In today’s digital age, calculating time cards should undoubtedly be done on a computer. There are numerous options available to cater to every business need and preference. Understanding your options is crucial when choosing the right time card calculator for your organisation.
The choices are typically divided into four categories:
- Do-it-yourself time card calculators, such as Excel spreadsheets
- Online time card calculators
- Commercial software time card calculators
- Self-developed time card calculator software
For most companies, the fourth option is often too costly and unnecessary, given the plethora of online options available. If you need a time card calculator tailored to a specific industry and integrated into a comprehensive workforce management system, options like EasyRoster cater specifically to the needs of the security, facilities, labour broking, and cleaning sectors.
In this guide, the experts at EasyRoster review 10 of the best time card calculator options available. But before we delve into the details, it’s critical to understand a few key points:
- Free Versions and Functionality: Most online software providers offer free time card calculators, but these usually come with basic functionality. If your employee processes are complex, you may find that free versions are insufficient. It might be a good idea to start with a simple solution to determine your requirements before committing to a fully featured commercial package. Paid versions often provide the features necessary to enhance productivity, reduce errors, and save time.
- Automation and Integration: Your workload will decrease significantly if most of your processes are automated. The more features and integrations a time card calculator offers, the more useful it becomes. Combining as many integrations as possible can greatly improve efficiency.
- Buddy Punching: Avoid systems that allow employees to buddy punch, as this can lead to inaccurate tracking of clock in and clock out times.
- Reporting: Comprehensive reporting is crucial for improving processes and enabling management to stay informed. However, robust reporting features are typically only available in paid versions.
- Operational Strategies: Never commit to paid software without first understanding your specific goals. Focus on improving operational strategies and then seek software that aligns with your needs.
Having clarified these points, let’s proceed to review the tools that can help you efficiently track time, manage overtime hours, calculate hourly rates, and monitor start and end times. These tools will assist in calculating total hours worked, including weekly work hours, and ensure accurate tracking of employee time cards, including lunch breaks and overtime rates. Whether you need a simple free time card or a comprehensive timesheet calculator, this guide will help you find the best solution for tracking your number of hours worked and managing hourly wages effectively.
#1: Time Card Calculator
The Time Card Calculator is a straightforward, free online tool designed for single users to track work hours without needing a complex guide. The calculator is displayed on the left side of the page, with a simple “how-to” guide on the right. While it can manage multiple employees’ time from a desktop browser (Chrome and Firefox only), it is not optimised for mobile use with multiple users.
Key features include the ability to save daily entries, print reports, and calculate overtime. This tool is ideal for freelancers, small businesses, and those needing to manage limited staff hours. It is less suitable for businesses requiring comprehensive tracking for multiple employees or locations.
#2: Time Card Calculator Geek
Time Card Calculator Geek is a simple and free tool that requires registration to save entered data. This calculator allows customisation of various elements, such as lunch breaks, overtime, sick days, and vacation days, and it automatically calculates totals. It’s particularly useful for freelancers and small businesses needing to track time for client reporting.
Key features include the ability to manage lunch breaks, specify overtime rates, and handle sick and vacation days. However, it is not suitable for businesses that need to track time for multiple employees or locations.
#3: Trackforce – Overcoming Scheduling Complexity
For security companies that face the challenge of complex scheduling across various posts and locations, Trackforce offers a robust solution. Its time and labour management software is designed to reduce the strain of creating and managing schedules, ensuring each customer’s unique needs are met efficiently. When integrated with EasyRoster, Trackforce’s features such as flexible schedule views, shift postings, and bulk changes streamline the scheduling process.
Key features include:
- Real-time schedule notifications via Text/SMS
- Intelligent officer filtering based on qualifications
- Alerts for training and certification expirations
- Integration with Guard Management systems for on-site operations
By linking front-line operations to time and labour management, Trackforce provides a transparent view of shift coverage, significantly cutting down on non-billable overtime and ensuring accurate billing.
#4: EasyRoster Timesheet Excel Template
EasyRoster offers a comprehensive and free Excel spreadsheet timesheet template to manage employee time and attendance across unlimited client sites. This template provides a full overview, taking into account employee grades and wage rates.
Key features include:
- Automatic calculation of hours worked and overtime hours
- Tracking of sick days and absent days
- Easy calculation of payments
- Tracking employee shifts and hours worked per site
- Recording reasons for missed shifts
- Monitoring labour costs
This template can be customised, making it ideal for businesses of any size needing a straightforward time-tracking solution.
#5: EasyRoster
EasyRoster is the Rolls Royce of the time card calculators, but it also offers a lot more features than a time card calculator; in fact, EasyRoster is a complete workforce management tool that boosts the overall productivity of companies.
While it can’t really be compared to the other online tools we’ve listed, because you really need to compare apples with apples, we’ve included it to show you what is possible for your wishlist…
The time card calculator is one feature of the software, and it’s built into a complete employee management system that:
- Manages employee contracts and personnel details
- Enables staff scheduling per location
- Provides time and attendance management for multiple locations
- Offers more than 100 different reports and views
The system integrates with:
- Clocking technologies
- Other software that companies may already be using.
- Payroll systems so that information need not be duplicated.
Suitable for: the EasyRoster workforce management system was developed specifically for four industries, namely security, cleaning, facilities management and labour broking, so any company in those sectors would benefit tremendously from using the software. It’s speciality is managing employees at multiple locations.
Being the Rolls Royce of time and attendance and workforce scheduling tools, it is obviously not free. Find out more benefits of this sophisticated time card calculator.
#6: ERS Bio – Streamlining Time & Attendance with Biometrics
ERS Bio’s Time and Attendance Module is a game-changer for companies prioritising precise attendance management. Integrating biometric devices with EasyRoster, it enables positive identification of staff as they clock in, flagging any discrepancies such as late arrivals or absenteeism immediately. This integration allows for effortless management of hours worked, leave, and overtime.
Key features include:
- Biometric and smart device clock-in options
- Advanced Shift Management and Rostering
- Automatic exception notifications for management
- Seamless export of hours to payroll systems via APIs
ERS Bio eliminates many of the manual tasks associated with attendance management, offering comprehensive reports and auto report functionality for in-depth oversight and payroll integration.
#7: Homebase
Homebase offers a robust time clock software that is free for one location. It includes essential features such as employee scheduling, payroll, hiring, and team communication. The premium version, which supports multiple locations and advanced features like QuickBooks integration, is ideal for larger teams.
Key features of Homebase include:
- Free Version: Basic time card calculator, employee scheduling, and team communication.
- Premium Version: Advanced scheduling, performance tracking, optimised payroll, and multiple location support.
Suitable for most organisations, as premium features cover most needs.
#8: When I Work
When I Work is a comprehensive employee scheduling and time tracking software designed for businesses of all sizes. It provides a free version for up to 75 users and one location, making it ideal for small businesses and startups. Key features include employee scheduling, time-off requests, team messaging, and hiring management.
Key features:
- Free Version: Up to 75 users, basic scheduling, and time tracking.
- Premium Version: Advanced scheduling, multi-location support, and additional functionalities like payroll integration.
Suitable for: Small businesses and startups with fewer than 75 employees. Not suitable for: Businesses requiring multi-location support in the free version.
#9: TimeStation
TimeStation is a cloud-based time and attendance application designed for smartphones and tablets. It offers quick setup and ease of use, with a free version available for up to 10 employees. The app works on both Google Android and Apple iOS devices.
Key features:
- Mobile Compatibility: Operates on smartphones and tablets.
- Fast-Scan Technology: Quick punch-in/out functionality.
- Cloud-Based: No software or servers to maintain.
- Advanced Reporting: Multiple report formats for easy payroll integration.
- GPS Location Tagging: Tracks geographical punch-in/out locations.
- Offline Mode: Functions without an internet connection.
Suitable for: Smaller businesses and on-the-go managers and employees. Not suitable for: Businesses needing customised reports or larger-scale operations.
#10: TimeTrex
TimeTrex is a comprehensive workforce management solution offering advanced features such as an employee time card calculator with facial recognition. The system includes timesheets, time banks and accruals, job costing, expenses, scheduling, leave management, payroll, recruitment, and centralised employee details. Employees can track their time via touch phones, mobile devices, or desktop computers, accessible from anywhere.
Key features:
- Biometric Facial Recognition: Accurate and secure time tracking.
- Comprehensive Workforce Management: Includes payroll, scheduling, and HRM.
- Advanced Reporting: Detailed analytics and reporting features.
- Mobile Accessibility: Manage workforce on the go.
- Free Open Source Version: Low monthly cost per user for paid versions.
Suitable for: Enterprises focused on workforce scheduling and management. Not suitable for: Single entrepreneurs with simpler needs.
Conclusion
Selecting the right time card calculator or workforce management tool is essential for optimising efficiency and productivity. From free online tools to comprehensive software solutions, there are options to suit businesses of all sizes and needs. EasyRoster’s Timesheet Excel Template offers a straightforward and effective way to get started and manage employee hours, ensuring accurate calculations and ease of use. For those needing more advanced features, EasyRoster provides tailored solutions to meet industry-specific requirements. Assess your business needs carefully to choose the best tool for managing your workforce effectively.
