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YOUR GUIDE TO

TIME

&

Attendance

SOFTWARE

Where To Start

Features & Options

Begin the process by clearly identifying your objectives. These may include improved efficiency within the team or reducing operational expenses. Once your goals are established, give thoughtful consideration to the integration of various functions such as Scheduling, Time and Attendance, Human Resources, and Payroll. Combining these elements into one comprehensive workforce management system leads to increased efficiency, reduced payroll stress and substantial cost savings. 

Define Your Goals

Establish key objectives, such as enhancing employee accountability, minimizing time theft, automating compliance, or cutting costs.

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Core Requirements

Clearly define must-have features for your business.

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Secondary Features

Identify nice-to-have features that could enhance operations.

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Compliance

Identify all regulations, compliance, union rules that must be accommodated.

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Employee Control

What employee self-service functionality do you require, and from what devices?

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Feedback

It's a good idea to consult all stake-holders within your business to get their feedback.

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Consolidation

To increase cost savings consider consolidating into one Workforce Management system.

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Suggestions

Be receptive to the vendor’s suggestions for enhancements or unconsidered alternatives.

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Research

Once you have your plan in place, start researching vendors to create a shortlist.

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What To Look For

Vendor Research

Choosing the right software isn’t just about the product itself; it’s also about the people behind it. The vendor’s reputation, their approach to training and onboarding, and their commitment to customer satisfaction can significantly impact your overall experience and the success of the software implementation.

Reputation

A vendor with a positive reputation, backed by credible reviews and a long business history.

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Support

Strong support with regional, knowledgeable staff familiar with challenges specific to your industry.

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Training

Comprehensive training tailored specifically to your organization and its practices.

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Outsourced Support

Off-shore support staff that may not be as familiar with regional rules and regulations, or common business practices.

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Wait Times

Long response/hold times that could delay payroll. Most email responses should be within one business day, and hold times less than 15 minutes.

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Red Flags

Keep an eye out for warning signs, such as a vendor quickly agreeing to everything you say without hesitation.

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What To Look For

Product Research

Investing in a new software system is a long-term decision. To ensure your investment pays off over time, it’s crucial to consider how well the software can adapt to your evolving needs. This includes not just its scalability, but also its ability to integrate with other systems and the support you’ll receive after implementation.

Demonstration

Schedule one-on-one demonstration with vendors in your shortlist. Ask many questions and request to see how your specific scenarios would be handled.

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Free Trial

Free trials should be offered, however you should have the time to commit to it to give it a fair evaluation. Keep in mind garbage-in equals garbage-out, so don’t expect much unless you spend the time to properly configure it first.

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Confirm Compliance

Confirm that the product can meet your compliance, must-have and as many nice-to-have requirements as possible.

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Future-Proof

Since the future is uncertain and businesses and compliance regulations constantly evolve, opt for robust and adaptable systems that can grow with your organization, preventing the need for a replacement in the near future.

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Flexibility

Systems with rule-based flexibility, customizable UI, strong import/export, custom fields, extensive API coverage, and an open-source nature are good signs that your data won’t be locked in.

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Audit Logs

Easily accessible audit logs are invaluable for ensuring compliance and facilitating day-to-day troubleshooting, particularly following recent modifications and when multiple employees are using the system.

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Canned Response

Canned videos or webinars with many attendees may give you a high-level overview, but demonstrations should be interactive and tailored to your specific business.

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Restrictive Access

Systems that only the vendor can access or modify settings. This will complicate things and make you dependent on their support for change.

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Red Flags

Modern software should support all computers and operating systems. It's a red flag if the vendor requires specific operating systems or web browsers to use their product.

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Time To Clock-In

Before You Go...

Keep in mind that investing in a new software system is a long-term decision. The chosen software must not only meet your current needs but also adapt to your evolving requirements. Consider its scalability, integration potential with other systems, and the ongoing support you’ll receive after implementation. These factors will ensure your investment continues to pay off over time, helping your organization navigate the complexities of workforce management with confidence and success.

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What To Look For: Goals

  • Understanding the specific needs of your business is paramount, including the essential features that your new time and attendance, payroll software must have to improve operations and efficiency.
  • Alongside must-have features, recognizing additional beneficial features that may not be essential but would enhance your business operations can help in making a more informed choice.
  • Evaluating the degree of customization offered by the software is crucial, as the ability to tailor the system to align with your business processes can significantly improve its effectiveness and user adoption.
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What To Look For: Integrations

  • Identifying the necessary integrations is crucial to ensure your new time and attendance, payroll software can communicate effectively with your existing systems like payroll, accounting, and ERP.
  • A system with seamless integration capability can help streamline business operations, minimize data discrepancies, and improve overall efficiency.
  • Understanding your integration needs early in the selection process can narrow down your software options and help you choose a solution that aligns well with your current technological infrastructure.
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What To Look For: Core Requirements

  • When assessing time and attendance systems, it's essential to evaluate the core functionalities that are critical to your business operations. These include clocking methods, absence and leave management, real-time data access, and compliance features.
  • A robust system should offer a variety of clocking options such as biometric, mobile, or web-based clocking to accommodate different work environments. The ability to handle complex leave policies and provide immediate insights into workforce data is indispensable for managing your labor effectively.
  • Ensure the solution you select meets these core requirements to support your operational needs and enhance workforce management.
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What To Look For: Secondary Features

  • After pinpointing must-have features for your business operations, assess the nice-to-have features that, though not critical, can enhance convenience, efficiency, or insights.
  • Integrated analytics in a software solution is a beneficial nice-to-have feature, as it offers real-time reports and insights into employee productivity, labor costs, and overtime trends.
  • A self-service portal for employees is another advantageous nice-to-have feature, allowing them to access schedules, request leaves, view payslips, and update personal information, thereby reducing administrative tasks and boosting employee satisfaction.
  • Integrations with other software systems, such as a Human Resource Information System (HRIS), can streamline data flow and decrease administrative work, categorizing them as nice-to-have features.
  • Additional nice-to-have features include an intuitive and user-friendly interface, mobile accessibility, and customizable alerts and notifications, which can significantly improve user experience and operational efficiency.
  • Crucially, it’s important to recognize which of these additional features align with your business model and can bring the most value to your operations, offering convenience and efficiency that differentiates your chosen software.
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What To Look For: Compliance

  • Evaluating the vendor's security credentials and documentation is crucial. A software solution with robust security measures ensures the safety of your data and operations.
  • Trustworthiness is an important factor when selecting a vendor. This trust can be built through transparency, dependability, and consistency, and in some cases, opting for open source products could add an extra layer of transparency.
  • The software should support compliance with labor laws, tax regulations, overtime rules, etc., relevant to your industry or region. Ensuring compliance will help your business avoid potential legal issues and penalties.
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What To Look For: Employee Self-Service

  • Another nice-to-have feature could be a self-service portal for employees. This feature allows employees to check their schedules, request time off, view their payslips, and update personal information without needing to go through HR. While not essential, a self-service portal can drastically reduce administrative workloads and improve employee satisfaction.
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What To Look For: Feedback

  • Consider getting feedback from users of your current system – managers/employees. They are the ones using the software regularly and can provide valuable insights into its strengths and weaknesses. Their input can also give you an idea of what features they would like to see in a new system, leading to improved user satisfaction and efficiency.
  • Remember, your goal is not just to replace your current system but to upgrade it. By identifying what works and what doesn't with your existing software, you'll be well-equipped to find a new solution that brings tangible improvements to your business operations.
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What To Look For: Vendor Suggestions

  • Don't hesitate to seek their advice or recommendations for improvements, given their extensive experience from servicing hundreds or thousands of customers, which could offer valuable insights and suggestions.
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What To Look For: Vendor Research

  • Vendor credibility is a vital aspect to consider. Checking reviews, testimonials, and customer satisfaction ratings can provide insight into the vendor's reputation and reliability.
  • The level of support provided by the vendor is crucial. Assessing their availability, problem-solving speed, and staff knowledge can determine how well they can assist in resolving any issues that may arise.
  • Training and onboarding support is an essential factor in software adoption. Vendors that offer comprehensive training and support can facilitate a smoother transition, leading to a more successful implementation.
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What To Look For: Reputation

  • The credibility of a vendor in the time and attendance software market is a key indicator of their reliability and the quality of their service. Examine customer testimonials, case studies, and industry awards to gauge the vendor's reputation.
  • A provider with a track record of successful implementations, strong customer support, and ongoing software updates reflects a commitment to excellence.
  • Prioritize vendors that are recognized for their industry expertise and are known for maintaining a high level of client satisfaction.
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What To Look For: Support

  • Availability: Verify the support hours to ensure availability aligns with your operations, especially if you work outside regular business hours or in different time zones. Check the communication channels (phone, email, live chat) and assess the vendor’s accessibility by trying to contact their support line, noting the waiting time.
  • Problem-solving Speed: Determine the support team's response time, checking for a stated response time in their Service Level Agreement (SLA). Gauge their typical problem resolution speed, and consult customer reviews for insights into their responsiveness.
  • Staff Knowledge: The support team should be both responsive and knowledgeable. They must have in-depth product understanding and offer effective solutions. Engage with the support team during demos or trial periods to evaluate their expertise.
  • Country-specific Knowledge: If your business has location-specific challenges or requirements (e.g., labor laws, tax regulations, industry standards), a support team familiar with these issues is beneficial. Inquire about the vendor’s experience with customers in your country or industry, and ask if their support staff are regionally based or offshore, as cultural differences could be a factor.
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What To Look For: Training

  • Transitioning to new time, attendance, and payroll software can be demanding, especially for large or complex teams, making it vital to select a vendor that offers thorough training and onboarding support.
  • During vendor evaluation, inquire about their training and onboarding methodologies, which could range from documentation and tutorial videos to live, instructor-led sessions; ensuring training is customized to your organization's needs.
  • Be aware that tailored training is highly beneficial but may come with additional costs; weigh the pros and cons based on your team's size and requirements.
  • Effective training should encompass not only software usage but also best practices for optimization, so confirm that the vendor’s program covers all relevant features and functionalities.
  • Consider the vendor's commitment to ongoing training support, particularly when new features are introduced or existing ones are updated, and clarify if there are any associated costs.
  • Evaluate the intuitiveness and user-friendliness of the software platform; a well-designed and easy-to-navigate system can lessen training needs and facilitate a smoother transition for your team.
  • Recognize that proficient training and onboarding are instrumental to the success of software implementation, making it imperative to choose a vendor that is dedicated to assisting customers during this critical phase.
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What To Look Out For: Outsourced Support

  • Language Barriers: There may be language differences between your team and the outsourced support, which could cause communication difficulties and misunderstandings.
  • Time Zone Differences: If the outsourced support team is located in a different time zone, it could cause delays in response times, especially during critical situations that require immediate attention.
  • Quality of Service: The outsourced support team might not be as familiar with your business processes and needs, leading to a lower quality of service compared to an in-house support team.
  • Data Security and Privacy: When support is outsourced, there is a risk of data being accessed by third parties. It is essential to ensure that the vendor has stringent data security measures in place.
  • Lack of Personalized Attention: An outsourced support team might be serving multiple clients at once, which can lead to a lack of personalized attention and understanding of your specific business needs.
  • Legal Compliance: It is important to verify that the outsourced support adheres to the legal regulations and compliances that are mandatory in your region, especially concerning data protection and privacy laws.
  • Training and Expertise: There is a chance that the outsourced team might not be as well-trained or knowledgeable about the product, leading to ineffective problem-solving.
  • Escalation Process: In case an issue needs to be escalated, the process might be more cumbersome with an outsourced support team, making it harder to get critical issues resolved promptly.
  • Hidden Costs: Sometimes, outsourced support may have additional fees or costs associated with the service, which might not be immediately evident.
  • Contractual Obligations: Ensure that the contractual agreements with outsourced support are clear, with an understanding of the responsibilities and level of service expected.
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What To Look Out For: Wait Times

  • Impact on Productivity: Long wait times can hinder productivity, as employees might be kept waiting to resolve issues before they can continue with their work.
  • Customer Dissatisfaction: If your business relies on timely customer support, extended wait times can lead to customer dissatisfaction and damage your brand’s reputation.
  • Operational Inefficiency: Prolonged wait times can be a sign of operational inefficiencies within the service provider. This might mean inadequate staffing, improper training, or a lack of organizational skills.
  • Hidden Queues: Sometimes wait times may not be clear from the outset. Be wary of systems that make you feel like your request is being processed, but in reality, you are in a hidden queue.
  • Automated Responses: Pay attention to whether you are receiving automated responses during your wait. This could indicate that the service is not as personalized as you might need.
  • Priority Levels: Check if the support service has different priority levels for different issues. If everything is treated with the same priority, critical issues might have unnecessary delays.
  • Escalation Procedures: Are there clear escalation procedures if your issue is not being resolved in a timely manner? Knowing how to escalate an issue can sometimes reduce wait times.
  • Peak Times: Be aware that wait times can be significantly longer during peak times. If possible, try to avoid contacting support during these periods or factor this into your planning.
  • Availability of Self-Help Resources: Check if there are guides, FAQs, or forums available that might allow you to resolve your issue without having to wait for a response from customer support.
  • Cost Implications: Depending on the support contract, there may be costs associated with wait times or expedited support. Make sure you understand these implications ahead of time.
  • Alternative Contact Methods: If wait times for phone support are long, check if there are alternative methods of contact that might be quicker, such as live chat or email.
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What To Look Out For: Red Flags

  • Lack of Transparency: If the vendor is not clear about pricing, features, or any aspect of their service, this could be a warning sign. Transparency is key to building trust.
  • Too Good to Be True: Be cautious if the vendor makes promises that seem too good to be true. Overpromising and under-delivering is a common issue with unscrupulous vendors.
  • Negative Reviews and Feedback: Pay close attention to customer reviews and feedback. If there are consistent negative comments or unresolved complaints, take them seriously.
  • Poor Communication: If the vendor is unresponsive, vague, or doesn’t communicate well, it might reflect how they handle customer support and service.
  • No Customer References: A reputable vendor should be able to provide references from satisfied customers. Be cautious if they are reluctant or unable to do so.
  • Outdated Technology: If the vendor is using outdated technology or isn’t keeping up with industry standards, it might be a sign that they are not investing in development and improvements.
  • No Customization or Scalability: A lack of customization options or scalability could indicate that the vendor’s product may not adapt well to your business’s growth or specific needs.
  • Complex Pricing Structures: Be cautious of complex pricing structures with hidden fees or clauses that are not clear. Make sure you understand exactly what you are paying for.
  • Lack of Security Certifications: If the vendor lacks necessary security certifications or doesn’t comply with industry security standards, it could put your data and privacy at risk.
  • Unclear Terms and Conditions: Read the terms and conditions carefully. If they are too vague, too restrictive, or don’t protect your interests, it’s a red flag.
  • Unrealistic Implementation Timelines: If the vendor promises extremely short implementation timelines, it might be an indication that they might not have a thorough understanding of the complexities involved.
  • Overreliance on Third-Party Solutions: If the vendor's product heavily relies on third-party solutions for core functionalities, it could indicate a lack of control and ownership over the product.
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What To Look For: Demo

  • Vendor-offered trials or demos are valuable resources to test the software before making a purchase. They provide a practical way to assess whether the system is a good fit for your business.
  • Through trials or demos, you can gain firsthand experience with the system's functionality, ease of use, and compatibility with your business operations, reducing the risk of dissatisfaction post-purchase.
  • Make sure to use this trial period to ask any questions or address any concerns with the vendor. Their responsiveness and support during this phase can be indicative of their customer service quality once you become a customer.
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What To Look For: Free Trial

  • Understanding the initial cost of the software is essential, but it's equally important to check whether the vendor's pricing aligns with your long-term budget.
  • Obtaining a detailed quote that includes all the necessary features, functions, and potential variable fees based on usage can provide a clear picture of the software's cost.
  • Evaluating the Total Cost of Ownership (TCO) can reveal the true cost of the software over its lifecycle. This includes factors beyond the initial price tag, such as implementation costs, training, support, updates, and potential future upgrades.
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What To Look For: Future-Proof

  • When selecting software, consider its ability to grow with your organization. Scalability is key for accommodating future expansions or changes in your business.
  • A system that offers full integration capabilities is beneficial to prevent potential disruptions and headaches in the future, ensuring a seamless flow of data across all business processes.
  • Understanding the extent of post-implementation support offered by the vendor is crucial. This support can aid in resolving any challenges that arise after the system is in place, ensuring its long-term success.
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What To Look For: Flexibility

  • Flexibility in time and attendance software is vital to adapt to the ever-changing needs of your business. Look for a solution that is scalable, customizable, and can evolve with your organization.
  • The ability to add features, integrate with new systems, or modify workflows without significant disruptions is crucial.
  • The software should provide options to tailor functionalities to your specific business processes and industry requirements. Selecting a flexible platform ensures that as your business grows, your time and attendance system grows with you.
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What To Look For: Audit Logs

  • Effective audit logs are a must-have feature for any time and attendance system, providing a transparent, chronological record of all system activities. These logs are critical for security, compliance, and troubleshooting.
  • Ensure the software records comprehensive data such as user actions, time stamps, and system changes.
  • The ability to easily review and report on this data is essential for maintaining the integrity of your timekeeping records and can be invaluable during internal or external audits.
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What To Look Out For: Canned Responses

  • Lack of Customization: Canned videos and webinars are usually generic and may not address the specific needs or questions of your business. Be cautious if the vendor doesn’t offer personalized demonstrations or discussions.
  • Outdated Information: Since canned videos and webinars are pre-recorded, the information presented might be outdated or no longer applicable. Watch out for any discrepancies between what’s shown in the video and the current state of the product.
  • Overly Polished Presentation: While professionalism is good, an overly polished and scripted presentation can sometimes hide the real-life limitations or flaws of the product. Be mindful if everything seems too perfect.
  • Missing Critical Information: Pay attention to whether the video or webinar skips over critical aspects of the product such as security, integration capabilities, or pricing. The omission of essential information is a red flag.
  • No Live Q&A: The absence of a live Q&A session in a webinar can be a limitation as it doesn’t allow for immediate clarification of doubts or inquiries about the product.
  • Lack of Product Evolution: If you notice that the vendor is using the same canned videos or webinars for an extended period without updates, it might indicate a lack of innovation or evolution in the product.
  • Overemphasis on Competitor Flaws: Be cautious if the video or webinar spends too much time focusing on the flaws of competitors instead of highlighting the merits of their own product. This can be a diversion tactic.
  • Unclear Pricing Details: If the video or webinar does not clearly explain the pricing structure and there are no follow-up materials that do, this can be indicative of hidden costs.
  • One-Size-Fits-All Approach: Watch out for a presentation that suggests the product is suitable for all businesses, regardless of size or industry. This can indicate a lack of specialization or targeted solutions.
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What To Look Out For: Restrictive Access

  • Lack of Data Export Options: If the software does not allow you to easily export your data in common formats, it can hinder your ability to switch to a different platform or to analyze your data using other tools.
  • Proprietary File Formats: Be cautious if the software uses proprietary file formats that are not compatible with other commonly used applications, as this can make data transfer and integration difficult.
  • No API Access: If the software does not provide an API (Application Programming Interface) for integration with other systems, this can limit your ability to automate workflows and connect with other tools your business uses.
  • Inability to Customize: Watch out for software that does not allow customization of features or interface. Being able to tailor the software to your business’s needs is often crucial for efficiency and user satisfaction.
  • Restricted Mobile Access: In the modern business world, mobile access is often essential. If the software doesn’t have a mobile version or has limited functionality on mobile devices, this could be a major drawback.
  • Limited Storage Capacity: If the software has storage limitations or charges excessively for additional storage, this could create problems as your data grows.
  • Opaque Update Policies: If the software’s update policies are unclear or if updates are infrequent, this may indicate a lack of ongoing development and support.
  • Restrictions on Role-Based Access Controls: The inability to set up role-based access controls to manage who in your organization can see or edit certain data can be a security risk and limit effective team collaboration.
  • Escalating Costs for Core Features: If the software provider restricts access to core features and requires purchasing add-ons or a higher-tier plan to access them, this can escalate costs unexpectedly.
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What To Look Out For: Red Flags

  • Too Good to Be True: Be skeptical of claims that seem too good to be true. If a product is advertised with features or pricing that seems unrealistically advantageous compared to competitors, be sure to double-check the authenticity of the claims.
  • Vague or Ambiguous Product Descriptions: If the product descriptions are vague, lacking in detail, or use a lot of jargon without clear explanations, it might indicate that the company is trying to mask deficiencies or overstate capabilities.
  • Lack of Transparent Pricing: Be cautious if a company is not transparent about their pricing structure. Hidden fees and unclear pricing can lead to unexpected costs later on.
  • Poor Customer Reviews: Check for customer reviews and feedback. If the majority of reviews are negative, or if there are consistent complaints about specific issues, take these as red flags.
  • Lack of Customer Support: If the company does not provide clear channels for customer support or is known for poor response times, this can be a red flag indicating that post-purchase support may be lacking.
  • Outdated Technology: If the product relies on outdated technologies or hasn't been updated in a long time, this could indicate that it won’t meet current standards or integrate well with modern systems.
  • No Free Trial or Demo: The absence of a free trial or demo can be a red flag, as it suggests that the company may not have confidence in the product’s ability to sell itself based on its merits.
  • Overemphasis on Sales Pressure: If the sales team is overly aggressive and puts too much pressure to make a purchase quickly, this can be a sign of a company more interested in sales than customer satisfaction.
  • Data Security and Privacy Concerns: If the product lacks essential security features or has a history of data breaches, this is a major red flag. Additionally, if the privacy policy is unclear about how user data is used, be cautious.
  • No References or Case Studies: A reputable product should have references or case studies available. If these are lacking, it might be a sign that the product hasn’t been successfully implemented or is new and untested.
  • Unclear or Unfavorable Terms of Service: If the terms of service are ambiguous, unfavorable, or contain clauses that give the company too much control over your data or usage, consider this a red flag.
  • Lack of Industry Compliance: If the product does not comply with industry standards or regulations, especially in regulated industries like finance or healthcare, this is a significant red flag.