How to implement digital clock-in
A complete guide to implementing digital time and attendance systems, including method comparison, setup steps, and policy considerations. Links to time tracking software.
Written by
Georgia Morgan
General information only – not legal advice
This guide provides general information about implementing digital time and attendance systems in Australia. It does not constitute legal, HR, or professional advice and should not be relied on as a substitute for advice specific to your business, workforce, or circumstances.
Why switch to digital clock-in?
Paper timesheets and manual clock-in systems are prone to errors, time theft (buddy punching), and create extra work at payroll time. Digital systems automate time capture, improve accuracy, and provide real-time visibility into attendance.
Modern time and attendance systems integrate with rostering and payroll software, eliminating double-handling of data and ensuring employees are paid correctly for the hours they work.
6 steps to digital clock-in implementation
Follow this process for a successful implementation.
Assess your requirements
Determine what features you need based on your business operations, locations, and workforce.
Consider:
- Single location vs multiple sites
- Mobile workforce vs fixed workplace
- Integration with payroll and rostering systems
- Number of employees and clock-in points needed
Choose your clock-in method
Select the technology that best suits your workplace and workforce.
Consider:
- Mobile app: Best for mobile workers, uses GPS verification
- Tablet kiosk: Good for fixed locations, simple to use
- Biometric: Prevents buddy punching, requires hardware
- QR codes: Contactless, easy to implement
Select and configure software
Choose time and attendance software and configure it for your business needs.
Consider:
- Ensure it integrates with your payroll software
- Set up locations, departments, and cost centres
- Configure break rules and overtime thresholds
- Set up manager approval workflows
Develop policies and communicate
Create clear policies about clock-in requirements and communicate them to staff.
Consider:
- Document when and where employees must clock in/out
- Explain consequences of missed clock-ins or time theft
- Address privacy concerns about GPS or photo verification
- Update your employee handbook and contracts
Train employees and managers
Ensure everyone understands how to use the system and their responsibilities.
Consider:
- Demonstrate how to clock in and out
- Explain how to handle missed clock-ins or corrections
- Train managers on approving timesheets and running reports
- Provide written guides and support contacts
Launch and monitor
Go live with the system and monitor for issues during the transition period.
Consider:
- Consider a pilot period with a small group first
- Have paper backups available initially
- Monitor for issues and address them quickly
- Gather feedback and make adjustments
Go digital with clock-in
RosterElf offers GPS and tablet clock-in options with automatic timesheet generation and compliance tracking. Built for Australian small businesses.
Clock-in method comparison
Choose the method that best suits your business needs.
Mobile app
Pros:
- Works anywhere
- GPS location verification
- Photo capture option
- Notifications and alerts
Cons:
- Requires smartphones
- Needs mobile data or WiFi
- Battery dependent
- Some employee resistance
Best for: Mobile workforces, multiple locations, field workers
Tablet kiosk
Pros:
- Simple to use
- No personal devices needed
- Visible for all staff
- Can add photo verification
Cons:
- Fixed location
- Hardware costs
- Can create queues
- Single point of failure
Best for: Retail, hospitality, factories, single locations
Biometric (fingerprint/face)
Pros:
- Prevents buddy punching
- No cards to lose
- Accurate identification
- Fast and contactless (face)
Cons:
- Higher hardware cost
- Privacy concerns
- May not work for all (fingerprints)
- Requires maintenance
Best for: High-security environments, time theft concerns
QR code/NFC
Pros:
- Contactless
- Low cost
- Works with any smartphone
- Easy to update locations
Cons:
- Can be photographed/shared
- Needs location codes at each site
- Requires smartphone
Best for: Multiple sites, contactless requirements, budget-conscious
Business benefits
Why businesses switch to digital time tracking.
Accurate payroll
Eliminate manual timesheet errors and reduce payroll disputes
Reduced time theft
Prevent buddy punching and early/late clock-ins
Real-time visibility
See who's working now, who's late, and attendance patterns
Compliance records
Automatic records for Fair Work audits and disputes
Faster payroll
Export timesheets directly to payroll software
Labour cost control
Track hours against budget in real time
Implementation mistakes
Common pitfalls when implementing digital clock-in.
No employee consultation
Risk: Resistance, low adoption, privacy complaints.
Solution: Explain the benefits, address concerns, and involve staff in selection where possible.
Inadequate training
Risk: Missed clock-ins, incorrect data, frustrated employees.
Solution: Provide hands-on training, written guides, and ongoing support.
No backup process
Risk: Chaos when technology fails.
Solution: Have a paper backup process and communicate it to all staff.
Ignoring privacy requirements
Risk: Legal issues, employee complaints, union concerns.
Solution: Comply with privacy laws, especially for GPS and photo capture. Be transparent.
No integration with payroll
Risk: Double handling of data, errors, wasted time.
Solution: Choose software that integrates with your payroll system or rostering software.
Frequently asked questions
- While employers can implement time tracking systems as part of workplace management, you should inform employees about: what data is collected, how it's used and stored, who has access, and how long it's kept. If using GPS tracking or photos, additional privacy considerations apply. Consult your privacy obligations under the Privacy Act and state workplace surveillance laws.
- Costs vary widely. Mobile app solutions like RosterElf typically cost $1-3 per employee per month and include time tracking as part of rostering software. Dedicated time and attendance systems may charge separately. Hardware costs for kiosks or biometric readers can range from $200-$2000 per device. Consider the return on investment from reduced time theft and payroll errors.
- Yes, most modern time tracking apps work on personal smartphones. However, consider: whether employees are comfortable using personal devices for work, data usage costs, and what happens if someone doesn't have a smartphone. Provide alternatives like tablet kiosks for those who prefer not to use personal devices.
- Your system should have a process for this. Typically: the employee notifies their manager, a timesheet correction is requested, the manager approves (or denies) the correction, and the corrected time is recorded. Document the process in your policy and track patterns of missed clock-ins.
Regulatory sources
This guide is aligned with Australian record-keeping requirements.
Related guides
More resources for time and attendance management
Stop chasing timesheets
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