Time Tracking Software for Schools and Education Staff
Stop Chasing Teachers' Time Sheets
OnTheClock helps schools, districts, and learning centers track hours without paper time sheets, missed punches, or payroll delays.
No credit card required
Cancel anytime
5-minute setup
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18,000+
Companies rely on OnTheClock Everyday
160,000+
Employees Punching in Daily
★★★★★
4.8
Capterra
★★★★★
4.5
G2
BUILT FOR SCHOOL STAFF
Simple time tracking built for how your school actually runs
Built for the mix of hourly and salaried staff that every school manages.
Punch From Anywhere
Staff can clock in from their phones, a front-office kiosk, their computers, or a fingerprint reader -- whatever works best for your bus drivers, subs, and cafeteria team.
Location-Based Clock-In
GPS and IP restrictions keep clock-ins honest. Custodians clock in at the building and drivers at the bus yard, not from their couch.
Sub & Per-Diem Tracking
Track substitute teachers, coaches, and seasonal staff by the day or hour. No more chasing paper sign-in sheets at the end of the week.
Role-Based Pay Rates
Pay each role correctly without extra work. OnTheClock takes care of blended rates, overtime, and differentials for you.
Tamper-Proof Records
See exactly who updated a timecard and when. No guesswork during audits or reviews.
Live Dashboard
See your entire team across every building at a glance. Fix missed punches before they turn into payroll problems.
BEFORE & AFTER
Sound familiar?
This is what school business managers, administrators, and principals deal with every day.
Without OnTheClock
With OnTheClock
✕
You spend every Monday hunting down paper time sheets from subs, drivers, and custodians.
✓
Staff clocks in on a phone, kiosk, or fingerprint reader, and their hours show up in your dashboard right away.
✕
Handwritten time entries are messy, and your team spends too much time deciphering them.
✓
Digital timestamps are recorded to the minute, so there’s no guessing and no fixes two paychecks later.
✕
Subs and per diem staff don’t always know how to log hours, so you get late night emails before payroll.
✓
Subs clock in the same way as everyone else, with each day tracked and hours calculated for you.
✕
You process payroll in QuickBooks or Gusto, then double check every line against paper sheets.
✓
Send hours to QuickBooks, Gusto, ADP, or Paychex with one click. Everything shows up coded to the right GL line.
✕
When a parent, auditor, or board member asks “who approved that overtime?” no one has a clear answer.
✓
Every edit, approval, and change is tracked with a name and timestamp. You can find answers in seconds.
✕
You're paying for two tools, and they don't work well together.
✓
Handle scheduling, PTO, and time tracking in one simple system. One login, report, and invoice, all in one system.
HOW IT WORKS
Set up your school in under an hour
Most schools are live the same day they sign up.
01 — Clock In
Multiple Clock-In Methods
Drivers clock in from their phones, custodians use a front office kiosk, coaches clock in from the gym, and subs sign in from any browser.
MOBILE APP
KIOSK MODE
WEB BROWSER
02 — Schedule
Build Weekly Schedules
Set up schedules in minutes for cafeteria, transportation, custodial, and front office teams. Staff check their shifts from their phones.
Drag & Drop
Shift Swaps
On-Call Mgmt
SMS Alerts
03 — Manage Time Off
PTO, Sick, and Personal Days
Automatic accruals by role. Staff request time off from their phones. Principals approve tasks with one tap.
Auto-Accruals
FMLA
TrackingSelf-Service Requests
04 — Run Payroll
Export Payroll in One Click
Once approved, hours move into payroll already assigned to the correct cost center or building.
QuickBooks
Gusto
ADP
Native Payroll
Direct Deposit
Get Started Today
Stop running payroll from a pile of paper time sheets.
OnTheClock will pay for itself the first time it catches overtime before you run payroll. Setup takes less than an hour, and onboarding is included.
FROM REAL PRACTICES
Trusted by institutions of all sizes
★★★★★
"I looked at quite a few time card systems - including ones that were more expensive. OnTheClock was the best bang for the buck. I love how employees have it on their phone for easy punch in and punch out. Add tasks to know what people are working on and attribute time to it. If someone forgets to punch in or out, it is easy to fix and have hours recalculate. This is an excellent tool for keeping track of employee and contractor hours."
MR
Merance
★★★★★
"We only have a couple of contract employees, but this saves me a lot of time in figuring checks. A+"
KF
Kathy Fortner
★★★★★
"OnTheClock is a great tool for any small business or independent contractor to manage time spent on projects. I highly recommend it - especially to any independent contractors out there!"
JN
James Nichols
Get Started Today
Your school is ready. Setup takes under an hour.
No credit card, contracts, or IT required. Just a cleaner, more accurate way to manage your team's hours.
Common Questions
Questions from educational administrators
$105 a month. That includes a $5 base fee plus $4 per employee. There are no setup fees, contracts, or extra charges for multiple locations. You pay the same whether you run one building or eight.
Most schools are up and running in under an hour. Just import your staff list, choose how people clock in, and invite your team. If you want help, our onboarding team can walk you through everything on a free call.
Yes. You can set up substitute and per-diem staff with day-by-day tracking and the same clock-in methods as regular employees. Pay each sub at a different rate automatically, and archive them at the end of the school year so you're not paying for inactive users.
Yes, all three. It also works with Paychex, Paylocity, and most other major payroll systems. Hours export already coded to your grand ledger or cost center, so payroll does not have to re-enter anything. We also support simple CSV exports for school-specific payroll systems.
Yes. All data is encrypted in transit (TLS 1.2+) and at rest (AES-256) is stored on U.S.-based AWS servers with role-based access controls and full audit logs. OnTheClock does not store student records or any FERPA-protected student data — just employee time records.
OnTheClock automatically calculates overtime based on the federal and state rules you choose during setup. When custodians, drivers, or aides exceed 40 hours, you get an alert before the week ends so you can fix it before payroll.
Yes. GPS geofencing lets you set up multiple locations like elementary, middle, bus barn, and maintenance shop. If a driver works across sites, their punches are automatically tagged to the right location. You can see every building in one dashboard.
No contract. Cancel anytime directly from your account settings. You'll keep access through the end of the paid period, and you can export all your data at any point. We earn the next month every month.