The Payroll Partners Guide to Timekeeping Implementation

The Payroll Partners Guide to Timekeeping Implementation

Have you recently decided to purchase a timekeeping system but have not yet implemented it? By following a few guidelines, you can have a smooth system conversion and begin to enjoy the benefits right away.

Here is the Payroll Partners guide to Timekeeping implementation:

Make a Plan

We can help you create a workable timetable for the system implementation and decide which processes to transition first. Take advantage of our experience in helping companies like yours transition quickly and efficiently.

Transition in Stages

If your organization has numerous departments, you may want to tackle it in stages. Once one department has successfully transitioned to all the new operations, you will have solved a few unexpected snags. You can use the knowledge gained to prevent the same complications when the next department transitions.

Communicate the Benefits

It’s natural for associates to worry that a new system could impact their pay or add a layer of complication to their busy day. If managers can prepare team members so they know how the new operations will benefit them, they will be more likely to comply cooperatively. Emphasize the transparency and convenience of self-service time cards and having 24/7 access to accrual information. Demonstrate how the virtual trade board can make it easy to pick up extra shifts or swap shifts when needed.

Train Employees Thoroughly

Timekeeping is so effortless to use, we have never had a client whose employees couldn’t catch on quickly. Even if your labor force is tech-savvy, however, make sure you train thoroughly, measure the effectiveness, and then remind them to use the system continually until everyone is on board. You can’t take advantage of the many features of Timekeeping unless they are being used consistently and correctly.

Be Prepared for Possible Resistance

If you have offsite associates who will be GPS tracked for the first time, be prepared for some blowback. Employees who are used to plenty of autonomy may resist the increased surveillance. Remember, as their employer you have every right to verify that your employees are working where they are supposed to be working. Explain that accountability is a two-way street; though they might feel micro-managed, tracking time to the minute benefits them when they work fifteen minutes past their usually shift end time or clock in a few minutes early. (If that is not allowed at your company, make sure you use the easy schedule enforcement tool in Timekeeping.)

If you are implementing a biometric time clock and a staff member is especially resistant, be aware that this might be an indication that he or she is guilty of time theft. Compare the hours worked before and after using the new clock for insight. If you discover a considerable drop in hours—congratulations—you have finally stopped paying for time not actually worked!

Answer Questions

Make sure you are available to answer questions about the new system. If your team members see that you are dedicated to alleviating concerns, they will be more likely to support you. However, don’t go so far as to make the new processes optional. Some organizations have failed to adopt a new system because they got so much resistance from their labor force they eventually gave up. Lowering labor costs, reducing administrative hassles, and improving productivity will benefit everyone in your organization. Don’t let employee resistance deter you.

Appoint an Implementation Manager

Ideally, all of your team managers will soon be committed to the new system and become fully fluent in all of the features. However, by assigning a competent and dedicated person to own the project company-wide, you can centralize the implementation-specific communication and training and depend on your point person to make sure each department sticks with it until all teams and systems are transitioned.

We are dedicated to your success. Let the Timekeeping experts at Payroll Partners help you start enjoying the myriad benefits Timekeeping provides.


Payroll Partners offers Workforce Management Suite, the powerful, fully-integrated Workforce Management Suite that makes it easy to optimize the performance of your managers, employees, and business.

Workforce Management Suite includes TimeWorksPlus, TimeSimplicity, and TimeWorks Mobile. Workforce Management Suite is established for busy employers like you who need to streamline scheduling, automate time and attendance tracking, maintain regulatory compliance, and reduce labor costs.

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We can get you up and running with Workforce Management Suite in minutes. Contact us today to set up a demo.