Time and Attendance

15 Of The Best Free and Premium Time Card Calculators24 min read

By April 3, 2020 April 25th, 2020 No Comments

It goes without saying that in today’s age, time card calculating should be done on a computer. 

There are plenty of options to suit every preference and business need. 

What you need to know, are what options you have when choosing time card calculators.

The choices are divided into four categories:

  1. Do-it-yourself time card calculators, like Excel spreadsheets
  2. Online time card calculators
  3. Software time card calculators
  4. Self developed time card calculator software

For most companies, the fourth option is too costly and unnecessary when you have so many online options available. If you need a time card calculator for a specific industry, that is also available. For example, EasyRoster has developed software that cater specifically to the needs of the security, facilities, labour broking and cleaning sectors.

In this guide, the experts at EasyRoster provide a quick review on 15 of the best options available to you. 

But before we forge ahead, its critical to understand that:

  1. Although most online software providers offer free versions, that option only comes with basic functionality. The more complex your employee processes, the more likely a free version will not be an option. The paid versions offer the most beneficial features to boost productivity and save a lot of time, effort and mistakes.
  2. Your workload will decrease substantially if most of your processes are automated, so the more features that your business needs and which the software provides, the more useful the software becomes. Combine as many integrations as possible. 
  3. It is important that you avoid any systems that allow employees to buddy punch.
  4. Reporting is critical to continually improve processes and for management to stay on top of things, but the reporting feature usually only comes with paid versions.
  5. Never commit to paid software without first understanding what exactly you wish to achieve by using it. 
  6. Always think of how to improve operational strategies first, and only then look for software to accommodate your “wish list”.

Having said all that, let’s proceed to reviewing the tools:

#1: Time Card Calculator

Time Card Calculator

The Time Card Calculator is a simple and free online tool that can be used without needing to wade through any complex help guide.

When you land on the page, the calculator is on the left and a simple, “how to” on the right.

The Time Card Calculator is designed for one user, but it is possible to set up multiple employees to manage all their time from your computer via an internet browser. However, you won’t be able to use the tool for multiple people on a mobile device, so if that’s a function you need, this tool is not for you.

Also bear in mind that multiple users can only be setup via a browser and only works with Google Chrome and Firefox.

It’s a great tool because even if you complete just one row every day, when you save it and return the following day, the calculations are still there and you can simply add the next day’s details.

It also allows you to print a report. All this happens from one webpage, so it’s super simple and fast.

Suitable for: freelancers, one-man businesses and businesses who have a small amount of staff hours to be managed, or businesses who use remote freelancers.

Not suitable for businesses that need to calculate hours for multiple employees or locations.

While it can be made to work to record the time of multiple employees, it is not ideal.

#2: Time Card Calculator Geek

Time Card Calculator Geek (1)

Time Card Calculator Geek is another simple and free tool, but does require you to register in order to keep the data you enter.

This tool allows you to customise certain elements, which is helpful, and you can enter lunch breaks times, overtime, sick days and vacation days.

It automatically calculates the totals.

Suitable for: freelancers and one-man businesses who need to calculate time spent on tasks for client reporting.

Not suitable for businesses that need to calculate time for multiple employees or locations.

#3: On The Clock

On the Clock

On The Clock takes it up a few notches from the other time card calculators we’ve reviewed so far, but you’ll pay $2.20 per user after a 30 day free trial, which is on a par with many other paid versions of time card calculators.

This software is different from the others in that:

  • It has a beautiful, modern interface.
  • Works on any device, browser or via an app.
  • Has an actual punch-in and out system that works on specific devices, and automatically calculates time.
  • Time sheets can be reviewed and passed on to Payroll for processing.

However, there is a free version that is on a par with the other online tools we’ve reviewed up to this point, and it can be found here.

The free version calculates the total payroll hours over a certain period of time, and can also calculate overtime.

free version calculates the total payroll hours

Reports can be saved to your computer on a PDF or Excel spreadsheet.

Suitable for: freelancers and one-man businesses who need to calculate time spent on tasks for client reporting.

Not suitable for businesses that need to calculate time for multiple employees or locations.

#4: Excel time card template

Excel Time Card Template

On The Clock offers a free Excel spreadsheet time card template. All you’d need to do is:

  1. Download the template to your computer.
  2. Enter the relevant fields (company and employee data) into the spreadsheet.
  3. Enter employee dates and times worked.
  4. To use it for multiple employees, simply copy the sheet and repeat the process.

The template will automatically calculate the daily and total hours.

Suitable for: freelancers and any sized business. It’s basically the same as using an online tool, because an online tool is usually able to save the information into an Excel spreadsheet. 

However, the template may be easier than using a free time card calculator, as you can change details easily, whereas it’s a little more time consuming to change details online and then download the revised sheet again.

Not suitable for businesses that need to calculate hours for employees situated at multiple locations.

#5: EasyRoster

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.

It is not suitable for a one-man business.

#6: TimeTrakGO

Time Trak GO (1)

TimeTrakGO is another full-featured time tracking and labour management system that has more features than just time card calculating, and is suitable for all sized business, even the solopreneur. 

This software allows for scheduling employees and time tracking of multiple users on the most basic version, which is free. 

However, if you are looking for more features, you can go for one of the paid packages which are aimed at bigger companies.

Suitable for: solopreneurs or small businesses with a small amount of employees who need to be time managed.

Not suitable for businesses that need to calculate hours for employees situated at multiple locations.

#7: Homebase

Homebase

Homebase is free (for one location) time clock software. If you want to use it for multiple locations, or to communicate with a team, or check performance or for optimised scheduling, you’ll need to pay premium rates. 

It’s a good alternative to premium workforce management tools because it’s also designed to help scheduling, payroll, hiring, and team communication processes, but the free version is limited, for example, while the premium version allows integration with Quickbooks, integration is not available in the free version.

The system is easy to use, and the free version includes a time card calculator.

Suitable for: the free version is suitable for startups or solopreneurs, while the premium version is good for bigger teams, to streamline communication, optimise scheduling and other workforce processes, and for time cards calculating for employees located at multiple locations.

#8: When I Work

When I Work

When I Work is employee scheduling software ideal for the smaller business to schedule staff, as a time card calculator, handle time-off requests, team messaging and hiring new employees.

It is free for up to 75 users, and for one single location, so would not be suitable to use for clock in or clock out times for employees situated at multiple locations. In that case, you would need to upgrade to the paid versions that are most suitable for your requirements.

Suitable for: companies that require simple workforce scheduling, a way to easily communicate with employees, and to handle requests. If you have more than 75 staff, need to schedule employees at multiple sites, or require more advanced functionality, you’ll need to pay for the premium version.

#9: TimeStation

Time Station

TimeStation is different to the other tools in that this time and attendance application runs on smartphones and tablets. Set up is quick and it’s easy to use. 

Free for up to 10 employees, it’s a great tool for the smaller business, and works on smartphones and tablets running Google Android or Apple iOS.

There are a few bugs though, for example, it gets irritating when it logs you out constantly, or if an employee doesn’t double check their clocking times, it throws the times off. In addition, you can’t customise reports.

Suitable for: smaller businesses and on-the-go managers and employees. Since it’s a time card calculator for mobile, it works off any mobile device, as long as all employees have an Android or Apple device.

#10: TimeTrex

Time Trex

TimeTrex is another comprehensive workforce management solution that offers an employee time card calculator with facial recognition. The system includes timesheets, time banks and accruals, job costings and expenses, scheduling and leave management as well as payroll, recruitment and a centralised place for employee details.

Employees track their time via a touch phone, mobile device or desktop computer, and the tool can be accessed from anywhere. TimeTrex is quick, reliable, and offers many features.  However, the interface is aesthetically flawed, clumpy and complex.

Our research shows that it offers a free open source version, but the site does not show pricing or features for each version.

It has a low monthly cost per user.

Suitable for: enterprises that revolve around workforce scheduling. It is not ideal for single entrepreneurs as there are probably more functions than are necessary for a very small business.

#11: TimeCamp

Time Camp

TimeCamp is web-based time tracking software created for businesses of all sizes; the focus being on measuring performance.

The software offers a free version for solopreneurs that comes with basic time tracking and reports.

The premium versions offer a range of features, such as billable time tracking, invoicing tools, team time tracking and attendance. 

What’s great about this tool is that you have access to more than 50 integrations with other software.

Suitable for: any sized business, but the lower the price, the less features it offers.

#12: F3 Face & Fingerprint Time & Attendance

F3 Face & Fingerprint Time & Attendance

We’ve used this product as an example, because unlike the other time card calculators, this is a physical product that comes with software, so you’ll need to find out what’s available in your specific area. 

The great thing about this kind of biometric product is that there is no recurring monthly fee; once you buy the product, you get the software too and that’s it.

This particular product – the F3 Face & Fingerprint Time & Attendance is a biometric fingerprint or facial recognition clocking system. Register employees with facial recognition, fingerprint, proximity or even all three.

It records times and calculates how much time was spent on site working. 

It allows for the creation of schedules and shiftplanning for multiple departments, and calculates overtime also. 

Data can be exported to an Excel spreadsheet for reporting, and can be saved to a computer.

The downside about this option is that unlike the online time card calculators, this one won’t offer as much functionality. That is however, not a problem depending on your needs.

Suitable for: any sized business that does not include complex workforce scheduling processes.

#13: iSolved Time

iSolved Time (1)

iSolved Time is another complete workforce management tool. It is a cloud-hosted time and attendance system accessible from any device, from a mobile device to a computer.

It’s a great system for growing businesses because the software allows them to easily add on any software they need, instead of changing to a whole new system to accommodate their growing needs.

The iSolved platform allows for different options, and as businesses grow, they can simply include them with the core product, such as payroll, HR administration and employee benefits. All of this can be managed from one central location.

The tool provides multiple methods of clocking in and out, as well as employee self-service. Managers can use scheduling tools, and manage paid time off.

There are a few different time clock systems available and you can choose which ones best fit your business.

This system is not free, and the pricing is per user. However, the bill has to be a minimum of $80 per month, which means you will need enough users to make up that price.

It also requires an onboarding fee, and each employee has to be trained to use the system, which is an additional cost. A downside is that some features are additional and you are charged extra for them.

Suitable for: growing businesses that need a system for a minimum of about 20 users, otherwise it will just cost too much.

#14: Time Clock Wizard

Time Clock Wizard

The Time Clock Wizard is an online time clock system that offers a free version which only consists of basic time tracking, but for an unlimited number of users.

The paid versions offer more features, such as reporting and support, scheduling, payroll reporting, notifications, paid time off, accruals, task management, time off requests, and expense reimbursements.

It also offers a free trial for premium versions, so you can test drive it first.

Suitable for: the free version is suitable for home users or freelancers who have clients who pay by the hour. Bigger companies will need the paid versions of the software.

#15: Deputy

Deputy (1)

Deputy is staff management software that allows businesses to schedule and manage shifts, has automatic scheduling ability, offers POS integration, provides leave management, a newsfeed and tasking.

The more you pay, the more features you get, such as reporting, integration and timesheet calculator.

The software is ideal for businesses in hospitality, retail and healthcare.

Suitable for: businesses of any size, and best for certain industries, primarily hospitality, retail and healthcare, although a full list of best suited industries can be found on their website.

excel-timesheet-template-free-download

Summary of time card calculator solutions, and who they’re best for

#1: Time Card Calculator

Pricing options

Free

Best for

Startups, solopreneur

#2:Time Card Calculator Geek

Pricing options

Free

Best for

Startups, solopreneur

#3: On The Clock

Pricing options

Free

Best for

Solopreneur

#4: Excel time card template

Pricing options

Free

Best for

Startups, solopreneur, small business that do not have complex workforce processes.

#5: EasyRoster

Pricing options

No free version

Best for 

Companies that need to manage employees at multiple locations, and for companies in these industries: security, cleaning, facilities and labour broking.

#6: TimeTrackGO

Pricing options

Free and premium versions

Best for

Free version: startups, solopreneur

Premium versions: any size company

#7: Homebase

Pricing options

Free and premium versions

Best for

Free version: startups and solopreneurs

Paid versions: any sized business

#8: When I Work

Pricing options

Free and premium options

Best for

Free version: companies with under 75 staff that require simple workforce scheduling

Premium versions: any sized company

Summary of time card calculator solutions, and who they’re best for

#9: TimeStation

Pricing options

Free for up to 10 employees and premium version

Best for

Smaller businesses and on-the-go managers and employees

#10: TimeTrex

Pricing options

Monthly cost per user

Best for

Companies whose business revolves around workforce scheduling

#11: TimeCamp

Pricing options

Free version: solopreneurs

Premium version: any sized business

Best for

Any sized business

#12: F3 Face & Fingerprint Time & Attendance

Pricing options

Once-off cost

Best for 

Any sized business, but does not offer as many features as the time card calculator solutions that focus on the software instead of the physical apparatus.

#13: iSolved Time

Pricing options

No free version

Premium: pay a minimum of $80 per month and thereafter, pay per user

Best for

Growing businesses that have at least about 20 employees whose time needs to be managed.

#14: Time Clock Wizard

Pricing options

Free and premium options

Best for 

Free version: solopreneurs or startups

Premium versions: bigger companies

#15: Deputy

Pricing options

Premium versions only

Best for

Any sized business who are in these industries: hospitality, healthcare and retail.

excel-timesheet-template-free-download
Albert Brits

Albert Brits

Albert co-founded EasyRoster Software in 1995 and helped grow the business to where it is today. Albert has over 25 years of experience in Workforce Management and Software development which has helped the EasyRoster team build one of the best WFM systems on the market today.