Whether the goal is to reduce paperwork, prevent time theft, or get payroll right the first time, having a reliable system in place for a dental office makes a big difference when tracking employees’ hours. 

However, time tracking may sometimes feel like it’s more trouble than it’s worth. Maybe employees are forgetting to clock in, hours aren’t reviewed on time, or the whole process just eats up too much of the day. The good news? There are better ways to handle it.

From punch clocks to time tracking apps, dental offices have several options to remain organized and accurate. Each has its strengths, and the right fit depends on how a team works. This article will introduce a few of the most common options, explain what to look out for, and show how to make a smooth switch without delaying appointments.

Why Time Tracking Matters in a Dental Office

Why implement time tracking? The answer is multifaceted, as tracking employee hours isn’t just about clocking in and out; it’s a tool that exists to help offices run smoother, stay compliant, operate more efficiently, and much more. 

Here’s are some of the benefits time tracking affords: 

• It’s required by law: The Fair Labor Standards Act (FLSA) requires dental offices to track employee hours, schedules, and wage changes and to keep those records on file for at least three years.
• It ensures accurate pay: Mistakes in time tracking can lead to overpaying for time not worked or, worse, underpaying staff. A good system helps make sure everyone is paid fairly and on time.
• It improves budgeting and staffing: Time and attendance records show when the office is busiest and how long key tasks take. That insight makes it easier to plan ahead and assign staff where they’re needed most.

More than anything, time tracking gives administrators a better understanding of how their staff operates day to day. 

That insight can help with scheduling, budgeting, and making sure staff has the right support in place, especially during busy seasons.

Do You Really Need to Track Hours for Your Employees?

In your dental office, your team probably isn’t all on the same pay structure. Some employees are hourly, some are salaried, and others might be part-time or brought in as temps. That can make it hard to know who really needs to clock in and out, and who doesn’t.

Here’s a simple way to look at it:

• Hourly employees should always track their time. This includes front desk staff, dental assistants, and hygienists. If they’re paid based on hours worked, the company is legally required to keep accurate records.
• Salaried employees might not need to punch in every day, but it still helps to log their hours. It makes it easier to track PTO, manage schedules, and keep an eye on workload, especially in small teams where everyone wears a few hats.
• Temporary staff or contractors may have different rules, but it’s still a good idea to know when they’re in the office. It helps with planning and keeps everything transparent.

Even if not every role needs detailed tracking, having one consistent system keeps things simple and cuts down on confusion and payroll errors. Dental offices gain a clearer view of how their teams are working each day when an accurate time tracking system is implemented. 

How to Track Employee Hours: Five Methods to Consider for Your Dental Office

When it comes to time tracking, there’s no one-size-fits-all solution. What works for one dental office might not work for all. The office’s size, number of employees, budget, and how (and where) staff works day to day all play a role in choosing the right system.

The good news? There are numerous options to choose from. Below are five time tracking methods commonly used in dental offices along with what they do well and where they might fall short.

Mechanical punch clocks

Mechanical punch clocks are one of the oldest ways to track employee hours. They’re simple: employees insert a timecard into the machine, and it stamps the time they arrived or left. You’ve probably seen one before or maybe even still use one.

Most models cost between $150 and $300, depending on features. While they don’t come with monthly fees, they do require the continual purchase of paper timecards and occasional maintenance, like replacing ink ribbons or fixing jammed parts.

PROS

If you're looking for something simple and low-tech, punch clocks have a few upsides:

• Easy to use: No learning curve. Staff just punch in and go.
• No internet required: Works even if your Wi-Fi goes down.
• Low upfront cost: Affordable for small offices with basic needs.

CONS

That said, there are a few downsides to think about, especially if your team is growing:

• Manual work: Someone still has to collect all timecards, total every employee’s hours by hand, deduct breaks, format time into a spreadsheet, share with a third-party accounting service, etc. All of this takes a considerable amount of time to complete. 
• Can break down: Machines may need maintenance or repairs over time.
• Risk of buddy punching: One employee can easily clock in for another.
• No integration: Doesn’t connect to payroll or scheduling systems

Paper time sheets

Paper time sheets are exactly what they sound like, printed sheets where employees write in their start and end times by hand. Some dental offices still use this method because it feels familiar and it’s easy to get started, but, over time, they can create more headaches than solutions.

PROS

If you're just getting started or have a very small team, paper time sheets offer a few basic advantages:

• No cost to start: You can print a template and use it right away.
• No training required: Everyone knows how to write down the time.
• Flexible: Easy to use in offices with changing schedules or temporary staff.

CONS

Despite being simple, paper time sheets come with several risks that can affect accuracy and compliance:

• Easy to lose or damage: A spilled coffee or missing page can throw off an entire pay period.
• Time-consuming: Someone has to manually review and calculate every sheet.
• Prone to errors: Handwritten entries can be hard to read, inaccurate, or even falsified.
• Not audit-friendly: Keeping organized records over time is harder, especially during compliance checks.

Digital time sheets

Digital timesheets are identical to paper time sheets but just available online. Employees log in from a computer or device and enter their hours into the system. For some dental offices, this means using basic tools like Excel or Google Sheets while for others might use a templated form that gets emailed weekly.

It’s a step up from paper and may be a good option if you're not quite ready to implement time tracking software.

PROS

If you’re ready to move away from paper but want to keep things simple, digital time sheets offer a few practical benefits:

• Easy to access and edit: Staff can enter hours from a desktop or tablet without needing a printed sheet.
• Cleaner records: No more messy handwriting or lost pages, as everything is stored in one place.
• Faster approvals: Office managers can review and approve hours digitally, cutting down on the back-and-forth.
• Built-in backup: Files can be saved, emailed, or exported for payroll and compliance.

CONS

Digital time sheets still rely on manual effort, and that can lead to issues if you’re not careful:

• Manual entry required: Employees have to remember to log hours correctly, as there are no automatic clock-ins.
• No automation: You’ll still need to calculate totals and transfer them to your payroll system manually.
• Limited features: Tools like Excel or Google Sheets don’t offer break tracking, reminders, or overtime alerts without heavy customization.

Pro Tip: If you're using Excel or Google Sheets, set up formulas that total hours automatically and flag missing entries. This small tweak can save you from payroll errors down the road.

Mountable time clocks

Mountable time clocks are a step up from antiquated punch card machines. Instead of using paper, your team can clock in with a fingerprint, a PIN, a swipe card, or even facial recognition. These devices are usually mounted near the front desk or break room and automatically send data to your payroll system.

If you're looking for something more secure than paper or manual punches but still want a system that stays in one place, this could be a good fit for your office.

PROS

If security and speed matter in your daily workflow, mountable time clocks come with a few solid benefits:

• Less time theft: Features like fingerprint scanning or facial recognition help prevent buddy punching.
• Quick and easy to use: Staff can clock in with one tap or scan; there’s no writing or guessing. 
• Automatic recordkeeping: Most systems send data straight to your software, so there’s less for you to track down.
• Always in one place: The clock stays mounted in your office, making it easy to manage clock-ins.

CONS

Still, there are a few things to think through before installing one:

• More expensive up front: These clocks usually cost between $300 and $700, depending on the features, and may require setup or subscription fees. 
• Setup takes time: You’ll need to mount the device, connect it to your network, and train your team to use it.
• Not flexible for remote work: Staff must be physically present to clock in; there’s no option to check in from another location.

Time tracking apps

If you’re looking for something that’s easy to use, keeps everything organized, and doesn’t require a bunch of extra work, time tracking apps like OnTheClock are worth a serious look.

With OnTheClock, a dental office can:

• Clock in from anywhere in the office using a phone, tablet, or a shared device at the front desk.
• Use GPS or geofencing so you know your staff is actually on-site when they clock in.
• Track breaks, lunches, and calculate overtime automatically, so nothing gets missed and compliance is easier.
• Request PTO and see total hours worked without needing to ask you or your office manager.
• Send hours straight to payroll systems like QuickBooks, Gusto, or ADP — no more retyping or exporting files.

You’ll be able to log in at any time to see who’s working, approve hours, and fix any mistakes before they turn into payroll problems. It’s simple to set up, easy for your team to use, and built for small offices like yours.

PROS

Time tracking apps are built to simplify your day. Here’s what makes them a strong choice:

• Fast and easy clock-ins: Employees can clock in with one tap from a mobile device or kiosk.
• Real-time tracking: See who’s working and when without walking around the office.
• Automated features: Break tracking, overtime alerts, and PTO requests are built in.
• Payroll integration: Hours can be automatically sent to payroll software, cutting down on manual entry.
• Detailed reports: Easily track trends, fix timecard errors, and stay audit-ready.

CONS

These tools are powerful, but they’re not one-size-fits-all. A few things to consider:

• Monthly cost: Most apps charge per user per month. While it’s usually affordable, it adds up with larger teams.
• Learning curve: It may take some time to get the team comfortable using the app, especially if they’re used to paper.
• Device access required: Each employee needs access to a phone, tablet, or computer to clock in.
  
  

Choosing the Right Time Tracking System for Your Dental Office

At this point, you’ve seen the most common ways to track time, and you probably already have one or two options in mind. Now it’s about figuring out what works best for your office.

Every dental practice is different. What makes sense for a large clinic with rotating staff might be overkill for a small team that rarely changes. Before jumping into a system, take a minute to think about how your office really runs day to day.

Here are a few things to consider:

• Your team size: If you only have a few employees, a simple system might be all you need. But if your office is growing, or if you have multiple providers and support staff, a tool with automation and scheduling features can save you a lot of time.
• Your budget:  Free tools, like spreadsheets, might seem appealing, but they come with more manual work. Paid systems cost more up-front, but they usually make up for it in time saved and fewer payroll mistakes.
• Your payroll setup: If you already use software like QuickBooks, Gusto, or ADP, look for a time tracking tool that connects directly to it. That way, hours flow automatically, and you’re not stuck typing numbers into two different places. Some systems, like OnTheClock, also offer built-in payroll options. This means you can track time, approve hours, and run payroll all in one place, without juggling multiple platforms. It’s a great option if you’re looking to simplify your admin work or bring everything under one system as your practice grows.
• Your long-term needs:  The best time tracking systems are the ones you won’t outgrow. If you’re planning to hire or expand, pick something that can grow with you, not something you’ll need to replace later.

Also, make sure you test the system before paying for it. Most time tracking tools, including OnTheClock, offer free trials. Use that time to clock in and out, run a payroll report, and see how your team responds. It’s the easiest way to catch any friction points early and make sure the system actually saves you time before rolling it out to everyone.

Best Practices to Implement Time Tracking

At this stage, you’ve seen the most common ways to track time and how to choose the right system for your dental office. But, choosing the tool is just one part of the process; making sure it actually works for your team is just as important.

To implement time tracking successfully, there are a few things you’ll want to keep in mind:

• Start with clear communication:  Let your team know why you’re making the change. If they understand that time tracking helps with fair pay, smoother scheduling, and fewer payroll mistakes, they’re more likely to get on board. Be honest about what’s changing and what you expect moving forward.
• Train your team early:  Don’t wait until the day it goes live. Walk your team through how to clock in, review hours, and handle things like PTO or breaks. Keep it simple, and give them a chance to ask questions. If you’re using a tool like OnTheClock, you can even set up a quick demo session.
• Test it before going all in:  Try the system with a few team members first. This gives you a chance to work out any issues, fine-tune your process, and make sure everything runs smoothly before rolling it out across the office.
• Review time cards regularly:  Don’t wait until payroll day to catch mistakes. Set aside time weekly to check for missed punches, overtime, or anything that looks off. Most systems make this easy with alerts and reports you can scan quickly.
• Stay consistent:  Time tracking only works if it becomes part of the routine. Make sure everyone follows the same process, every shift. The more consistent you are, the less time you’ll spend fixing issues later.

Try the Best Employee Time Tracking Software for Free

If you're ready to simplify time tracking in your dental office, it’s time to download OnTheClock! OnTheClock offers a free trial that lets you explore the full system without any commitment.

You can set up your account in minutes, add your team, and start testing key features like mobile clock-ins, GPS tracking, PTO requests, and payroll integration.

It’s an easy, no-pressure way to see how a reliable time tracking system can save you hours each week, reduce payroll mistakes, and give you a clear view of how your team is working.

During the trial, you’ll get access to all the tools designed specifically for small businesses like yours! These tools are designed to help you stay compliant, manage shifts more effectively, and keep everything in one place. And if you’re not ready to make a decision right away, that’s OK. Use the trial period to test it with your real workflow, get feedback from your staff, and decide if it fits your practice.

Time tracking doesn’t have to be complicated or time-consuming. With OnTheClock, you can finally get a system that works for you, not against you.