Timekeeping might seem like a no-brainer - until it’s not.
One missed punch, a forgotten break, or a payroll error can snowball into costly headaches for businesses and personal chaos in your daily life.
As labor laws shift and workplace dynamics evolve, the right system has never been more important.
No matter if you’re managing employee hours or trying to stay on top of your schedule, this guide is packed with insights to keep time on your side:
Why timekeeping matters in 2025
"Why bother with timekeeping?". Well, here's the answer:
Keeping up with labor laws
Labor laws, like the Fair Labor Standards Act, change frequently, and accurate timekeeping is essential to staying compliant. Tracking employee hours correctly helps businesses avoid fines and legal trouble while keeping things fair for both employees and employers.
Managing employee time efficiently
Tracking time helps organize work schedules. Clear data makes managing employee time much easier, whether using a new timekeeping system or traditional timekeeping records. Time management is not just about hours but also about knowing who’s doing what and when.
Controlling labor costs
Labor costs are a major expense for any business. Labor Costs in the United States reached an all-time high of 121.98 points in the third quarter of 2024. Timekeeping data clearly shows employee hours, enabling businesses to make smarter decisions about overtime, shift coverage, and workforce management.
Measuring productivity
Timekeeping connects directly to key performance indicators. Employee timekeeping software makes it easier to see time spent and identify areas for improvement. This can boost employee productivity and help teams focus on what matters most.
Supporting fair practices
Fairness matters in the workplace. Accurate timekeeping ensures employees are paid for every minute worked. This builds trust and helps businesses align with hour laws and fair labor standards.
Planning ahead with reliable records
Timekeeping records are essential for long-term planning. Whether it’s adjusting work schedules or setting future goals, having solid data makes decision-making smoother. This data is gold for companies scaling up or managing a large workforce.
Embracing modern tools
A new timekeeping system can transform how businesses manage employee time. With tech advancements, such as employee timekeeping software, companies can reduce errors, improve payroll accuracy, and focus on bigger priorities.
Types of timekeeping systems
Timekeeping isn’t one-size-fits-all.
Different businesses have different needs, and the right system depends on how you manage employee hours, work schedules, and timekeeping records.
Let’s break down the main types of timekeeping systems:
Manual timekeeping
Manual systems are old-school but still work for some businesses. Employees record their hours using paper timesheets or basic spreadsheets. It’s straightforward, but errors can creep in, and keeping timekeeping records organized can become a full-time job. This method works best for smaller teams or businesses with simple schedules.
Punch cards and time clocks
Punch cards are a step up from manual tracking. Employees clock in and out using physical cards or a traditional time clock. It’s reliable for tracking time, but there’s still a lot of room for human error when transferring data. These systems are great for businesses that don’t need detailed timekeeping data but want something simple to manage employee time.
Biometric systems
Biometric systems are modern and accurate. They track time using fingerprints, facial recognition, or even retina scans. This eliminates “buddy punching,” where one employee clocks in for another. While these systems offer strong security and accuracy, they can be pricey and might feel intrusive to some employees.
Employee timekeeping software
This is the go-to for many businesses today. Timekeeping software automates tracking time and creates detailed timekeeping records. Features like integrations with payroll, real-time updates, and remote access make it ideal for larger teams or businesses with flexible work schedules. These tools are scalable and can adapt to different industries.
Ditch the hassle of manual entries and outdated punch cards.
Unrubble’s time-tracking software gives your team a more innovative way to manage employee hours without overcomplicating things.
Trusted by over 300,000 users worldwide, it’s built to fit any team or business size - no matter where or how you work.
With Unrubble, tracking time is as easy as tapping or snapping. From real-time timesheets to Mobile Time Clocks with face recognition, this tool keeps things accurate and accessible.
Everyone can track hours, breaks, and overtime on their terms, whether your team works on-site or remotely. No missed punches, no second-guessing. Just clean, precise data, ready when you need it.
Need detailed records? Unrubble has you covered.
Automated reports give you a full view of your team’s productivity, labor costs, and compliance with hour laws.
Export data in seconds or integrate with payroll systems. And for those who like to keep things flexible, the app adapts to your team’s habits, with tools for tagging, grouping, and managing roles effortlessly.
Unrubble is all about taking the weight of timekeeping off your shoulders. Start tracking smarter today and let your team focus on what matters. Start unrubbling for free.
How do you choose the right solution?
- First, think about your team’s needs. Do you have remote employees or a mobile workforce? Employee timekeeping software might be the best fit.
- Are you a small business with a tight budget? A punch clock or manual system could work.
- Next, consider how much detail you need. If you track key performance indicators or manage labor costs, choose a system with rich timekeeping data.
- Finally, don’t forget compliance. Whether navigating hour laws or preparing for audits, a reliable system covers you.
Checklist: choosing the right timekeeping system
Assess your team’s needs
- Do you have remote employees or a mobile workforce?
- Is your team working on-site or in fixed shifts?
- What’s your current method for tracking time, and what’s missing?
Consider your budget
- Are you a small business with limited resources?
- Can you invest in advanced tools like employee timekeeping software?
Define your data requirements
- Do you need detailed timekeeping data for payroll or project tracking?
- Are you monitoring key performance indicators or labor costs?
Evaluate compliance requirements
- Are you meeting hour laws and other labor laws?
- Do you need a system that prepares accurate records for audits?
Think about scalability
- Will the system grow with your business?
- Can it handle an expanding team or more complex work schedules?
Research features and compatibility
- Does it integrate with your payroll or workforce management tools?
- Is it user-friendly for both employees and managers?
Use this checklist to weigh your options and find a system that supports your team and business goals.
Tips for implementing a timekeeping system that sticks
Check out these best practices for implementing a timekeeping solution:
Involve your team early
Start by getting your employees on board. Share why you’re introducing the system and how it helps manage employee time more effectively. Be clear about benefits like accurate timekeeping and easier work schedules so they immediately see the value.
Keep it simple
Choose a system that’s easy to understand and use. Training should be quick whether it’s employee timekeeping software or a traditional punch clock. Employees shouldn’t need to jump through hoops to track their time.
Set clear expectations
Let your team know how to use the system, when to clock in and out, and what’s required for breaks or overtime. Clear guidelines reduce confusion and help maintain accurate timekeeping records.
Offer training and support
Even the best systems can fall flat if employees don’t know how to use them. Provide step-by-step instructions or short training sessions. Make sure managers are ready to answer questions or troubleshoot issues during the transition.
Monitor and adjust
After the system is live, check in regularly. Review timekeeping data to spot errors or patterns that might signal confusion. Be open to feedback and tweak the process to improve employee productivity and compliance.
Lead by example
Managers should use the system consistently to set the tone. When leadership is on board, employees are more likely to follow suit.
A smooth rollout is key to making your new timekeeping system stick. Focus on communication, simplicity, and ongoing support to create a system your team can rely on.
Common timekeeping mistakes to avoid (bonus - tips for personal life)
New technologies can be confusing, so let us show you the most common timekeeping mistakes you should avoid:
At work: forgetting to clock in or out
It’s easy to forget to clock in when rushing into a meeting or clock out at the end of a busy shift. But these small slips can create big headaches for payroll and mess up your timekeeping records. If your workplace uses employee timekeeping software, use notifications or reminders to stay on track.
At work: relying too much on memory
Manually filling out timekeeping records at the end of the week can lead to inaccuracies. Overestimating hours worked or forgetting overtime can throw off payroll and labor cost calculations. Using a system that tracks employee hours in real time helps avoid this common pitfall.
At work: not accounting for breaks
Skipping breaks might feel like being productive, but it creates problems for labor law compliance. On the flip side, not logging breaks properly can overstate hours worked, which could lead to wage disputes. Be consistent about recording breaks.
In personal life: procrastinating on tasks
Tracking time isn’t just for work. If you don’t plan your day, tasks can pile up and overwhelm you. For example, spending 20 minutes scrolling on your phone when you meant to clean the kitchen can snowball into a missed deadline or a chaotic evening. Try to use the 10-minute rule to avoid this.
In personal life: overbooking your schedule
Trying to fit too much into one day can leave you rushing from task to task without accomplishing much. If you don’t track how long activities take, you’re more likely to underestimate the time needed, leading to unnecessary stress.
In personal life: not prioritizing
Time tracking isn’t just about knowing where your hours go - it’s about spending them wisely. If you aren’t prioritizing, you might spend too much time on unimportant tasks, like organizing your desk, instead of focusing on what really needs to be done.
Mistakes in timekeeping - at work or home - can disrupt productivity and peace of mind. Staying mindful of how you track time helps you stay organized and avoid unnecessary stress.
Wrap up
From choosing the right system to avoiding common mistakes, these strategies can change how you manage time - at work and in life.
Are you ready to stop chasing the clock? Unrubble can help you get there with effortless time tracking, real-time records, and tools tailored to your needs.
Give it a try today and control your time like never before.
