Is a biometric time clock right for you?

Written By: Brad Sylvester

Biometric time clocks are high-security, high-accuracy systems – and as such, they're not necessary for all businesses. They are useful, however, for companies that have a problem with the practice of "buddy-punching," where workers punch in or out for their tardy or absent coworkers. This practice can be costly to employers, which end up paying wages to workers who haven't earned them. With paper punch cards or other conventional time-clock systems, this can be hard to prevent. The addition of a biometric component to a time-clock system can stop buddy-punching the first day it is installed.

What is a biometric time clock?

A biometric time clock uses a distinctive physical characteristic of each employee, such as a fingerprint or a retinal scan, to make sure that they are actually present when punching in or out. Combined with biometric time tracking software, this gives the employer an accurate and nearly fraud-proof system for measuring workplace productivity. Software can take data from the time clock and automatically drop it into a database, which can be used to refine required labor estimates. Specific uses and benefits will vary from business to business, but one popular benefit of this type of analysis is understanding seasonal variations in hours worked, allowing employers to bring on temporary help during the busiest seasons to avoid the expense of excessive overtime.

A biometric time clock is useful for those employers whose workers may clock in early or stay late for overtime. It completely removes the temptation for an employee who's running late to call a coworker and ask him to punch in for him. Instead of hiding attendance problems and risking hidden resentments between employees, the biometric time clock makes attendance problems visible to the employer. Employees understand that they will be held accountable and that no one receives special treatment.

Privacy issues require a formal policy

Employers that feel the need for this type of time clock should also take steps to educate the employees about the new devices. A formal privacy statement detailing how the company will protect the employee's data is highly recommended. Having fingerprints or other identifying data on file can be disconcerting to employees if they don't have confidence in the employer's willingness and ability to safeguard this information. Privacy policies should state who has access to the information and advise employees of possible circumstances under which their information might be provided to others, either within or outside the company. For example, an employee's personal data might be turned over in response to a legal subpoena from authorized law enforcement authorities.

The issue of privacy is taken very seriously these days, and often the best advice for employers is don't collect information unless you have a solid business reason for doing so. That's especially true with the personally identifying information recorded by a biometric time clock. You'll also pay a premium for biometric time tracking systems. If you don't have a problem with employees misrepresenting their hours, then a more conventional time and attendance system is probably the right choice for your business.

Many time and attendance software packages are compatible with multiple types of input – biometric, bar code cards, or proximity cards, for example. Talking to a qualified dealer can help you decide which type of identification is the best fit for your business, and BuyerZone can help: answer a few simple questions and we'll connect you to multiple dealers in your area. Get free biometric time clock price quotes here.