Types of Clocking In Systems for Small Businesses UK

Small businesses in the UK are under immense pressure to succeed. Of the 5.5 million private sector businesses registered in the UK in October 2024, 5.45 million were classed as small, with teams ranging from 1 to 49 people.

In this intensely competitive market, small businesses need to do everything they can to cut costs and make every penny count in the pursuit of growth and profit. Therefore, it stands to reason that time and attendance must be kept tight and accurate to ensure wages are correct and employee resources are allocated correctly.

In this informative guide, we will discuss the different types of clocking-in systems for small businesses in the UK, and how essential these are to success, no matter the size or scale of the business in question. By the end, you will have a better understanding of which clocking-in machine will be of the greatest benefit to your small business.

The Importance of Clocking-In Systems for Small Businesses in the UK

As previously mentioned, small businesses operate with limited resources compared to their larger contemporaries, so efficient use of these resources is vital. Clocking-in machines are one such example, as they ensure that employees are compensated fairly for their time, thus keeping them happy and fostering a sense of loyalty.

Additionally, the reduction in the likelihood of payroll errors benefits your administrative team, as they can spend their time focusing on their core objectives instead of trying to amend these errors by manually adjusting hours worked and other factors.

Clocking-in systems also ensure compliance with the Working Time Regulations, which deal with the maximum weekly working hours, employees’ right to rest, holiday entitlement, and much more.

Finally, clocking-in systems create a greater sense of transparency within a business, as employees are responsible for clocking in and out at the correct times. This creates data that is consistent and reliable, allowing employers to identify patterns such as repeated lateness, while high performers can be recognised and rewarded.

What are the Different Types of Clocking-In Systems?

There are a variety of clocking-in system options available to small businesses, all presenting their own benefits and limitations, depending on the size and sector of the business. Here are the main types you can choose between:

Manual Clocking-In Systems

Easily the most accessible option for small businesses looking to integrate a clocking-in system, manual devices are simple and affordable. For example, the NT75-N Clocking In Machine comes in at just a fraction of the price of higher-end digital systems without compromising on reliability and accuracy.

These manual systems combine the tried and tested method of Clocking Cards with modern technology to create a process that is streamlined and straightforward. Plus, giving employees access to their own time records promotes trust and encourages better timekeeping.

This particular combination of benefits and features makes manual devices one of the most appealing and accessible options when it comes to clocking-in systems for small businesses in the UK.

Digital Clocking-In Systems

While digital systems may have a higher barrier to entry due to their cost, this is more than justified by their robust feature sets that give employers even greater control and freedom over time and attendance. Here, we will explore the most common types of digital clocking-in systems and explain what makes each one tick.

Biometric: a cutting-edge solution

Perhaps the most advanced clocking-in system currently available, biometric devices use information like your face or fingerprint to grant access to a facility or room. As well as providing additional security, these ingenious systems can be used to maintain accurate payroll records by tracking shifts and hours worked.

These systems also eliminate the risk of ‘time theft’, which is when an employee clocks in on their colleague’s behalf; after all, you can use someone else’s employee number or clocking card, but replicating someone’s face or fingerprint is another matter entirely. Protecting your business against this practice saves money in lost productivity and promotes a more considerate and honest workplace culture. As with the aforementioned manual systems, biometric clocking-in systems also reduce the administrative workload, freeing up staff to focus on making the business a success.

To learn more about biometric systems and how they can benefit your business, please check out this blog post on Biometric Entry Systems.

Proximity Cards: efficient and hygienic

Last but certainly not least, we have proximity cards; these systems are simpler and often more affordable than biometric systems, making them a great middle-ground option. The system consists of a reader mounted to a wall and a contactless card or fob carried by members of staff.

One of the unique features of proximity card systems is their exceptional level of hygiene. As workers don’t come into contact with the system itself and instead just their card or key fob, these systems are an ideal solution for businesses that must prioritise hygiene to avoid contamination, such as healthcare facilities. This lack of contact is doubly beneficial, as it ensures the longevity of the card reader itself. Since nothing touches the device, it is unlikely to be affected by damage or wear and tear over time, making the system a smart long-term investment.

Another notable benefit of proximity card systems is their excellent scalability. Whether your business consists of a handful of people or 100, proximity card readers are a cost-effective and flexible option.

Since Key Fobs & Proximity Cards are affordable and compatible with a range of different time and attendance systems, you can buy as many as you need to start with and order more should you be in a position where you are expanding your team.
Discover how Proximity Card Readers can enhance your business efficiency in our previous post.

NFC technology

NFC (Near Field Communication) technology is transforming how businesses manage employee attendance by providing a quick, secure, and contactless way to clock in and out. Employees simply tap their NFC-enabled card, key fob, or smartphone against a designated NFC reader to register their attendance.

NFC-systems can be app-based, meaning businesses can incorporate additional features such as GPS tracking, real-time reporting and integration with payroll software. Since most modern smartphones support NFC, employees can use their own devices, integration of these systems can reduce hardware costs for businesses. These systems can also operate without an active internet connection, with data stored and synchronised once the system is online.

How can North East Time Recorders help?

We offer a vast selection of time and attendance solutions designed to empower businesses with reliable time tracking and robust security. From clocking in machines to cutting-edge access control systems, we can help your business become more secure, fair, and efficient. Contact Our Specialist Team today to discuss our range of clocking-in systems for small businesses in the UK.