The market for time tracking solutions is vast. Various vendors provide different features. This article will guide you through the marketplace and help you choose the right time app for your team’s requirements.
If you've started the journey of searching for a time tracking solution that your team can benefit from - congratulations! This is a significant step. However, you’ve probably arrived at this article because you're overwhelmed by all the options on the market and are now trying to differentiate between them. We understand. It can be very confusing, especially when different vendors use different terms for the same things. But don’t worry, you’ve come to the right place, as we’re happy to offer some guidance.
In this article, we will help you identify which unique features of a time app your business might need, as this can help you narrow down potential options. Additionally, we will discuss other less commonly demanded modules that time tracking software sometimes includes and whether your company requires them.
What is the Easiest Way to Track Time?
The easiest way to monitor time is to rely on digital solutions. Whether it’s an on-screen timer or a digital version of paper timesheets, the digital method offers greater accessibility, security, and convenience.
Additionally, digitally logged time can be quickly calculated and converted into wages and other metrics, even when there are different rates involved. This will free up a lot of your back office’s time and lower the risk of human error.
What Does Your Team Need?
Before you even start looking for a solution, remember why you're doing it. Namely, to support your team in their day-to-day operations and help them drive efficiency. With that in mind, the main priority when choosing a time app should be what your team needs. Take your time to think about it.
Timesheets On the Go
When teams work across multiple sites or outside the office in general, easily accessible timesheets are essential. Nobody wants to spend extra time after work completing paperwork, nor do they want to waste time travelling back to the office for it. The most effective way to save both time and effort for your staff is to offer them the option to handle these tasks at their convenience, such as during their commute.
Most timesheet solutions are built on a SaaS model, meaning the platform is easily accessible via any device with internet access. Some go the extra mile and offer an additional app. Unlike the platform, it doesn’t provide all features but rather a condensed version that includes only the modules needed on the go. At Timesheet Portal, we also make them simpler for extra convenience, so your staff can spend as little time as possible on these tasks. Most timesheet-related issues stem from the process being too long. Keep it simple.
Easy Calculation of Differentiating Rates
If your company offers different rates based on the time of day, the day of the week, or other factors, ensure the time app you’re interested in can accommodate these requirements. Of course, you could still opt for a solution that does the bare minimum and manually calculates the differing rates, but that somewhat defeats the purpose. Remember, the best solution is one that minimises the amount of work required on your part.
First of all, this will save you a lot of time. While the task itself isn’t too difficult when you only have a few employees, it quickly adds up. Not to mention, it’s very easy to make mistakes. The software will automatically calculate everything once the times are entered into the system. All you need to do is a one-time setup (with additional adjustments if necessary) and then run a report. The latter can also be automated to run on specific dates. Furthermore, it will minimise the risk of human error when processing payments, which can be particularly damaging to your relationship with employees.
Additional Features
Naturally, each team is different, and so are their requirements. There are many additional features available that will vary depending on the vendor. However, we wish to emphasise two that we believe are important to many companies.
Holiday Accrual
While most companies have a straightforward holiday policy with a set amount of paid time off each year, that isn’t always the case. Normally, annual carryover presents no issues. However, when working with temporary workers, contractors, or shift workers, things can become a bit complicated. This is mainly because their time off can be very fragmented, making it difficult to calculate, manage, or compensate accurately. Naturally, it is also incredibly time-consuming and prone to errors.
If this is something you're struggling with, consider shopping around for a time app that includes a holiday module. Make sure to ask specifically about holiday accrual—a feature that will handle those detailed holiday-related nuisances for you. Additionally, it will offer your team a new platform to easily book time off, with you able to approve it. A centralised view of who is off and when will also help you plan workflows more effectively, avoid understaffing during busy periods, and allocate resources in the most efficient way.
Expense Management
Businesses lose a huge amount of money each year to an unexpected culprit—expenses. The root cause is often an inefficient, unclear, or overly complex process. If your staff frequently claim expenses such as mileage, extra materials, and services, it’s in your best interest to provide them with a process that is quick and easy to follow. Otherwise, you might be losing far more than what they report spending.
The simplest way to streamline and accelerate the process is to use an expense management app. Or, in this case, a time app that includes an expense module. For example, Timesheet Portal offers this as part of its platform, which is also easy to use on the go. This means your employees can upload receipts as soon as they receive them or upload them in bulk without hassle after a business trip or similar. In other words, it removes many friction points that cause delays and errors, making expense management as straightforward as it should be.
Right Solution is Out There
It can seem hopeless to identify the right tool among a sea of options. However, with supply exceeding demand, there is definitely a solution that ticks every box you have. All that remains is finding it.
Don’t Rush Your Decision
We understand you needed the right time app yesterday. And when the market is full of solutions, it might seem counter-intuitive to wait. However, the abundance of options is exactly why you should take your time. There’s no point in settling for a solution that only partly meets your requirements when there’s certainly one that satisfies all your needs out there. You just have to find it.
Look at this to understand how you would hire a new employee. Because, in theory, this is a hiring process for software rather than a worker. You want to invest your money in the best candidate who will improve the efficiency of your processes and, over time, recover the investment and earn more. Start the search with a list of non-negotiable requirements, nice-to-haves, and be open to any additional features. And, just like hiring a person, you shouldn’t rely solely on the vendor’s word - you should be able to see the tools in action before deciding if they fit your company.
Summary
The key to selecting the right time app for your team is understanding their specific needs. For example, if your employees are constantly on the move, a user-friendly and easily accessible platform will be more suitable than a feature-rich, complex system. Furthermore, consider your back office and how the time app can support their tasks. If you work with different rates, it would be wise to choose a solution that allows for automatic calculation.
Continue to base your search on your actual needs and team structure, and also clarify if there are additional features you should consider. We recommend keeping an eye out for holiday accrual if you employ temporary or contracted workers. Additionally, if your employees often incur expenses, a good time-tracking software can assist you in managing them more effectively—making the process easier, clearer, and less prone to human error.
Ready to begin your search? Get started with Timesheet Portal.