Which is the Best Clocking in Machine for My Small Business?

Running a small business involves juggling countless tasks, and managing time efficiently is crucial. It’s a common challenge – how to keep track of your employees’ working hours in the most effective way? A clocking in machine could be the game-changer you need. Let’s explore why.

What is a Clocking in Machine?

A clocking in machine, or a time clock, is a device that meticulously records when your employees start and finish their work shifts. Seems simple, right? But the benefits this system brings to your business can be immense. It not only ensures that hours worked are accurately recorded – securing correct payment for your employees – but it also reduces the risk of payroll errors. This means a smoother, more efficient process for your business and improved employee satisfaction.

In the past, when we thought about clocking in systems, the image of a punch card machine was likely the first thing that came to mind. But as technology has evolved, so too have clocking in systems. We’ve shifted from pen and paper timesheets and manual punch clocks to far more sophisticated, accurate, and secure methods.


Different Types of Clocking in Systems for Small Businesses

Your business is unique, and its needs are specific. That’s why there are various clocking in systems available.


1. RFID Card / Fob Solutions

These systems use wireless technology to record unique numbers from a card or fob. They’re budget-friendly, simple to install, and easy for employees to use, making them a good option for small businesses starting their digit

al transition. The downside? They’re susceptible to ‘buddy punching’, where an employee can clock in for an absent colleague.


2. Digital and Swipe Cards

This is another straightforward solution where employees swipe their personal cards to log their hours. Again, these are user-friendly, but they share the same level of security as RFID/ Fob systems and are equally vulnerable to buddy punching. This could cost a business in the long run.


3. Smartphone Apps

In our technology-driven world, mobile apps have made their way into time management. These versatile applications can accurately track and monitor workplace attendance, making them a suitable solution for businesses with employees working from different locations. However, these require employees to have reliable smartphones and internet access, which may not always be the case.
Now, let’s consider a solution that combines security, efficiency, and accuracy in one package.


4. Biometric Solutions – Face and Fingerprint Scanners

Biometric systems are the epitome of advanced clocking technology. They leverage unique physical attributes – think fingerprints or facial features – to identify employees. Why is this a standout solution for small businesses? These systems, once exclusive to large corporations, are now within reach of budget-conscious small businesses, thanks to reductions in technology costs.
These systems virtually eliminate the possibility of buddy punching, ensuring an accurate record of hours worked, but the biggest benefit is that they will save you hours of admin when collating and verifying timesheets.
They also add a level of security by verifying the identity of those entering and leaving your workplace. While the initial investment can be higher than other systems, the long-term benefits – in terms of accuracy, security, and savings from preventing time theft – make them a smart choice.


Clocking in Systems for On-The-Road Employees

With the rise in remote and field-based work, clocking in systems have needed to adapt.

Rugged Portable Clocking In Machine

Solutions such as OnTimeM is a portable time and attendance unit for rugged and off-site environments and could be the best clocking in machine for your small business. It’s an ideal fingerprint time clock unit for tracking your staff or agency workers when you need a robust and durable mobile solution. It’s waterproof and dust-proof to IP65, battery that lasts up to 9 hours.

Mobile App

Mobile apps are a cost effective solution for hybrid home workers or those in the field and have optional gps functionality. There is also the option to set the requirement that a photo is taken at point of clocking in, meaning if your employee should be at a specific customer site or on patch by a certain time, you’ll have a record in case of queries and timesheet verification.


Integration of Clocking Machines with Payroll Systems

Here’s more good news for small businesses: modern clocking in machines can integrate with popular payroll systems. This helps automate payroll processes, saving valuable time and reducing the risk of errors. Less time spent on payroll means more time focusing on growing your business.
The usefulness of clocking machines extends beyond clocking in and out times. They can also track break times, ensuring employees take adequate breaks as per labour laws. This helps increase productivity and compliance.


Selecting the best clocking in machine for your small business involves balancing your specific needs, your budget, and the structure of your business. The right system – be it RFID cards for affordability, smartphone apps for convenience, or the superior security and accuracy of biometric solutions – is out there, waiting to revolutionise your time management.

It’s time to step into the future, make that investment, and see the positive impact on your business. And remember, if you need help deciding, our Almas Security Experts are here to assist.

More questions?

You can our definitive FAQ guide on all things Clocking In – here

Time and attendance software on computer showing different screen shots