesheets.

In this blog post, we'll explore the key benefits of using an online time clock system like Webclock and why it should be a vital component of any business's payroll and human resources processes. Whether you have 5 or 500 employees, read on to see how automating time tracking with Webclock can save you time and money.

Accurate Time Tracking

The number one priority of any timekeeping system is recording precise work hours. Webclock allows employees to clock in and out through an easy-to-use web interface. Employees can access the time clock from any computer or mobile device with an internet connection. This means no more racing to the office or waiting in line to punch in on a physical time clock. Employees simply log in to the Webclock portal and click to record their times as they start and end their shifts.

Webclock uses the computer's internal clock to timestamp each punch to the minute. This creates an accurate record of hours worked and eliminates manual data entry errors. The system will alert both managers and employees if they forget to clock in or out. With Webclock, you can be confident that every minute worked is captured, leaving no room for time theft or buddy punching exploits.

Automated Payroll Calculation

Processing payroll is a complex task that’s prone to mistakes when done manually. Webclock integrates with your accounting system or payroll processor to transfer hours worked data and automatically calculate regular and overtime pay. The software adheres to complex overtime and labor laws, so you avoid paying incorrect rates or getting penalized for compliance issues.

Webclock generates detailed timesheets, reduces payroll prep time, and minimizes costly payroll errors. The system calculates total hours, overtime, and time off balances each pay period and seamlessly transfers the data to your payroll system. This automation eliminates the need for manually creating reports, entering data, and figuring out pay.

Scheduling and Shift Management

The scheduling tools in Webclock provide a centralized portal for managers to create and distribute worker schedules. Employees can view schedules, request time off, and swap shifts from the interactive calendar interface. Managers are notified of shift changes and time off requests, allowing them to easily approve or deny based on staffing needs.

Webclock allows businesses to create and configure multiple job types with unique pay rates and overtime rules. Complex shift differentials and labor regulations are automatically applied to hours worked and overtime calculations. Businesses save time creating schedules and experience less payroll errors from incorrect pay rates.

Geofencing and Mobile Tracking

Webclock offers optional GPS and geofencing functionality to track employees working remotely. Employees can clock in and out through the Webclock mobile app which uses their phone’s GPS to record their location.

Managers set up geofences around job sites or service areas. Employees are then required to be within the geofence to clock in and out of a shift. This prevents employees from clocking in from home when they should be on a job site and provides proof of location along with time tracking. Supervisors can view maps showing employee locations in real-time and historic data to verify attendance.

For field service businesses and remote teams, the Webclock mobile app with GPS tracking provides oversight while giving employees flexibility to work from anywhere. Geofencing confirms attendance and that time worked maps to the appropriate job site or service territory.

PTO and Time Off Tracking

Tracking paid time off (PTO) and sick leave is a headache for many payroll administrators. Webclock automatically keeps tabs on employee time off balances, deducts time from a leave bank when used, and alerts when balances are low.

Employees can submit PTO requests which flow through configurable approval workflows with automated notifications. Approved time off is reflected on schedules and deducted from the employee’s balance. This simplifies leave management for HR personnel and gives employees transparency into their remaining vacation or sick time.

Along with vacation tracking, Webclock can be configured to accrue vacation balances based on tenure, hours worked, or other criteria you define. The system will automatically add leave to each employee’s bank per your policies. Custom accrual rates and caps prevent over-accrual while ensuring employees earn time off fairly.

Compliance and Labor Law Adherence

Time tracking software reduces compliance risk and prevents costly lawsuits or fines from labor regulation violations. Webclock automatically applies federal, state, and local labor laws in its calculations for overtime thresholds, minimum wage, and mandatory break times.

For example, monitoring consecutive hours worked without a required break or restricting off-the-clock work is handled within Webclock based on the parameters you set. Rounding, overtime eligibility, and child labor rules are all configured based on your jurisdiction and enforced during time tracking. This takes the burden off managers to know and ensure compliance across dozens of locations and diverse workforce rules.

The immutable time stamp audit log provides proof of compliance during audits or dispute claims. Configuring Webclock to reflect your labor policies and local regulations provides peace of mind and avoids large back-pay awards or fines.

Time Clock Options and Hardware

Webclock offers versatile options for employees to clock in and out:

Web Portal: Employees access the Webclock login page from any computer or mobile browser.

Mobile App: Native iOS and Android apps allow clocking in/out from any location.

SMS Text: Employees can clock in/out by texting a code to Webclock

Call-in: With a phone call to Webclock’s automated line, employees can clock in with voice commands.

Biometric Hand Readers: Option to implement biometric hand readers for touch-free clocking security. Reads vein patterns in the hand for a 100% match to each employee.

Proximity Cards/Fobs: Use RFID badge taps on a badge reader clock for fast in-office punching.

Webclock integrates with a variety of third-party time clocks. This allows businesses to choose the right mix of mobile, desktop, and hardware time clock options. Employees can switch between methods based on their needs and location. And administrators always get a consistent set of generated timesheets and reports.

Visibility and Reporting

Webclock provides robust reporting and data exports to inform workforce management and give visibility into time tracking trends. Managers can view:

- Hours worked and overtime reports by employee, team, or location

- Scheduled vs. worked hours comparison

- Job costing reports

- Attendance tracking and absenteeism

- Break and lunch violation alerts

- Indicators of buddy punching or time theft

Exporting data to payroll systems, HRIS platforms, and general accounting software is easy with Webclock’s integration capabilities. Custom reports can be scheduled and automated to managers or ownership stakeholders.granular analytics on employee time enables better decisions on scheduling, overtime, and labor costs.

Implementing Webclock

Getting started with Webclock is fast and straightforward:

1. Signup for Webclock service online - takes 5 minutes

2. Configure time tracking settings, pay rates, leave policies, and compliance rules

3. Employees download mobile app or bookmark web login page

4. Managers setup employee accounts, schedules, and optional hardware

5. Employees begin clocking in and out through chosen methods

6. Webclock compiles hours worked and syncs to your payroll system

7. Managers access Webclock reporting dashboard for insights

Because Webclock is cloud-based, there’s no software to install or infrastructure to setup and maintain. The SaaS delivery means you can be up and running the same day. Built-in implementations wizards walk you through the steps to get configured based on your specific policies and use cases.

Ongoing system administration is minimal. Employees are automatically added and removed from the system based on your HRIS. Rule and policy changes sync across the platform with a few clicks. Seamless upgrades provide access to the latest features without migrations.

Secure and Reliable

As a cloud platform built on Amazon Web Services infrastructure, Webclock provides the performance, reliability, and security expected of modern SaaS applications. Data is replicated in real-time across multiple geographic regions for disaster recovery. Leading physical, network, and application security protect sensitive employee data stored in the system.

Regular audits verify Webclock’s security posture and compliance with regulations like SOC 2. Credentials are encrypted using industry best practices and access restricted based on user roles. An audit log tracks data changes, logins, and administrator actions for transparency.

Webclock maintains high availability through its cloud architecture that lacks single points of failure. Guaranteed uptimes in excess of 99.95% ensure clocking functionality is there when your employees need it. The mobile apps and offline modes provide contingency options in the event of internet outages or loss of connectivity.

Why Webclock?

Using paper timesheets or spreadsheets to track hours is inefficient and prone to problems for any size business. Webclock provides a scalable, cloud-based time tracking system that managers and employees access from anywhere. Seamless experiences through the web and mobile apps encourage employee adoption. Integration with payroll systems eliminates double entry and manual calculation errors.

Powerful functionality like mobile geofencing, scheduling, and automated compliance enforce your policies while saving administrative time. Insightful reports provide visibility into labor metrics important for optimizing your workforce.

Webclock gives businesses a single solution to:

- Record accurate employee work hours across locations
- Sync time data to payroll without manual entry
- Enforce labor regulations and scheduling policies
- Add verification with geofencing and biometric scans
- Let employees clock in/out from any device
- Maintain high uptime and data security


With hourly rates and labor making up a significant cost for today’s businesses, it’s critical to have precise tracking and controls in place. Eliminating inefficient manual timekeeping processes allows managers to focus on value-added tasks. Webclock provides the right mix of automation, centralization, and analytics for organizations with hourly workforces.

The wide range of configuration options make Webclock suitable for businesses across many industries like:

- Restaurants & Hospitality
- Healthcare
- Retail & Merchant Services
- Field Services
- Manufacturing & Warehousing
- Churches & Nonprofit


An intuitive online time clock system with mobile flexibility improves workforce management and unburdens your payroll team. The 24/7 access empowers employees to clock in from multiple devices which improves adoption compared to traditional wall-mounted time clocks.

If your business seeks to upgrade its time tracking technology, reduce payroll headaches, and gain workforce insight, Webclock is an essential tool. The rapid deployment, competitive pricing, and responsive support provide a strong business case for adoption. Sign up today for a free trial to experience the benefits first-hand.