"Clocking in"

Anonymous

My understanding, and our current practice is that one such way or "regulating" your staff, may be to use an existing access control system (such as an electronically installed device to allow access to and from the premises). This is usually used for safety reasons (to ensure that all staff are present should there be an evacuation of the premises), but it can also be used for management to monitor the staff "clocking on" as long as they are aware that the system may be used for this purpose.

Linda Tobey
Member - 7 posts

Thanks Mark but I'm really looking for written guidelines and experience of training / informing staff of how the system works and consequences of lateness etc. We need to convince staff that this is a good system for them, rather than it being a negative experience. But we also need to be able to ensure that they know that there are consequences for misuse. Do you have your procedures written down?

Julia Applewhite
Member - 2 posts

Make the workforce aware that you are considering introducing a 'clocking in system' this isn't about caathing staff out, but in order to protect employer and employee. It is the fairest way to decide for if a member of staff is late, however, it will also show if that member of staff is willing to make up time by working over - too often it is said that people are only seen arriving to work, but not leaving? Also it takes into consideration if someone has turned up late or even early they may choose to work during break periods to make up time lost or to accrue time should they wish to leave early. These days employees like to say it's all about give and take when it comes down to time - at least this way you have the evidence to support this and it doesn't create favouritism. A member of staff cannot argue if the evidence is there, likewise neither can the employer. It a great way to protect everyone - health & safety wise and staff monitoring

Richard Taplin
Member - 4 posts

In my organisation, clocking in also allows us to monitor our obligations under the working time directive - should any staff consistently exceed the 48 hrs/week, we have that information, and can take appropriate management action - providing additional resources, restructuring tasks, giving time in lieu etc.

Helen Abbott
Member - 31 posts

Hi Linda,

Unfortunately, there are no best practice guidelines - it?s up to an employer to assess their needs to try to find an appropriate system ? perhaps by talking to relevant suppliers.

Sorry we could not be of more help, but if you would like to discuss this further with me please contact me direct on 01223 431064.

Best regards,

Helen Abbott

HR Consultant

Workplace Law Network

www.workplacelaw.net

0870 777 8881

Boniface Mwirigi
Member - 1 post

Linda,

I have worked in a system that implemented such a system. It was not automated; it was clocking by manual recording by the employee with a monitor. The records would be withdrawn from the check in/out counter after expiry of a certain period. It was appreciated a: because the employees new their obligations, b: the employer had a fair way of time keeping for both employee and employer, c: it created a sense of time honesty. I believe if automated it would have improved the results. The strength of the system was that both sides understood the benefits and losses of the systems and were bound by collective responsibility; that both sides would honour the results of the records.

Anonymous

Thank you all for your comments. It's been very useful. We have now implimented a system that appears to be working well and is accepted by our teams.

David Sharp - Workplace Law Network
Online advisor - 122 posts

Out of interest Linda, would you mind dropping us a few lines to let us know what system you chose, and what considerations went into your choice? It's always good to be able to point other members in the right direction in case we get asked this in future.

David Sharp, Workplace Law Group

Anonymous

We've kept it simple:

All staff have to clock on at off at the start and finish of each working day.

All staff have a designated timecard which has to be kept in the card rack and renewed weekly.

Cards may only be used by the designated member of staff.

Clocking on must be no later than 10 minutes after the start of a shift.

Clocking off must be no earlier than the specified time, unless authorised by the line manager.

Clocking on or off at other times may result in a financial deduction. Repeated infringments may result in an unsatisfactory performance review or a hearing to determine if disciplinary action is appropriate, unless absences have been authorised.

Other breaches include removal, defacing or damage to cards or equipment: All of which may result in a hearing to determine if disciplinary action is appropriate.

Glyn Jones
Member - 4 posts

As a contractor I use the same system as the staff, electronic/magnetic swipe card at the entrance door, again at the lift lobby to acceess the lifts and the required floor, by hand writing in on a spread sheet the actual time of arrival on the floor of the office block, if as my normal day ie in at 7.30 ish read and answer e-mails then clock out with the swipe card as well as on the relevant floor using another spread sheet file to list my time of leaving my anticipated time back in the office and the actual time back in, if I go to site straight from home I have to ring in to register that I am actually on site, the latter being to cover me and the company from an insurance point of view along with concerns about smokers taking time out when non smoking office staff kept working and finally to have an accurate fire roll in the event of an emergency.