The Importance Of Clocking In Machines

Clocking In Machines have revolutionised the way businesses monitor employee attendance. These devices, which come in many shapes, sizes and types, not only streamline the process of time tracking, rotas and pay for staff, but insights from reporting can deliver valuable insights for improving productivity, managing risk and identifying efficiency gains.

Patent drawing of Bundy's time recorder
Photo credit – Google patent images 


What Is A Clocking In Machine?

A clock in machine, also known as a time clock, is a device which records the time an employee starts and finishes work. The first one invented is

credited to Willard Bundy, who was a jeweller in New York – it was patented in 1890. Initially called a ‘time recorder’, it was designed to help employers track the hours worked by their employees more accurately. It was a mechanical device where employees inserted a card into a slot – it would stamp the time and date on the card – which provided the record of the employee clocking in and then out again.

Fast forward to today and clocking in machines have evolved significantly! Punch clocks have been replaced by cards, mobile clocking in apps and more recently biometric systems.

How Does A Clocking In Machine Work?

Well in very simple terms, there are 3 key steps:

  1. Identifying the specific employee
  2. Recording whether the employee is starting or ending their shift, or taking a break.
  3. Recording the date and time of that specific event

However, of course modern time tracking systems have much more functionality because of the analysis of that data. Additional features include:

  • Real time monitoring of who is on site
  • Automatic calculation of hours worked and overtime
  • Absence recording, tracking and trend analysis
  • Integration with payroll software
  • Some include scheduling and further HR functionality or integration with HR software.


What is Time Theft and How Does It Relate to Clocking In?

At the same time clocking in machines were invented,  employees started thinking of ways of circumvent them too! Time theft is when employees are paid for time they didn’t actually work or for tasks they didn’t actually perform. It’s essentially “stealing” time from an employer and can take many forms, including:

Buddy Punching: This is when one employee clocks in or out for another. For example, if an employee is running late, they might ask a coworker to clock in for them so it appears they arrived on time.

Long Breaks: Taking longer breaks than allocated, such as extended lunch hours or extra personal time, without making up for it.

Excessive Personal Time: Spending an excessive amount of work time on personal activities, such as making personal phone calls, browsing the internet, or socialising with coworkers, also constitutes time theft.

Late Arrivals or Early Departures: Frequently arriving late or leaving early without adjusting time records accordingly.

Inaccurate Timekeeping: Manually recording inaccurate start or finish times. For example, an employee might record that they started work at 8:00 AM when they actually arrived at 8:15 AM.

Time theft can have significant financial implications for a business, as it results in paying for work not actually performed. Some studies have estimated it as high at 7% of a company’s profits. Over time, even minor time theft can add up to substantial costs. This is why many businesses invest in time and attendance systems, which can help prevent many forms of time theft. However, it’s also important for businesses to foster a positive work culture where employees feel valued and are intrinsically motivated to do their best. This can also help mitigate the issue of time theft.

Check out our Time Theft Calculator to see how much it’s costing your business. You’ll be shocked!


Why is Time Theft Detrimental To Businesses?

Time theft can create a significant drain on resources, and its effects can be more widespread than just the financial impact. It’s important to understand the different ways in which time theft can harm an organisation:

Decreased Productivity: When employees engage in time theft, they’re not completing their tasks efficiently or to the best of their abilities. This leads to decreased productivity, which can impact a company’s bottom line and also delay project timelines.

Increased Operational Costs: Time theft results in higher payroll costs without any corresponding increase in productivity. This means the company is essentially paying for time that has not contributed to its operations or goals.

Poor Employee Morale: If certain employees are engaging in time theft and getting away with it, it can breed resentment among those who are following the rules. This can lead to a toxic work environment, which can further impact productivity and increase turnover.

Unfair Workloads: Time theft can result in an uneven distribution of work. Employees who are honestly putting in their hours may end up picking up the slack for those who are stealing time, leading to burnout and resentment.

Damages Reputation: If time theft becomes rampant and widely known, it could damage the company’s reputation, making it more difficult to attract quality talent or retain clients and customers.

Combating time theft requires a multi-pronged approach. Technological solutions like biometric time clocks or digital time-tracking software can certainly help. But it’s also important to foster a positive and transparent work culture where employees are aware of the consequences of time theft and feel motivated to contribute their best during their working hours. Providing adequate breaks and ensuring workloads are reasonable can also reduce the temptation for employees to engage in time theft. Regular training, clear communication about company policies, and consistent enforcement can also go a long way toward minimising this issue.

What is ‘Buddy Punching’ in relation to Clocking In?

‘Buddy punching’ refers to a fraudulent practice where an employee clocks in or out on behalf of another employee. It commonly occurs in workplaces that use a time and attendance system or punch clock to record employees’ working hours. Typically, an employee will ask a coworker to clock in or out for them when they are not actually present at work, or when they are running late, allowing them to falsely inflate their attendance records and potentially receive payment for hours they did not work.

Buddy punching can be a serious issue for employers as it leads to inaccurate timekeeping records and payroll discrepancies. It can result in financial losses for the company and may also create a negative work culture by undermining fairness and trust among colleagues.

How Do I Stop Buddy Punching In My Business?

To combat buddy punching, many organisations implement measures such as biometric time clocks (e.g., fingerprint or facial recognition) or unique access codes to ensure that only the intended employee can clock in or out (although that doesn’t stop an employee giving their code to a colleague). These systems help to verify the identity of the individual and reduce the likelihood of fraudulent timekeeping practices.

Overall, buddy punching is an unethical and dishonest behaviour that undermines the integrity of attendance tracking systems and can have detrimental effects on the employer, the team spirit and the workplace environment.


What are The Working Time Regulations?

We mention the WTR a lot when we talk about clocking in systems. The Working Time Regulations (WTR) are a set of laws in the United Kingdom that govern various aspects of working time and rest periods for employees. The regulations provide protection for workers’ health, safety, and well-being by establishing limits on working hours, rest breaks, and annual leave entitlements. As an employer in the UK, it is important to understand and comply with these regulations. Here are some key aspects and your legal responsibilities:

  1. Maximum working hours: The WTR sets a limit on the average working time for most workers to 48 hours per week, usually calculated over a 17-week reference period. However, employees have the right to opt-out of this limit if they choose to work longer hours.
  2. Rest breaks: Workers are entitled to rest breaks during their working day. For adults, the general entitlement is a 20-minute uninterrupted break if they work for more than 6 hours per day.
  3. Daily and weekly rest: Workers are entitled to a minimum of 11 consecutive hours of rest in each 24-hour period. Additionally, they should have at least one full day (24 hours) off per week or two days off per fortnight.
  4. Annual leave: Employees have the right to a minimum of 5.6 weeks (28 days for full-time workers) of paid annual leave per year. This includes public holidays.
  5. Night work: The WTR includes specific provisions for night workers, who have the right to regular health assessments and certain protections to ensure their health and safety.
  6. Record keeping: Employers are required to keep records to demonstrate compliance with the WTR, such as records of working hours and rest breaks.

What are my legal responsibilities as an employer with regards to the WTD?

As an employer, your legal responsibilities include:

  • Complying with the maximum working time limits and ensuring that employees do not exceed the average 48-hour limit unless they have voluntarily opted out.
  • Providing adequate rest breaks and ensuring that employees have sufficient daily and weekly rest periods.
  • Ensuring that employees receive their annual leave entitlement and that it is paid appropriately.
  • Protecting the health and safety of night workers and providing the necessary assessments and safeguards.
  • Maintaining accurate records to demonstrate compliance with the WTR.

It is important to note that the specific requirements and exemptions under the Working Time Regulations may vary depending on the circumstances and industry. It is advisable to consult the UK government’s official guidance or seek legal advice to ensure full compliance with the regulations in your particular situation.


Can I use biometric clocking in reporting for HR/ disciplinary investigation purposes?

The use of biometric time reporting systems for HR or disciplinary investigations can be a sensitive topic, and it may depend on the specific legal and regulatory framework in your sector. Here are some general considerations:

Privacy and data protection: Biometric data, such as fingerprints or facial recognition, is considered sensitive personal data in the UK and Ireland and therefore is covered by the GPDR (and UK GDPR). Before implementing biometric systems for HR or disciplinary purposes, you must ensure compliance with applicable data protection laws and regulations. This includes obtaining informed consent from employees, implementing appropriate security measures to protect the biometric data, and adhering to data retention and deletion requirements. We recommend that a privacy impact assessment is conducted, this will detail the business case for implementing biometric clocking in.

Legal requirements and proportionality: The use of biometric systems for HR or disciplinary investigations should be necessary, proportionate, and in compliance with relevant employment laws. It’s important to conduct a privacy impact assessment detailing the business case for biometric clocking in and the collection, storage, and use of biometric data.

Policy and transparency: Clearly communicate to employees the purposes for which their biometric data will be used, including any potential use for HR or disciplinary investigations. Develop and implement policies that outline the procedures and safeguards in place for handling and accessing biometric data.

Consent and employee rights: Obtain explicit and informed consent from employees before collecting and using their biometric data. Employees should have the right to refuse or withdraw consent without facing adverse consequences. This would involve there being an alternative method to clock in if they object, such as a unique code or card. Additionally, ensure that employees have access to their own biometric data and understand their rights regarding its use.

Alternative investigation methods: Consider whether there are alternative methods for conducting HR or disciplinary investigations that do not rely on biometric data. Biometric data should only be used when it is necessary and reasonable for the investigation, and less intrusive methods may be more appropriate in some cases.


Which Is The Best Attendance Clocking In Machine For My Business?

Choosing the best time and attendance clocking machine for your business depends on several factors such as the size of your business, specific requirements, budget, and desired features. Here are a few popular options that you can consider:

Biometric Time Clocks:

These machines use fingerprint or facial recognition to identify employees. They are highly accurate and prevent buddy punching (when employees clock in for each other). Examples include the Z-Pad, OnTime X and more..

Proximity Card Readers:

These machines use RFID or proximity cards that employees can tap on the device to clock in and out. They are convenient and offer a good balance between security and ease of use. Examples include the Icon Time Systems TotalPass P400 and the Lathem PC700.

PIN or Badge Entry Clocks:

These machines require employees to enter a unique PIN or use a badge with a barcode to clock in and out. They are cost-effective options and suitable for businesses on a tighter budget. Examples include the Allied Time AT-4500 and the Pyramid 3500.

Mobile Time Tracking Apps:

Instead of physical devices, these apps allow employees to clock in and out using their smartphones. They are convenient, especially for remote or mobile workers. OnTime mobile includes the ability to require a photo at point of clocking in, and can be set to record GPS location.

Web-based Time Clock Systems:

These systems allow employees to clock in and out through a web portal. They can be accessed from any device with an internet connection. Examples include ADP Time & Attendance and Paychex Flex.


It’s essential to assess your business needs, consider factors like the number of employees, security requirements, integration with other HR systems, and the level of support provided by the vendor. Additionally, read reviews, compare features, and consider requesting demos or trials to determine which time and attendance clocking machine suits your business the best.


Factors to consider when choosing a time and attendance clocking in machine for your business:


Consider the growth potential of your business. Will the chosen clocking machine be able to handle an increasing number of employees? Make sure the system can accommodate your future needs without requiring a complete overhaul.


If you already use HR or payroll software, check if the clocking machine can integrate with those systems. Seamless integration can streamline your administrative processes and eliminate manual data entry.

Reporting and Analytics:

Look for a clocking machine that offers robust reporting and analytics features. This will allow you to generate attendance reports, track employee hours, and analyse data to make informed decisions about scheduling, overtime, and labor costs.


Depending on your industry and location, there may be specific labor regulations and compliance requirements that you need to adhere to. Ensure that the time and attendance system can support these compliance needs, such as tracking breaks, managing overtime, and generating legally required reports.

Ease of Use:

Consider the user-friendliness of the clocking machine. A straightforward interface and intuitive navigation will make it easier for employees to clock in and out accurately, reducing errors and frustration.

Support and Maintenance:

Check the level of support provided by the vendor. Look for reliable customer support channels, such as phone or email, and inquire about software updates and maintenance requirements. A responsive support team can help address any issues promptly.


Determine your budget for a time and attendance system, including both upfront costs and ongoing expenses such as licensing fees or maintenance. Consider the return on investment (ROI) the system can provide in terms of time saved, reduced errors, and improved efficiency.


Ensure that the clocking machine has appropriate security measures to protect employee data. Features such as encryption, secure data storage, and user access controls are essential to maintain data privacy.


By considering these factors, you can make a more informed decision when choosing the best time and attendance clocking in machine for your business. Remember to evaluate multiple options, compare features, and assess how well each solution aligns with your specific requirements.


UK GDPR and Clocking In Systems

When implementing a time and attendance system in the UK, you need to consider several factors related to the General Data Protection Regulation (GDPR) to ensure compliance. Here are some relevant factors:

1. Lawful Basis for Processing: Identify the lawful basis for processing personal data under GDPR. This could include obtaining employee consent, fulfilling a contract, complying with a legal obligation, protecting vital interests, performing a task carried out in the public interest, or pursuing legitimate interests.

2. Data Minimisation: Ensure that the system collects and processes only the necessary personal data required for time and attendance purposes. Minimise the amount of personal information collected and retain it for the minimum required time.

3. Employee Rights: Inform employees about their rights under GDPR, including the right to access their personal data, rectify inaccuracies, erase data in certain circumstances (the right to be forgotten), restrict processing, and object to processing. Provide them with clear information about how their data will be used and their rights in relation to the time and attendance system.

4. Security Measures: Implement appropriate technical and organisational measures to ensure the security of personal data. This includes measures to protect against unauthorised access, accidental loss, destruction, or damage. Implement encryption, access controls, regular backups, and secure data storage.

5. Data Transfers: If personal data is transferred outside the UK or European Economic Area (EEA), ensure that appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs), Binding Corporate Rules (BCRs), or other approved mechanisms.

6. Data Retention: Determine the appropriate retention period for personal data collected by the time and attendance system. Ensure that personal data is not retained for longer than necessary and establish a clear data retention policy.

7. Data Subject Requests: Establish processes to handle data subject requests, such as requests for access, rectification, erasure, or restriction of processing. Have mechanisms in place to verify the identity of the data subjects making such requests.

8. Privacy Impact Assessment (PIA): Conduct a PIA to assess the potential risks and impacts on data protection and privacy when implementing the clocking in system. Identify and mitigate any potential risks or vulnerabilities.

9. Data Breach Notification: Implement procedures to detect, investigate, and report any personal data breaches promptly. Develop a data breach response plan that outlines the necessary steps to be taken in the event of a breach and ensure that employees are aware of their reporting obligations.

10. Supplier Compliance: If you engage a third-party vendor for the time and attendance system, ensure that they are GDPR compliant. Assess their data protection practices, security measures, and contractual obligations related to data processing.

It is important to note that this information serves as general guidance, and it is recommended to seek legal advice or consult with a data protection professional to ensure compliance with the specific requirements of the UK GDPR and any other applicable regulations.


What Are The Benefits Of Clocking In Machines For Companies?

Biometric clocking-in machines, also known as biometric time and attendance systems, offer several benefits for businesses, which include:

Accuracy: Biometric systems use unique physiological characteristics, such as fingerprints, facial recognition, or iris scans, to identify employees. This level of personal identification is incredibly accurate, eliminating errors that might occur with manual timekeeping.

Prevent Time Theft: One of the biggest benefits is the prevention of “buddy punching”, a practice where one employee clocks in for another who is not present. Because biometric systems require the presence of the specific employee, they make this form of time theft impossible.

Improved Productivity: With a biometric system, the process of clocking in and out is quick, and data is automatically recorded and processed. This frees up time that might have been spent on manual data entry or error correction, allowing more time for productive work.

Save Money: By ensuring accurate timekeeping and preventing time theft, businesses can save significant amounts of money over time.

Security: In addition to clocking in and out, biometric systems can be used to control access to certain areas within a business, increasing security by ensuring only authorised individuals can enter these areas.

Efficient Record Keeping: Biometric time and attendance systems digitalise records, making it easier to manage, access, and review employee data. This can be extremely helpful for HR departments during audits, performance reviews, or disputes.

Employee Accountability: The accuracy of biometric systems means that employees are held accountable for their work hours. This can help manage issues of punctuality or unauthorised breaks.

Integration with Payroll Systems: Many biometric systems can be integrated with payroll systems, streamlining the process of calculating pay based on hours worked. This can save administrative time and reduce errors.

Fairness: Since biometric machines provide objective data on employees’ attendance and punctuality, it encourages a fair work culture where all employees are treated equally based on their actual working hours.

It’s worth noting that while biometric clocking-in machines have many benefits, they can also raise certain issues, particularly around data security and privacy, which must be carefully managed by businesses.


Different Types of Clocking In Machines

Clocking in machines, also known as time clocks or time and attendance systems, track and monitor when employees start and finish work. The mechanism of operation may vary depending on the type of time clock. Here’s a simple overview of how different types work:

Traditional Punch Clocks: These are the oldest type of time clocks. Employees are given a card with their name or ID number. To clock in or out, they insert this card into the machine, which then stamps the time and date on it. The traditional time clocking in machine is a mechanical device. The employee is given a paper time card for the pay period, which they insert into the time clock. The clock then punches or stamps the time and date onto the card, providing a record of when the employee clocked in or out. At the end of the pay period, the employer or HR department gathers all the cards and manually calculates the hours worked by each employee.

Digital Time Clocks: These machines require employees to clock in and out using a digital code or a swipe card. When an employee enters their unique code or swipes their card, the system records the time of their arrival or departure. The data is typically sent to a computer system where it can be reviewed and processed.In a digital time clock system, each employee is typically assigned a unique PIN or a swipe card. The PIN is entered, or the card is swiped or inserted into the machine, and the system records the time of clock-in or clock-out. The data is usually sent in real-time to a computer system, where it can be accessed by managers or HR for payroll calculations and attendance tracking. These systems can be more accurate than traditional punch clocks as they eliminate the possibility of errors in manual calculation.

Biometric Time Clocks: Biometric systems use unique physiological characteristics like fingerprints, facial recognition, or iris scans to identify employees. An employee will place their finger on a scanner or look into a camera, and the system will verify their identity and record the time of their arrival or departure. This system can be directly linked to a digital database for easy data processing. These systems require an employee to clock in or out using their unique biological characteristics. They might place their finger on a fingerprint scanner, or a camera might scan their face or iris. The system verifies the employee’s identity and logs the time. Because these systems require the physical presence of the individual, they can prevent “buddy punching” and other forms of time theft. The data from these systems is often sent directly to a computer system for processing, providing an efficient and accurate way of handling payroll and attendance.

Mobile and Web-based Clocks: With the rise of remote work, these systems have become increasingly common. Employees can clock in or out via a mobile app or a web-based system on their computer. The system then logs their clock-in and clock-out times. Some systems allow for GPS location at the time of clocking in and can also be set to require a photograph at the time of clocking in. Virtual ring fences can be put in place, with alerts set if field employee hasn’t left their home by a certain time. For employees that are required to visit customers, you can get them to check in at a certain point which provides a record that they were there at a specific time. This is helpful for domiciliary care workers.

Across all these types, the common function is to record the work hours of employees accurately. These systems not only automate the time-consuming process of manual time tracking but also provide data that can help with labor cost management, work schedule optimisation, and overall business planning. However, it’s important to also be aware of the potential concerns such as privacy issues and the potential for system glitches or inaccuracies.


Can An Employee Refuse To Use A Biometric Clocking In Machine For Time And Attendance?

Employees may have concerns about the use of biometric time clocks at their workplace due to privacy or religious reasons. However, whether they can refuse to use such a system can depend on a variety of factors, including local and national laws, the policies of the company, and the presence of reasonable alternatives.

From a legal perspective, this largely depends on the jurisdiction. Some regions have specific laws regarding the collection and use of biometric data. For example, in the United States, several states, including Illinois and Texas, have enacted strict laws regarding the collection and use of biometric data, and employers must obtain written consent before they collect such data. In Europe, the General Data Protection Regulation (GDPR) places strict requirements on the collection and use of biometric data. Failure to comply with these laws can result in significant penalties. The UK GDPR broadly echoes the GDPR and is in place to ensure data is collected, retained and used fairly.

Can A Company Impose Biometric Time Tracking?

From a company policy perspective, employers typically have the right to dictate how employees clock in and out, as long as the method is legal and non-discriminatory. If an employee refuses to use a biometric time clock, the company would need to consider the reason for refusal. If it’s a matter of personal preference, the employer might insist on the use of the biometric system. However, if the refusal is based on religious beliefs, the employer, especially in countries like the U.S., may have to provide reasonable accommodations under laws such as the Title VII of the Civil Rights Act. Rather than insisting on use, we would advise you try to address why that employee feels that way and see if an alternative method of clocking in can be provided.

In reality, if you are considering implementing a biometric time tracking system in your business, great communication with your employees around the benefits of the system, the security you have in place to ensure their data is safe, and the reasons you are introducing the clocking in system is likely to improve acceptance of the change. The adoption of such a system should come with clear communication and education for employees to alleviate concerns and prevent misunderstandings.

Given the sensitivity of biometric data, employees have legitimate concerns about its collection and use. Therefore, it is critical that employers handle this issue carefully, balancing operational needs with employee rights and comfort.


What Are The Disadvantages of Time Tracking Systems?

While time tracking systems offer several benefits to businesses, there are also potential downsides that businesses should consider:

Privacy Concerns: Employees may feel their privacy is being violated, especially with biometric or GPS-based systems. Employees may not be comfortable with their biometric data being stored or their location being constantly tracked.

Cultural Impact: The use of time tracking systems can sometimes create a culture of distrust if employees feel they are being constantly monitored. This could negatively impact morale, productivity, and employee engagement.

Accuracy Issues: Not all time tracking systems are completely accurate. For instance, they might record a late arrival even if the employee was on the premises but just couldn’t clock in on time. Similarly, for knowledge workers, time spent at the desk does not necessarily equate to productivity.

Technical Issues: Technology is not foolproof. Biometric scanners might not always accurately read information, or other types of time clocks might malfunction. Internet or power outages can also interfere with digital systems. All of these issues can lead to inaccuracies in time records.

Cost: Time tracking systems, especially more advanced ones like biometric systems, can be expensive to purchase, install, and maintain. This might not be cost-effective for smaller businesses.

Data Security: With digital and biometric systems, there is a risk of data breaches. It’s crucial for businesses to ensure they have robust security measures in place to protect this data.

Legal Considerations: Different regions have different laws around time tracking and what kind of data employers can collect and store. Non-compliance with these laws can lead to legal issues and penalties.

Resistance to Change: As with any new system, there can be resistance from employees who are used to a certain way of doing things. Training and change management efforts will likely be needed to help employees adjust to the new system.

As with any business decision, the potential drawbacks of time tracking systems must be weighed against their benefits. In many cases, the advantages of improved accuracy and efficiency can outweigh the disadvantages, but it depends on the specific circumstances of the business and the system chosen.


Why Should Businesses Have A Clocking In System?

Clocking in and out, also known as time tracking, plays a crucial role in managing a business effectively. Here are some reasons why it’s important:

Payroll Accuracy: Clocking in and out ensures that employees are paid accurately for the time they have worked. This is especially important for hourly employees or those who work overtime. Accurate time records can prevent both underpayment and overpayment.

Legal Compliance: Many countries have labor laws that regulate things like overtime and breaks. Accurate time tracking can help ensure compliance with these laws and can provide evidence in case of a dispute or an audit.

Productivity Measurement and Management: Time tracking can provide valuable data about employee productivity. For example, it can help identify tasks that take longer than necessary, or periods of the day when productivity levels are low. This can help managers make informed decisions about workflow and resource allocation.

Cost Management: By accurately tracking employee hours, businesses can better understand labor costs and manage them more effectively. This can help with budgeting, forecasting, and overall financial management.

Prevention of Time Theft: Time theft, where employees are paid for time they have not actually worked, can be a significant expense for businesses. Accurate time tracking can help prevent this.

Fairness: Time tracking ensures that employees are rewarded fairly based on their work. It can prevent disputes over hours worked and can contribute to a sense of fairness and transparency in the workplace.

Project Management: In companies where time tracking is done at the task or project level, these records can be useful in future project planning. Understanding how long certain tasks take can assist in setting realistic project timelines and expectations.

Billing Clients: For businesses that bill clients based on time spent (like law firms or marketing agencies), accurate time tracking is essential to ensure clients are billed correctly.

While the method used for clocking in and out can vary, the underlying principle of accurately recording work hours remains essential across various industries and businesses.


How Much Do Clocking In Machines Cost?

In the UK and Ireland, the cost of clocking in machines can vary widely based on factors such as the type of machine and its features. Here are some approximate price ranges for clocking in machines in the UK. These estimates don’t take into account installation and the software to derive reports from the clocking in machine data.

Traditional Punch Card Machines:

These machines typically cost between £100 and £500, depending on the brand, quality, and additional features.

Biometric Fingerprint Scanners:

The cost for fingerprint scanners in the UK can range from £200 to £1,000, depending on factors such as brand, quality, capacity, and features.

Facial Recognition Systems:

Facial recognition systems generally have a wider price range, starting from around £300 and going up to £1,500 or more, depending on the brand, quality, capacity, and features.

Phone Based Apps and Hybrid Time and Attendance Software:

The cost of time and attendance software can vary based on factors such as the supplier, the features, and the number of employees. Many software models work on a monthly subscription basis in bands of employees.


Please keep in mind that these price ranges are approximate and can vary based on the specific requirements and suppliers in the market. It’s advisable to research and compare prices from different suppliers to find the most suitable clocking in machine for your business’ needs and budget.


How Much Does Time and Attendance Software Cost?

The cost of time and attendance software will vary based on several factors.
The accurate scoping of a time tracking system, including clocking in machines and time and attendance software, is the most important factor before you choose a supplier.

Investing time at the beginning to map out your requirements will result in a solution that is better fit for purpose and that adds value to your business. Your scoping document should be formulated with input from all key stakeholders, and should be reviewed with your prospective suppliers during the selection process. They have experience you don’t and may ask questions that you haven’t thought of to further narrow down the business requirements.

That said, here are some general pricing guidelines for time and attendance software:

Basic Plans: Basic time and attendance software plans for small businesses with fewer employees typically start around £20 to £50 per month. These plans usually offer essential features such as clocking in/out, timesheet management, and basic reporting.

Mid-Range Plans: Mid-range plans with additional features and capabilities may range from £50 to £150 per month. These plans may include features like scheduling, leave management, overtime calculations, integration with payroll systems, and more extensive reporting options.

Enterprise Plans: For larger organisations with complex workforce management needs, enterprise-level time and attendance software plans can range from several hundred pounds per month to several thousand pounds per month. These plans often offer advanced features, customisation options, integration with HR systems, and dedicated support.

It’s important to note that these pricing ranges are approximate and can vary significantly depending on the specific software provider, the number of employees you have, and any additional requirements or customisations. Some providers may also offer pricing based on annual contracts or charge additional fees for setup, training, or support.

To get accurate and up-to-date pricing information, it is recommended to contact different time and attendance software providers directly, as they can provide you with specific details based on your business needs and employee count. This will allow you to compare prices and select the best solution that fits your requirements and budget.


If you’d like more information or a quote, please get in touch.

You can call us on 03335676677 (UK) or 016833368 (IRE) or email us to [email protected]