The complete Australian guide to time clocks & timesheets

Introduction to Time Clocks & Timesheets

A modern time clock and timesheets system records when employees start, take breaks and finish—via smartphone or a tablet kiosk—verifying location and identity with GPS and optional photo proof. Clean, verifiable data flows straight into approvals and payroll, reducing disputes, time theft and admin while improving staff trust.

For Australian employers, accurate records aren’t just helpful—they’re expected. Review the Fair Work Ombudsman’s guidance on record-keeping for pay and time and break entitlements to ensure your policy and system settings align.

If you’re evaluating software, start with an integrated platform that combines rostering, live attendance and mobile clock-ins. Explore RosterElf Time & Attendance.

What a Time Clock & Timesheets System Actually Does

At its core, a time clock & timesheets system captures clock-ins, breaks and clock-outs; validates location and identity; and creates digital timesheets for quick approvals and accurate payroll. Strong policies plus sensible prompts (e.g., “reason for late/early”) keep data consistent and fair.

• Accuracy: auditable records of start/end times and breaks
• Visibility: live view of who’s In, On Break, Late or Out
• Speed: faster approvals, fewer payroll errors
• Trust: a clear, shared source of truth for managers and staff

Keep your scheduling foundation solid with native rostering—see RosterElf Rostering—so staff always know when and where to clock in.

Time Clock Options (Phone, Tablet Kiosk, Live Dashboard)

Smartphone time clock (GPS + photo verification)

Employees open their rostered shift in the RosterElf App and tap Clock In. Set a GPS tolerance to block off-site clock-ins and enable quick selfies on clock-in/out (and optionally at break start/finish) to curb buddy punching. Ideal for teams that move around site or rotate between locations.

Tablet time clock kiosk (PIN, prompts, photos)

A wall-mounted or countertop tablet provides a single, visible checkpoint at each entrance. Staff select their name, enter a PIN (if required), and clock in/out. Configure late/early prompts to capture reasons and require photos for added verification—great for venues wanting a consistent, shared device flow.

Live time clock dashboard (managers)

Supervisors use a browser view to see attendance status across one or many sites, spot coverage issues early, and drill into shift history (breaks, notes, location records) to make fast decisions.

Roster first for clean attendance

The smoother your rosters, the cleaner your attendance. A roster-centric workflow—powered by RosterElf Rostering—reduces exceptions and speeds approvals.

Implementation Playbook (7 Steps that Work)

1) Map needs & policy

List pain points (missed clock-outs, manual edits, payroll re-work, buddy punching, remote work, multi-site). Draft policy rules for where to clock in/out, when to start/finish breaks, and what happens for late/early clockings. If capturing photos/locations, align your notice with Australia’s Australian Privacy Principles.

2) Choose the platform

Prioritise mobile + kiosk options, GPS/photo proof, time & GPS tolerances, a live dashboard, streamlined approvals and payroll export. For an integrated approach, see RosterElf Time & Attendance.

3) Configure GPS & time tolerances

Set a site-specific GPS radius (tight for small shops; wider for large venues) and define time tolerances (e.g., ±5 minutes without exceptions; then require a reason). For precise coordinates—handy in malls or campuses—use Plus Codes.

• Small shopfront: GPS 50–75 m; tolerance ±5 min
• Large venue: GPS 100–150 m; tolerance ±5–10 min
• Campus/industrial: GPS 200–300 m; tolerance ±10 min

4) Enable photo proof & precise location

Turn on photo prompts at higher-risk sites and confirm each site’s pinned location for reliable GPS checks across multi-tenancy buildings or sprawling addresses.

5) Deploy the tablet kiosk

Install the app, set a site PIN (or account PIN), and test a full cycle: clock-in → start break → end break → clock-out (including late/early prompts and photo). Place kiosks where staff naturally pass; secure the mount; keep power and Wi-Fi stable.

• Current-generation iPad or Android tablet
• Always-on power; stable Wi-Fi
• Screen lock disabled during operating hours
• Privacy filter or angled placement to avoid shoulder-surfing

6) Onboard & train

Add new hires with digital forms and permissions before day one using RosterElf Onboarding. Train managers on live attendance and approvals; coach staff on phone and kiosk flows.

7) Pilot, refine, go live

Run one site for a week. Review exceptions daily, adjust tolerances, and ensure approved hours align with rostered times when there’s no variance. Then roll out to all sites and bake policies into onboarding.

Daily Operations

Staff flows (smartphone & kiosk)

• Clock-in: open the shift; if outside the GPS radius, the button won’t activate.
• Breaks: tap Start Break and End Break; selfie if photo proof is enabled.
• Clock-out: add a quick reason if leaving early.
• Unscheduled shifts: use manager authorisation to create and clock in to ad-hoc shifts.

Keep everything in one place with the RosterElf App, so staff don’t juggle multiple systems.

Managers: live monitoring & exceptions

Supervisors scan a live view for late arrivals, long breaks or coverage gaps. Each exception includes location, notes and photo proof—enough context to approve or correct without back-and-forth.

Breaks: start/finish, proof, visibility

Breaks are part of the legal record. Make them simple to start and end on the same device used for clock-in. For higher-risk environments, require photos at break start/finish. Align policy with Fair Work’s break guidance.

Manage leave so timesheets don’t lie

Plan and approve time off in Leave Management so rosters, attendance and payroll remain in sync.

Approvals & Payroll

Exception-first approvals & auto-rounding

Focus on exceptions (late/early clock-ins, outside-geofence attempts, long/missing breaks). Keep auto-rounding conservative (e.g., align clean clock-ins to roster time; otherwise round to the nearest 5 minutes) to reduce nit-picking while reflecting reality.

Export to payroll (e.g., Xero)

Once hours are approved, export timesheets to payroll. If you’re new to Xero’s flow, see Timesheets in Xero Payroll (AU). If a “timesheet already exists” message appears in payroll, resolve duplicates there first, then re-export.

Compliance guardrails

Working under complex awards? Pair approvals with on-screen guidance via the AI Fair Work Compliance Bot, verify roles/permissions during Onboarding, and track required cards/accreditations with Licence & Certification Management.

For an end-to-end flow from roster → clock-in/out → approval → payroll, anchor your process in RosterElf Time & Attendance.

Remote & Field Teams (GPS Time Clocks)

Geofencing to stop off-site clock-ins

For tradies, delivery, events and home-care teams, GPS time clocks verify each event and can restrict clock-ins to a set radius. That reduces time theft and creates a defensible record when reconciling client site work.

Location history for audit

When disputes arise, managers can review clock-in/out locations as part of the shift record. If you need precise placement at a site without a clear street address, use Plus Codes to lock in exact coordinates.

Digital Timesheets ROI for Australian SMBs

Time saved, fewer errors, happier staff

Digital capture eliminates double handling. Staff avoid kiosk queues; managers stop re-keying hours; payroll sees fewer corrections.

Cost control & budget accuracy

With live attendance and accurate timesheets, your wage-to-sales ratio becomes predictable. Exceptions expose real leaks—chronic lateness, extended breaks, forgotten clock-outs—so you can coach or refine rosters.

Transparency & trust

Clear shift histories remove emotion from pay conversations. For broader expectations on what must be retained, revisit Fair Work’s record-keeping requirements.

Troubleshooting Quick Wins

Shifts not showing on the kiosk

• Confirm the day’s roster is published
• Check kiosk filters (site/position/staff) → set to All during testing
• Refresh the app; verify Wi-Fi and device time settings

Forgot to clock out

• Manager edits the shift end during approvals and adds a note
• Align rostered finish times and send gentle shift-end reminders

“Timesheet already exists” in payroll

• Resolve or delete the conflicting timesheet in payroll
• Re-export from your attendance platform
• Add a weekly close checklist step so approvers don’t forget

Photo or GPS not recording

• Ensure the app has Camera and Location permissions
• Update to the latest app/OS version
• For indoor GPS issues, double-check the mapped site location and radius

Connectivity and Wi-Fi

• Prefer 2.4 GHz for older tablets; place kiosks where signal is strong
• If patchy, enable smartphone clock-ins as a fallback
• Use a UPS (battery backup) for critical entry-point kiosks

Buyer’s Notes: Devices, Compatibility & Placement

iPad vs Android for kiosks

• iPad: long OS support, consistent performance, strong accessory ecosystem
• Android: lower cost options, diverse screen sizes, enterprise kiosk modes

Choose current-generation hardware—budget tablets age quickly and struggle with newer app versions.

Mounting, Wi-Fi & accessibility

• Mount at eye level near primary entrances/exits
• Provide steady power and reliable Wi-Fi; avoid glare and tight corners
• Consider accessibility: height, reach and font size for all staff

Policies, Templates & Checklists

Time & Attendance policy (AU spelling)

Purpose: ensure accurate recording of working time, breaks and attendance across all sites.

Scope: all employees, contractors and casuals rostered for shifts at Company Pty Ltd.

Clock-in/out rules

• Where: clock in/out via smartphone within the site’s GPS radius, or at the site tablet kiosk
• When: follow rostered start/finish; a small time tolerance applies
• Verification: photo proof is required where prompted
• Reasons: provide a brief reason if clocking late/early

Breaks

Start and end breaks using the same device used to clock-in. Align practice with Fair Work’s break guidance.

Kiosk etiquette

• Use your own profile only; never clock in for someone else
• If you can’t see your shift, ask a manager to check roster publication and kiosk filters

Issues & corrections

If you forget to clock out or make a mistake, notify your manager promptly so it can be corrected during approvals.

Staff quick-start card (post near kiosks)

• Open your shift on your phone or use the kiosk
• Clock In when you arrive (inside the GPS radius)
• Start Break / End Break on the same device
• Clock Out before you leave; add a reason if early
• New starters: complete digital forms via Onboarding ahead of your first shift

Manager daily checklist

• Open the live attendance dashboard; confirm coverage
• Check exceptions (late/early, long breaks, outside radius)
• Spot-check photo proof and clock-in locations
• End of day: tidy exceptions and add notes for approvals
• Weekly: review approved hours and export to payroll

One-click to the complete toolkit

Keep rostering, attendance and compliance together: start with Time & Attendance, plan shifts in Rostering, capture hours in the RosterElf App, manage time off via Leave Management, onboard new hires with Onboarding, and track mandatory credentials in Licence & Certification Management. Learn more about RosterElf.

About the Author & Editorial Standards

Author: Steve Harris — Time & Attendance Specialist with roll-outs across hospitality, retail and care; experienced in Xero-connected workflows and multi-site compliance.

Reviewed by: Sean Wyse — Head of Payroll Integrations

Last updated: 29 August 2025

How we create content: We synthesise hands-on implementation experience with product documentation and support learnings. Guides are reviewed by a subject-matter expert and updated when features or best practices change. Ready to implement? Anchor your workflow in RosterElf Time & Attendance.