Keeping track of employee hours might not be the most glamorous part of your job, but it’s one of the most important. Whether you’re managing a bustling office or a small, hybrid team, accurate time tracking keeps payroll on target, ensures compliance, and gives you visibility into how your team spends their time. The good news? There are more options than ever to make this part of your job easier, smarter, and more efficient.
Here’s a guide to help you choose the best method for tracking hours—along with tips for putting a solid system in place.
Start with the Basics: What Do You Need?
Before choosing a method, take a minute to assess your team:
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Are your employees hourly, salaried, or a mix?
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Do you have in-office, hybrid, or remote workers?
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Do you need to track time by project or just general attendance?
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Is your current system working—or creating more headaches?
Your answers will help guide which tools make the most sense.
1. Time Tracking Software: Fast and Flexible
Digital time tracking tools are a go-to solution for many office managers. Employees clock in and out via a web browser, mobile app, or desktop widget, and the software takes care of the rest.
Popular tools include:
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Clockify (free and user-friendly)
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Toggl Track (great for project work)
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Harvest (includes invoicing and budgeting features)
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TSheets by QuickBooks (syncs well with payroll)
These platforms generate timesheets, automate reports, and even help identify trends in productivity or attendance. Many offer integrations with payroll and HR systems, saving you time on data entry.
2. Digital Time Clocks for On-Site Teams
If your team works on-site and has regular start and end times, a digital punch clock might be your best bet. These range from simple PIN-based systems to more advanced fingerprint or facial recognition clocks.
Why they work:
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Easy to use and reliable
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Helps reduce time theft or “buddy punching”
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Offers clear start/stop records for payroll
Look for models that store data securely and let you export reports easily.
3. Manual Tracking with Spreadsheets
Still using a spreadsheet? That’s okay—many small teams do! A well-designed template can get the job done, especially if your workforce is small and work hours are fairly consistent.
Tips to make it work:
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Require weekly submissions with electronic sign-off
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Use formulas to calculate totals automatically
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Check entries regularly for missing or unusual times
Manual systems take more oversight, so make sure someone (probably you!) is reviewing them consistently.
4. Project Management Tools with Time Logs
If your team works across multiple projects, logging hours by task can give you a better sense of where time is going—and how to plan resources. Tools like Asana, ClickUp, or Monday.com often include built-in time tracking or integrations with apps like Toggl.
These are great for:
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Billing clients by the hour
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Tracking workload across teams
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Managing time budgets on complex tasks
5. Mobile Time Tracking for Remote or Field Teams
When you’re managing employees who work from home or in the field, mobile apps make it easy to keep track. Look for apps that allow:
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GPS check-ins
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Offline tracking
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Easy clock-in/clock-out from a phone
Apps like:
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Hubstaff
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Time Doctor
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ZoomShift
Just make sure you’re being transparent with employees about what data is tracked and why—it builds trust and avoids misunderstandings.
6. Establish Clear Policies and Expectations
No matter which system you use, success depends on consistency and communication. Set clear expectations for:
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When and how employees should clock in and out
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How breaks are handled
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What to do if someone forgets to log their time
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How and when timesheets are reviewed and approved
Put your time-tracking policy in writing, and make sure everyone knows where to find it.
Final Thoughts: The Right Fit Makes All the Difference
The best system for tracking employee hours is the one that fits your team, your tools, and your workflow. You don’t need the fanciest tech—just a solution that’s accurate, consistent, and easy for everyone to use. Once it’s up and running, you’ll spend less time chasing timesheets and more time focusing on what really matters: keeping your office productive, efficient, and on track.
Let your time tracking work for you—not the other way around.