Common Time Tracking Problems and How to Fix Them

Discover common time tracking problems businesses face and simple solutions. Fix forgotten clock-ins, buddy punching, errors, and more easily.

All companies that monitor the time spent by employees face the same issues. The employees tend to forget to clock in, time cards are lost, wrong calculations and managers spend time doing rework. The issues are expensive, add pressure and complicate payroll. The bad news: these problems can be fixed with the press of a few buttons.

You do not necessarily have to accept them as normal. This guide will describe some of the most common time-tracking issues and provide some solutions that are practically implemented immediately.

Problem: Employees Forget to Clock In or Out

This is probably the most common of all time tracking problems. Employees arrive at work and start working without clocking in. Or they finish their shift and leave without clocking out. Sometimes they forget both.

Why This Happens: People get busy and distracted. They walk in thinking about their first task and forget the time clock. Or they're rushing to leave at the end of the day and simply forget.

Why This Is a Problem: Forgotten clock-ins mean you don't have accurate records of when people worked. This makes payroll difficult and can lead to paying employees incorrectly. It also wastes manager time trying to reconstruct hours.

Solutions:

Use Automatic Reminders: Modern time clock systems can send notifications to employees who haven't clocked in shortly after their shift should have started. A text or app notification reminds them immediately.

Place Time Clocks in Obvious Locations: Put the time clock right where employees enter the building. Making it impossible to miss reduces forgotten clock-ins.

Create a Routine: Help employees make clocking in part of their arrival routine, like putting their things away or getting coffee. Habits reduce forgetfulness.

Use Mobile Apps: Apps let employees clock in from their phones, making it easier to remember since they always have their phones.

Problem: Buddy Punching and Time Theft

Buddy punching is when one employee clocks in for another employee who isn't there yet. This is a form of time theft that costs businesses significant money.

Why This Happens: Employees do favors for friends. Someone running late asks a coworker to clock them in. Sometimes it becomes a regular arrangement between workers.

Why This Is a Problem: Buddy punching means you're paying employees for time they didn't work. Even a few minutes per day adds up to thousands of dollars per year across multiple employees.

Solutions:

Use Photo Verification: Systems that take a photo when employees clock in prevent buddy punching. You can't clock in for someone else when the system captures your photo.

Implement Biometric Time Clocks: Fingerprint or facial recognition systems verify identity. Only the actual employee can clock in with their unique biometric data.

Add GPS Tracking: For mobile workers, GPS tracking shows where each clock-in happened. This prevents remote clock-ins when employees should be on-site.

Make Policies Clear: Employees need to know buddy punching is serious and will result in discipline. Clear policies deter the behavior.

Problem: Illegible or Lost Paper Time Cards

Businesses still using paper time cards face constant problems with messy handwriting and lost cards.

Why This Happens: Paper time cards get damaged, misplaced, or filled out poorly. Handwriting is hard to read, especially when done quickly.

Why This Is a Problem: You can't process payroll if you can't read the time card or if it's missing. Time spent searching for cards or deciphering handwriting wastes manager hours.

Solutions:

Switch to Digital Time Clocks: Digital systems eliminate paper entirely. Everything is recorded electronically and can't get lost or become illegible.

Use Cloud Storage: Cloud-based systems store all data safely online. Even if something happens to a physical device, the data is secure.

Implement Backup Systems: If you must use paper temporarily, photograph or scan time cards regularly as backup.

Problem: Incorrect Time Calculations

Math errors happen frequently when calculating hours manually. Adding up hours across a week, calculating overtime, or converting time formats leads to mistakes.

Why This Happens: Humans make math errors, especially when tired or rushed. Complex calculations increase error likelihood.

Why This Is a Problem: Calculation errors mean employees are paid incorrectly. Underpaying creates legal problems and unhappy employees. Overpaying wastes money.

Solutions:

Use Automated Calculations: Digital time clock systems calculate hours automatically with perfect accuracy every time.

Implement Double-Checking: If manual calculations are necessary, have someone else verify the math before processing payroll.

Use Time Clock Software: Software handles complex calculations like overtime automatically according to rules you set..

Problem: Time Zone Confusion

For businesses with employees in multiple time zones, tracking time becomes complicated.

Why This Happens: Different locations operate in different time zones. Recording and comparing times gets confusing.

Why This Is a Problem: Time zone mistakes can result in paying for wrong hours or missing overtime that should have been paid.

Solutions:

Use Smart Time Clock Systems: Good systems automatically handle time zones, recording both local time and company headquarters time.

Standardize Recording: Decide whether to record times in local time zones or convert everything to one standard time zone.

Label Times Clearly: Always indicate which time zone is being used to prevent confusion.

Problem: Difficulty Tracking Remote Workers

Remote and field workers create unique time tracking problems since they don't come to a physical office.

Why This Happens: Traditional time clocks only work at fixed locations. Remote workers need different solutions.

Why This Is a Problem: Without proper tracking, you don't know when remote workers are actually working. This makes payroll difficult and reduces accountability.

Solutions:

Use Mobile Time Clock Apps: Apps let workers clock in and out from anywhere using their phones.

Implement GPS Tracking: GPS verification shows where workers were when they clocked in, ensuring they're at job sites.

Add Photo Requirements: Requiring a photo at clock-in verifies identity and provides proof of presence.

Problem: Manual Data Entry Takes Too Long

Transferring time data from time cards or sheets into payroll systems manually takes hours every pay period.

Why This Happens: Without integration, someone must type everything from one system into another.

Why This Is a Problem: Manual data entry wastes staff time and introduces errors. Typos and transposition errors are common.

Solutions:

Choose Integrated Systems: Select time tracking that exports directly to your payroll software.

Use Cloud-Based Solutions: Cloud systems often integrate seamlessly with other cloud tools.

Implement Direct API Connections: Some systems connect directly to payroll software, eliminating manual transfer entirely.

Problem: No Real-Time Visibility

Managers often don't know who's working, who's late, or who didn't show up until they check time records later.

Why This Happens: Traditional systems only show data when you specifically look for it, often hours or days later.

Why This Is a Problem: Delayed information means you discover problems too late to address them effectively.

Solutions:

Use Real-Time Dashboards: Modern systems show who's currently clocked in and working right now.

Set Up Instant Alerts: Configure notifications when employees are late, don't clock in, or other issues occur.

Provide Manager Mobile Access: Managers should be able to check status from their phones anytime.

Problem: Employees Can't See Their Own Hours

When employees can't easily check their recorded hours, they constantly ask managers and worry about being paid correctly.

Why This Happens: Paper systems and manager-only access prevent employees from seeing their own data.

Why This Is a Problem: Constant questions waste manager time. Employee anxiety about hours affects morale.

Solutions:

Provide Employee Self-Service: Systems should let employees view their own time records anytime.

Use Mobile Apps: Apps let workers check hours from their phones without bothering managers.

Send Regular Summaries: Automatic weekly summaries show employees their hours without them having to look.

Problem: Difficult to Handle Exceptions

Special situations like jury duty, bereavement leave, training, or emergency time off complicate time tracking.

Why This Happens: Standard time categories don't cover every situation that arises.

Why This Is a Problem: Tracking exceptions manually is time-consuming and error-prone.

Solutions:

Create Exception Categories: Build special time codes for common exceptions into your system.

Allow Custom Notes: Let managers add notes explaining unusual time entries.

Establish Clear Procedures: Define how each type of exception should be recorded.s.

Problem: System Downtime or Technical Issues

Technology sometimes fails—power outages, internet problems, or system crashes interrupt time tracking.

Why This Happens: Technical problems are inevitable with any technology system.

Why This Is a Problem: When the system is down, employees can't clock in and data might be lost.

Solutions:

Choose Reliable Systems: Select time tracking with good uptime records and reliable infrastructure.

Use Cloud-Based Solutions: Cloud systems typically have better redundancy and backup than local systems.

Implement Offline Capability: Systems that work offline and sync later prevent data loss.

Have Backup Procedures: Know what to do when systems are down—manual recording, notifications, etc.

Regular Maintenance: Keep systems updated and maintained to prevent problems.

Reliable technology and good backup plans minimize downtime impact.

Choosing Solutions That Work

When addressing time tracking problems, consider these factors.

Identify Your Biggest Problems: Focus on fixing the issues causing the most pain first.

Research Solutions: Look at how other businesses solved similar problems.

Try Before Buying: Use free trials to test solutions with real employees before committing.

Consider Integration: Solutions that work with your existing systems are easier to implement.

Think Long-Term: Choose solutions that will scale as your business grows.

Budget Appropriately: Invest enough to solve problems properly rather than choosing inadequate cheap solutions.

Get Support: Good customer support helps when implementing new solutions.

Conclusion

Time tracking problems don't have to be permanent frustrations. Almost every common problem has proven solutions that businesses successfully use every day. Whether your issues involve forgotten clock-ins, buddy punching, calculation errors, or any other challenge, better tools and processes exist.

The key is recognizing that these problems are costing your business time and money. Every hour managers spend fixing time tracking mistakes is an hour not spent on productive work. Every dollar lost to time theft or calculation errors is money leaving your business unnecessarily.

Modern time tracking technology solves most problems automatically. Digital time clocks, mobile apps, GPS verification, automatic calculations, and integrated reporting eliminate the vast majority of time tracking problems that businesses face.

Don't accept ongoing frustration with time tracking. Identify your specific problems, research appropriate solutions, and implement changes that make time tracking easier for everyone. Your managers, employees, and bottom line will all benefit from fixing these common issues.

FAQ’s

What are the most common time tracking problems?

The most common time tracking problems include employees forgetting to clock in or out, buddy punching (one employee clocking in for another), illegible or lost paper time cards, incorrect time calculations, difficulty tracking remote workers, and manual data entry taking too long.

How can I stop employees from forgetting to clock in?

Use automatic reminders that notify employees when they haven't clocked in, place time clocks in obvious locations, use mobile apps for easy access, and create consequences for repeatedly forgetting. Making clocking in part of the arrival routine also helps.

What is the best way to prevent buddy punching?

Use photo verification that captures employee images at clock-in, implement biometric time clocks with fingerprint or facial recognition, add GPS tracking for mobile workers, and make clear policies about consequences. These verification methods make buddy punching virtually impossible.

Should I switch from paper time cards to digital time tracking?

Yes, digital time tracking eliminates many problems including lost cards, illegible handwriting, calculation errors, and manual data entry. Digital systems are more accurate, save manager time, and provide better reporting. The benefits far outweigh the minimal cost.

How do I get employees to accept new time tracking systems?

Communicate benefits clearly, provide thorough training, start gradually with phases, get employee input on selection, offer support during transition, and show quick wins. Involving employees in the process and being patient during change increases acceptance.