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Clocking in and out – How to prevent employees from missing it

5 min read

If your employees are performing well but are working a lot of hours, it could be because you’re not managing their time properly. Missing a shift can lead to missed targets and deadlines, which affects productivity at work. 

Managers and employers know that clocking in and out can be a long-winded process, not to mention error-prone. There are some things you can do to make the process a little easier – such as introducing a time tracking software with automatic reminders and notifications if your employee is 5 minutes late when they clock on (or off!).

According to a report by CDC, companies lose $36.4 billion every year on employee absenteeism. Similarly, a report by workplus showed that companies lose about $11 billion a year because of time theft.

While most companies adopted manual clocking in and out, the problem is inaccuracy. With the help of a time and attendance system, you can make sure that employees are not missing their clocking in and out.

There are different types of time management software available on the market. Some companies use a timesheet calculator to calculate the time spent by employees on different tasks. The other type of software is an app that tracks the hours worked by employees and calculates their salary based on their hourly rate.

This article will focus on the importance of clocking in and out, as well as how employees can be prevented from missing it by using different tools such as a simple time management app or an advanced timesheet calculator.

Importance of Clocking In and Out

If you manage a team of employees, it’s important to stay on top of them when they are coming and going. This is where the clock in and clock out functionality comes into play.

This data can be used to make informed decisions about staffing levels, productivity and workflows. In turn, this can help to improve overall business performance.

There are many reasons why clock in and clock out are important. 

  • It helps managers and business owners keep track of employee hours. 
  • This information can be used to monitor labor costs, ensure that employees are working their scheduled hours, and track late employees or absenteeism. 
  • Additionally, clocking in and out can help businesses stay compliant with labor laws and regulations. 
  • And finally, setting reminders and alerts for employees to clock in and out can help ensure that everyone is on the same page and working as efficiently as possible.

If you have employees who are regularly missing their clocking in and out times, it can be frustrating. Not only does it make it difficult to keep track of everyone’s hours, but it can also impact your bottom line. 

Luckily, there are a few things you can do to help prevent this from happening. 

  • First, try to make the process as simple and straightforward as possible.
  • Second, make sure that your employees know exactly what is expected of them.
  • Finally, consider using a time clock system that will automatically track everyone’s hours for you. By taking these steps, you can help ensure that your employees are clocking in and out correctly — and on time!

Let’s dive into the best practices that will help you manage your employees effectively.

Create a policy for employee time tracking

One of the biggest missteps most organizations make is not establishing a clear policy for employee time tracking. Knowingly or unknowingly, mistakes can be made when employees clock in or out at the wrong time, which is why it’s important to set policies and procedures for time reporting and attendance.

Establishing clear policies for reporting and correcting missing clock-ins will ensure that employees know what to do when they forget to clock in or out. This also helps prevent confusion, since it’s in your interest for your employees to come to work on time and not leave late.

Make sure that your time and attendance system can’t be misused by employees for late arrivals or early departures. If you are implementing an advanced time tracking software solution such as with allGeo, you can track employees’ time against specific tasks to ensure greater accuracy.

Set the protocol for reporting and correcting missing clock-ins

Ensuring that staff adhere to the company’s policies and procedures is the only way you can keep them safe from lawsuits. To set up your employment policy, including clear details on how you will respond to repeated errors in clocking in.

This is a very important issue for all employers to avoid liability from breaking an employment contract. Following the outlined policy is the only way you can prevent a lawsuit for unfair practices in case of termination of the employment contract.

Stop manual time and attendance system

No matter how diligent you may be with time and attendance tracking, there is room for improvement. Manual timesheets are a major source of error and employee theft. 

Furthermore, it’s impossible to know if employees are being honest with you and your team about their hours each day. This can lead to wasted resources or unhappy customers who feel like they’ve been scammed by dishonest employees.

With any time tracking software, you’ll be able to decrease the number of undocumented hours. Not only that, but you’ll also be able to minimize payroll fraud, which can save your organization thousands of dollars in fines or penalty payments.

Inform employees about time tracking 

You can also educate your employees about time tracking and clock-in/clock-out procedures. The best way to do this is by using an app that tracks the hours worked, such as allGeo. The first step is for each employee to download the app onto their phone and register with their login information.

Once they have registered, they should be able to see where they are on the clock during work hours (or any other period), which will help them know whether or not there was any confusion regarding missed clock-in or clock-out situations.

Implement advanced time tracking software

Time theft and missed attendance are some of the major problems that businesses face today. They often result in loss of business, lost productivity and may even lead to complaints from clients and customers. 

Improving employee time tracking doesn’t only mean ditching manual or paper timesheets. When you have your team working on the field, it is important for you to know more than just their clock in and clock out time. 

Understanding how many hours each employee has spent at work is crucial in ensuring productivity and profitability. With advanced features like Geofencing, GPS based-time tracking, automated reminders etc you will be able to manage your employees more efficiently and effectively.

Use a timesheet app for centralized employee record

It’s bothersome when employees forget their clock in or clock in late. There are times when you do not have the opportunity to check attendance by reviewing it at the end of the hour. 

Timesheet apps are an excellent way for managers to oversee the time spent by their employees. They allow you to set up hours, times and days allowing you to see if your employees actually worked or if they just lied about their presence. 

It gives you a profile of the hours those employees have left, so that you can calculate overtime pay after the fact. Capturing this data in a report will help in identifying fraudulent claims and make sure that they are addressed. 

But not just that; it also allows you to know how much time your employees should be spending on each task due to availability and workload, giving managers more insight into their team’s performance, efficiency, productivity and more.


Preventing employees from missing their clocking in and out times can be a challenge, but it’s one that’s worth undertaking. By following the tips outlined in this article, you can help ensure that your employees are where they’re supposed to be, when they’re supposed to be there. 

Implementing a system of checks and balances, like requiring employees to clock in with a supervisor or using time tracking software, can go a long way towards preventing time theft and ensuring that everyone is held accountable for their attendance.

We recommend using an advanced time management system that will send reminders to employees when their shift is about to start or end. This will help ensure that everyone is on the same page and no one forgets to clock in or out. What do you think of this solution? Let us know in the comments below!

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