How Do You Set Up a Time Clock?

Start with the weekly workflow

Before employees use the time clock, decide:

• Who must track time.
• Where employees clock in.
• When paid time starts and stops.
• How breaks are recorded.
• How missed punches are fixed.
• Who approves final time cards.
• How payroll receives approved hours.
• Where old time records stay after payroll.

That setup matters more than turning on every available feature.

Write down the rules

Employees should know when to clock in, when to clock out, and what to do when they forget.

Managers should know who can edit a time card, what reason is required, and when hours become final for payroll.

Test it before payroll day

Use the first pay period to find friction early.

Review missed punches during the week, shorten confusing job or location lists, and make sure managers approve time cards before payroll receives the final hours.