Deputy vs. OnTheClock: Which Time Tracking Software Is Right for Your Business?

Key Takeaways

• ✔Choose Deputy for scheduling-focused teams that need strong shift planning and time sheet approvals but prefer to manage payroll through integrations.
• ✔Choose OnTheClock for all-in-one workforce management that combines time tracking, PTO, reporting, and payroll in a single platform.
• ✔Expect higher long-term costs with Deputy’s modular pricing, as add-ons, like payroll and analytics, increase total expenses over time.
• ✔Get more built-in features upfront with OnTheClock, including GPS tracking, reporting, and PTO without needing upgrades.
• ✔Match your decision to business needs, such as scheduling vs. full management, since Deputy excels in shift control while OnTheClock simplifies end-to-end operations.

Deciding between Deputy and OnTheClock usually comes down to your priorities: Are you focused on advanced scheduling and approvals, or do you need a more complete system to manage your entire workforce?

Both platforms let employees clock in through mobile apps or web browsers, while managers can review timecards, monitor attendance, and prepare payroll. The differences start to show when you look at how each platform handles scheduling complexity, payroll capabilities, reporting, and its ability to grow with businesses. Many businesses feel this gap when they’re juggling scheduling in one system, time tracking in another, and payroll in yet another.

Deputy stands out for its scheduling features and time sheet approval workflows. However, businesses that want to manage time tracking, PTO, reporting, and payroll in one place often find they outgrow scheduling-first tools as their needs expand.

In this comparison, we’ll walk through those key differences to help you determine which option best fits your needs.

Quick Comparison: Deputy vs. OnTheClock

What Is Deputy?

Deputy is a workforce management platform that focuses heavily on scheduling, time sheet approvals, and team coordination. It’s commonly used in industries, like retail, hospitality, and health care, where shift planning is critical.

Managers can build schedules, assign shifts, and approve employee time sheets, while employees can clock in, swap shifts, and communicate through the app.

One of Deputy’s biggest strengths is its time sheet approval workflow, which gives managers control over payroll-ready hours before processing.

However, Deputy uses a modular pricing model, meaning businesses often pay separately for scheduling and time tracking features. It also does not offer built-in payroll, requiring integrations to complete payroll.

Best for: Businesses that prioritize scheduling and time sheet approvals over full workforce management.

What Is OnTheClock?

OnTheClock is designed to streamline how businesses manage their teams by bringing time tracking, scheduling, PTO, reporting, and payroll into one unified system.

Employees can clock in from their phones, computers, or shared kiosks, while managers gain instant insight into hours worked, attendance trends, and labor costs — all from a single, easy-to-navigate dashboard. There’s no need to switch between multiple platforms or spreadsheets — everything is handled in one place.

One of the biggest advantages is the amount of functionality included from the start. Tools like GPS tracking, PTO accruals, and reporting are built into the core platform rather than reserved for higher-priced plans. When it’s time to run payroll, you can either process it directly within OnTheClock or sync seamlessly with providers like QuickBooks, ADP, Paychex, and Gusto.

Support is also consistent for every user, with access to live, U.S.-based phone; chat; and email assistance whenever it’s needed.

Best for: Businesses looking for a complete workforce management solution without the need for multiple systems or add-on modules.

Setup and Ease of Use

Both platforms are designed to help businesses get started quickly, but their focus differs.

Deputy

Deputy is especially intuitive for scheduling. Managers can create shifts, assign employees, and approve time sheets with ease. The platform is well-structured for businesses with complex scheduling needs.

However, because features are split across modules, setup can involve configuring multiple systems depending on what you need.

OnTheClock

OnTheClock is just as easy to get started with, but it goes beyond basic setup into full workforce management. During onboarding, administrators can customize overtime rules, set up PTO policies, and define employee roles and permissions.

The dashboard gives managers a real-time snapshot of hours worked, upcoming schedules, and any items that need approval. Employees can clock in, check their timecards, and manage PTO — all within the same platform.

While both systems are straightforward to use, OnTheClock is built to support a wider range of business needs across different industries.

What Are Users Saying?

Customer reviews provide insight into how each platform performs in real-world business environments.

Deputy

Deputy is frequently praised for its scheduling tools and approval workflows. Users appreciate its ability to manage shifts efficiently and streamline payroll hours preparation.

OnTheClock

OnTheClock consistently receives strong ratings for reliability, ease of use, and responsive customer support.

Feature-By-Feature Comparison

Both platforms handle scheduling and time tracking well. The difference comes down to focus: Deputy emphasizes scheduling and approvals, while OnTheClock is designed to manage your entire workforce.

Deputy: Pros and Cons

Pros

• Strong scheduling and shift planning tools. Deputy is built with scheduling in mind, making it easy to create, adjust, and manage shifts for teams with changing or complex schedules.

• Time sheet approval workflows. Managers can review and approve employee hours before payroll is processed, helping reduce errors and maintain accuracy.

• Well-suited for complex scheduling environments. Industries like retail, health care, and hospitality benefit from Deputy’s ability to handle rotating shifts and staffing needs.

• User-friendly interface. The platform is intuitive for both managers and employees, making adoption quick and straightforward.

Cons

• Modular pricing can add up. Core features, like scheduling and time tracking, are often priced separately, which can increase overall costs as needs grow.

• No built-in payroll functionality. Businesses must rely on third-party integrations to complete payroll, adding an extra step to the process.

• Not a full, all-in-one solution. Companies looking to manage time tracking, scheduling, PTO, and payroll in one place may need additional tools.

• GPS tracking isn’t a primary focus. While available in some capacity, location tracking is not a core strength of the platform.

OnTheClock: Pros and Cons

Pros

• Unified workforce management system. OnTheClock brings together time tracking, scheduling, PTO, reporting, and payroll into one platform, eliminating the need to rely on multiple tools.

• Straightforward pricing with key features included. Core capabilities, such as GPS tracking, reporting, and PTO management, are included in the base plan, helping businesses avoid surprise costs as they grow.

• Integrated GPS tracking, PTO, and reporting tools. Managers can confirm employee locations at clock-in, monitor time-off balances, and generate detailed reports without needing extra add-ons.

• Flexible payroll options with integrations. Businesses can process payroll directly in OnTheClock or connect with providers, such as QuickBooks, ADP, Paychex, and Gusto.

• Flexible clock-in methods. Employees can clock in via mobile devices, desktop computers, or shared kiosks — whichever fits their workflow.

• Accessible U.S.-based customer support. All users have access to phone, chat, and email support, ensuring help is available when it’s needed.

Cons

• Limited advanced analytics for large enterprises. While reporting is strong for small and mid-sized businesses, companies with complex forecasting needs may require additional tools.

• Payroll is not included in the base plan. Although available, payroll is an add-on and incurs an additional cost.

• Initial setup required for automation. During onboarding, businesses may need to spend time configuring rules for overtime, PTO, and alerts to fully automate processes.

Final Verdict

Deputy is a strong option for businesses that prioritize scheduling and time sheet approvals. Its ability to handle complex shift planning and approval workflows makes it especially useful for industries, like retail, health care, and hospitality, where scheduling is the primary focus.

OnTheClock is the better choice for businesses seeking a more comprehensive workforce management solution. By combining time tracking, scheduling, PTO management, reporting, and payroll into one platform, it reduces the need for multiple systems and simplifies day-to-day operations.

For most businesses, the difference comes down to scheduling vs. managing. If your main priority is building schedules and approving time sheets, Deputy may be a good fit. But if you want to streamline payroll, reduce manual work, and manage your entire workforce in one place without paying extra for essential features, OnTheClock is the stronger long-term solution.

Choose Deputy if:

• You need advanced scheduling and shift planning tools

• You rely heavily on time sheet approvals

• Your workflow centers around managing shifts

Choose OnTheClock if:

• You want time tracking, scheduling, and payroll in one system

• You need a solution that works across multiple industries

• You’re looking to reduce manual processes and payroll errors

• You want predictable pricing without paying for multiple add-ons

Try OnTheClock free for 30 days and see how much time — and payroll headaches — you can eliminate. No credit card required. Start your free trial at www.ontheclock.com.

Frequently Asked Questions