Time and Attendance software: a practical buyer guide for US teams
Clock-ins, overtime rules, and geofencing. Here is what to look for, what to ask, and what to avoid, written for HR leaders from startup to enterprise.
What time and attendance software does
Time and attendance software records when hourly employees work, applies overtime and break rules, manages paid time off, and sends approved hours to payroll. For any business with non-exempt employees, accurate time records are both a legal requirement and the foundation of correct pay.
Signs you are ready for it
- You use paper timesheets or punch cards.
- Overtime is calculated by hand.
- You operate in states with daily overtime or meal break rules.
- Buddy punching or time theft is a concern.
- Managers spend hours fixing timecards before payroll.
Must-have features
Flexible clock-in
Mobile, web, kiosk, and badge clock-ins with optional geofencing.
Overtime and break rules
Federal and state rules, including daily overtime where required.
PTO accruals
Accrual policies, requests, and balances, including state sick leave.
Timecard approvals
Manager review with exception flags.
Payroll integration
Approved hours sent to payroll automatically.
Audit trail
A record of every timecard edit.
US compliance to keep in mind
The FLSA requires employers to keep accurate time and pay records for non-exempt employees and pay overtime at one and a half times the regular rate for hours over 40 in a workweek. Some states, like California, add daily overtime, meal and rest breaks, and other rules. Many states and cities also require paid sick leave accruals.
How pricing usually works
Per employee per month, sometimes with hardware costs for time clocks.
AI features worth asking about
AI can flag unusual timecards and predict overtime. Be careful with facial recognition and biometric clocks, since some states, like Illinois, have strict biometric privacy laws.
Questions to ask in every demo
- How do you handle daily overtime and meal break rules in our states?
- Show me a timecard edit and its audit trail.
- Do your biometric clocks comply with biometric privacy laws?
- How do approved hours reach payroll?
Red flags during evaluation
- No support for state-specific rules.
- Edits without an audit trail.
- Biometric features with no consent workflow.
Verified user ratings
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Time and Attendance products we profile
Independent profiles of platforms that offer time and attendance capabilities, from startup to enterprise. Each covers fit, strengths, what to check, and demo questions.
Gusto
Full-service payroll and HR for small US businesses (Startup, Small business)
Read moreRippling
Unified HR, IT, and finance built on one employee record (Startup, Small business, Mid-market)
Read morePaylocity
Payroll and HCM with a strong focus on employee experience (Small business, Mid-market)
Read morePaycom
Single-database HCM with employee-driven payroll (Small business, Mid-market, Enterprise)
Read morePaycor
HCM for leaders of small and midsize businesses, now part of Paychex (Small business, Mid-market)
Read moreADP Workforce Now
ADP's flagship HCM for midsize US companies (Mid-market, Enterprise)
Read moreUKG Pro
HCM and workforce management for large frontline workforces (Mid-market, Enterprise)
Read moreDayforce
Continuous payroll and workforce management in one platform (Mid-market, Enterprise)
Read moreFrequently asked questions
Do salaried employees need to track time?
What is buddy punching?
Do we need to pay for short breaks?
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