Shashi had used handwritten timesheets for a long time to record staff hours. "Someone like me can't remember what I had for breakfast, so it's hard to rely on an employee to find out whether they worked that day and how many hours," he said.
Time Tracking Accuracy
Shashi is the president of concept care services, a medical oxygen supplier. They supply oxygen for nonprofit nursing homes. They have been in business since 1976 and the company is located in Newtown, Pennsylvania. Shashi hopes to retire and hand the family business down to his son.
Shashi had used handwritten timesheets for a long time to record staff hours, which added a lot of stress in chasing down employees for their timesheets. "It would take about a half-hour to 45 minutes," Sashi said to collect the timesheets and process payroll. He needed a way to streamline payroll processing and minimize last-minute time card adjustments.
Shashi's staff must move around to various locations to deliver medical oxygen supplies. "If they forget to log a location and clock in on a particular day, now you are jogging their memory to see if they remembered last week," Shashi said. He knew this was not helping him or his employees to ensure accuracy for hours worked and pay.
Audits happen at least once a year, and Shashi needed something that he could hand over easily that had traceability to show when something was logged and changed for an auditor to review. With pen and paper timesheets, there can be a lot of estimated hours and hours lost in searching for documentation. He needed a system that would store past data and add a layer of verification.
Shashi needed something that his employees could adopt. "The ease of use to employees is critical. If they don't participate, then you will have data software that is of no use" Shashi said. He wanted to make sure there were no barriers to use and that he could remove the hassle of an excel spreadsheet that most employees don't want to touch.
“They may not be tech-savvy, and they don't want to fool around with excel, and this gives a layer of security from the employer perspective because they can't change the hours”
Shashi has been in business for a long time and was always seeking intuitive software that was not bloated with features that weren't useful. After implementing OnTheClock as their app to track employee time, Shashi said, "It does what it is supposed to do, and it does it efficiently. I can't stress it enough, it does it reasonably and economically". He no longer needs to spend up to 45 minutes to get an employee's time, "I can look up online if someone has checked-in or not. I don't have to call them or have them call me," which has increased accountability for both the employees and Shashi. It is a requirement for staff to adopt any software you incorporate for daily use. Otherwise, the solution solves no problems. Employees could easily pick up OnTheClock and log their hours with no training. "I have one fellow in his 60s who comes from a very labor-oriented marketplace. Nuts and bolts kind of guy who depends on family for technology, but he can use this," Shashi expressed. Reliability with handwritten timesheets proved to be difficult for Shashi and his employees. "Someone like me can't remember what I had for breakfast, so it's hard to rely on an employee to find out whether they worked that day and how many hours" now, they clock in their time, and the time logged is the time paid. "We used to have the problem with workers signing the timesheets. When you get audited by the state, and they see the same hours and same time, they know it's not right". OnTheClock has helped eliminate the backtracking for auditing by offering traceability for past time card information and audit log reports.
"I can look up online if someone has checked-in or not. I don't have to call them or have them call me"-Shahsi
"I have one fellow in his 60s who comes from a very labor-oriented marketplace. Nuts and bolts kind of guy who depends on family for technology, but he can use this"- Shashi