Category Archives: Resource Management BLOG

12 Reasons to Track Time and Tasks in Real Time

Lets Get Real Real Time Tracking with ACTIONABLE insights to keep your projects on track. 8

Lets Get Real Real Time Tracking with ACTIONABLE insights to keep your projects on track. 8

12 Reasons to Track Time and Tasks in Real Time
By: Shannon Corgan, Director of Marketing 

Last week we talked about the financial benefits of tracking time entry in real time with after-the-fact allocation of tasks by your supervisors or employees to boost profits. While allocating tasks, units or cost codes after the fact is a good estimate, for an even more accurate time and task tracking, you really want to have your employees do it in real time. Why do you want your highly paid project managers or supervisors spending their time recapping what your employees did all day? Who would be better to do it than the employees as they are switching between tasks? WorkMax TIME Real-Time Entry with Real-Time Allocation is the most accurate way to track your employees’ time and allocate tasks, units, cost codes or phase codes. 

Learn how you can help your team become proactive, not reactive with an employee time tracking solution that tracks time and tasks in real time. Here are 12 Reasons to Track Time and Tasks in Real Time: 

Projects get completed within budget because you know your labor costs in real time. Keeping projects on budget becomes easy when labor costs are managed as it happens, in real time.

With accurate real-time allocation of labor costs to a project, you get paid faster. There are no delays going back and forth between your employees and accounting to create invoices for billable work. The faster accounting creates accurate invoices, the faster you get paid.

Reduces Overtime costs because employees and supervisors can easily see in real time when employees are approaching overtime. No more’ “OOPS, we went into OT.” Your employee and supervisors can see how many hours they’ve worked. 

Automatically calculates the amount of time spent on each tasks with accuracy. There’s no errors in calculating the amount time it takes to complete a task.

Get the EXACT amount of time it took your employees to accomplish the tasks on the projects to better estimate for future projects. With exact numbers, you can bid lower to win more business and STILL make a profit.

You get the actual time an employee clocks IN/OUT and where they were at when they clocked IN/OUT. You pay employees fairly for the time they actually work. No more estimating time worked or rounding time to the quarter hour or estimated time by your employees.

7Exclude travel time or the time it takes an employee to walk to their car before they clock out of work for the day with GPS location and GEO Fence. Know where employees are when they clock IN and OUT and only pay them for the time they are working while at the job, project or client where the work is supposed to be performed. Reduce labor costs with GPS location and GEO Fence.

8Know how much work was truly completed on the project when employees enter units completed in real time. You can add additional resources as soon as you need them. You don’t have to wait until the end of the day or the end of the week to understand when and where labor is needed, so it’s completed on time. 

Identify your top performing employees working on the same tasks and identify best practices by tracking labor in real time. Share best practices to finish your projects more quickly and make your clients happy. 

Use time and task tracking productivity to implement incentive programs or reward employees that are most productive for your business. Keep employees motivated by rewarding them when they finish tasks in real time instead of waiting until the end of long projects. Happy employees get more work done and work harder.

With real time visibility into tasks and units completed, you can finish your projects ahead of schedule and WOW your clients. Happy clients mean more business for you.

12Get nearly 100% accuracy for job costs with real-time cost codes or tasks, as its happening by your employees. No more guess work later or relying on employees’ memories when allocating costs to the right cost center, task or codes. No need for phone calls or emails to get accurate job costs. Your accounting team spends less time tracking down information and they get more work done.

As you can see, entry of time, task tracking, units completed and accurate cost code tracking gives you the most accurate way to complete your projects on time (and likely ahead of schedule) and on or under budget. When employees enter time in as it happens and allocate tasks, units, cost centers, or phase codes at the same time, you know what’s going on with your projects. You  know exactly what is going on with your projects and you can access this information from anywhere, anytime, 24/7/365.

View our five minute video to see how easy it is to track time and allocate tasks in real time.

If your company is looking to automate your employee time tracking with a digital time sheet, check out the 3 Reasons Why People Prefer Digital Time Sheets Blog. To learn more about the three time entry workflows included with WorkMax Time, view our three videos to find the right match for your company. The great thing with WorkMax TIME, you can use one, two or all three workflows to meet the demands of your business today or as you grow.

3 Ways Employee Time and Task Tracking Boosts Profits

3 Reasons Employee Time and Task Tracking Boosts Profits

3 Reasons Employee Time and Task Tracking Boosts Profits


3 Ways Employee Time and Task Tracking Boosts Profits
By Shannon Corgan, Director of Marketing 

Tracking tasks on a project can be a pain. You’re expecting employees and supervisors to change the way they’ve been doing business for years. In their mind, if it ain’t broke, don’t fix it. The sad fact is that it isn’t working as well as it should and leading project-based companies are looking for easy solutions to manage their projects and better track project tasks.

According to a recent study by the Standish Group, less than a third of all projects were completed on time and on budget over the past year. Are you in the two-thirds of project-based businesses that failed at completing projects on time and on budget? The Access Group’s study shows 62% of businesses cite “capturing time /costs against projects” as their biggest project management challenges.

Here are 3 reasons why you should track employees’ time and tasks:

Accurate Project Cost with Employee Time Tracking

 Accurate Project Cost/Estimates

Project-based businesses want to improve their future project costing and estimation, so that they can bid more competitively and win more business. In order to improve their project job costing or estimation, they need to have historical information about how many hours a similar task took, to accurately scope out a statement of work (SOW), Request for Proposal (RFP) or bid on a project. With an automated employee time tracking solution that tracks tasks and units completed like WorkMax TIME, project managers and supervisors know if they need to add resources to finish the project on time and on budget.



Faster Invoicing with Employee Time and Task Tracking

 Faster Invoicing

Expedite Invoicing with added accuracy – With an automated time tracking system, you can get more accurate billing and invoicing. No more time wasted on figuring out which employee’s time should be billed to which client and what tasks they were working on. With WorkMax TIME, your client invoicing/billing is faster than ever because your employees are tracking their tasks and time to the right project, cost code and/or phase code to accurately bill your clients. You can also include the employees and the tasks or activities they worked on during that billing cycle for your clients. Clients love knowing exactly what they are paying for and to see the progress on their projects.



Accurate Payroll with Employee Task and Time Tracking

 Increased Accuracy and Efficiency for Payroll

Another reason to use an automated time tracking system to track your employee’s time is for accurate payroll. It expedites the payroll process, eliminates manual data entry, and makes sure your employees get paid on time. There’s no question about the hours worked when they use an automated employee time tracking solution like WorkMax TIME that collects it in real-time or after-the-fact. There’s no question about if the right person clocked IN/OUT for the day with photo face capture and if they were working at the right client site or location with GPS.



Now that you know the reasons why you want your employees to track their task and the positive financial impact on your business, you may be wondering how to get started. There are many employee time tracking solutions out there, but make sure you find one that is flexible enough to allow you to use Digital Time Sheet, Real-Time Entry with After-the-Fact Allocation or Real-Time Entry with Real-Time Allocation. You may want to start with by getting employees to Clock IN/OUT in real time for the ultimate accuracy for labor hours, but you don’t want to force employees to track all of their tasks throughout the day. You may want to rely on your supervisors or project managers to allocate your employees’ time to the right tasks, cost centers, or phase codes on a daily or weekly basis to start with. WorkMax TIME gives you the flexibility to have supervisors or project managers allocate your employees’ tasks at the end of the day or end of the pay period. Based on your industry, you may not need real-time task updates to be completed by your employees throughout the day and only need a good estimate of what they are working on. WorkMax TIME’s Real-Time Entry with After-the-Fact Allocation Workflow is a perfect fit for you if don’t need real-time allocation of tasks, cost centers, or phase codes. It’s also a great fit if you don’t need that level of detail to manage your business or to satisfy your client’s needs. The labor hours are accurate to the minute with the real-time clock IN/OUT and authenticated with photo face capture. Photo Face Capture makes sure you have the right employee being paid for the work they’ve performed. This workflow also allows you to get GPS location and establish a GEO-Fence when employees Clock IN/OUT outside of the defined area to make sure you’re only paying your employees that are at the right location.

WorkMax TIME has three workflows for time entry and allocation to meet all needs of any organization. Today, we’ve discuss the Real -Time Entry with the After-the-Fact Allocation Workflow that allows your supervisors or project managers to allocate time at the end of the day or week in the web-based WorkMax Control Center. We also offer a Digital Time Sheet or Time Entry in Real –Time with Real-Time Allocation. You can use one, two, or all three time entry and allocation methods. WorkMax TIME’s flexibility allows you to meet the needs of your salaried employees or hourly employees in the office or in the field or project and task based employees in the field or office. Employees can enter time in real time or after the fact and allocate tasks in real time or after the fact. It’s your choice.

View our three short videos to learn more about which time entry and allocation method is right for your organization or view our demo on demand to boost your profits. 


ViewVideo2 01 VIEW Time Demo Orange


3 Reasons Why People Prefer Digital Time Sheets for Employee Time Tracking

3 Reasons People Prefer Digital Timesheets EMAIL 1

3 Reasons People Prefer Digital Timesheets EMAIL 1

3 Reasons Why People Prefer Digital Time Sheets for Employee Time Tracking 
By: Shannon Corgan, Director of Marketing 

With WorkMax TIME, you can collect time, tasks and completed units on a project any way you want. You can collect labor hours and allocate them to tasks and units in real time for the ultimate accuracy or can simply use a digital time sheet workflow to capture your employees’ time, tasks and units completed from any mobile device. What’s great about WorkMax TIME is that it grows with your business. As your business grows in complexity, WorkMax TIME grows with you. If you want to start with a digital time sheet, you can still realize labor cost savings, increased automation and efficiency gains.

Here are the 3 Reasons Why People Prefer Digital Time Sheets for Employee Time Tracking:

Employee Time SheetAs employees enter time into the digital time sheet, they don’t have to worry about calculating their hours for the day or the week, WorkMax TIME does it automatically for them. Your payroll team doesn’t have to chase down employees and/or supervisors to let them know that the hours the employee calculated were wrong and they would be paid for more/less hours. In addition to accurately calculating an individual employee’s hours worked, WorkMax TIME can automatically calculate overtime, shift differentials and apply pay groups to accurately pay employees. No more time sheet auditing, labor hour computation errors or data entry errors with the WorkMax Digital time sheet.



Digital Time SheetOne of the biggest benefits of using a digital time sheet for employee time tracking is the integration with your Payroll and Accounting Systems. Your digital time sheet data, once approved, is seamlessly imported into your payroll or accounting system. This streamlines the process and keeps your payroll team focused on higher level activities instead of spending their time manually keying in data. According to the APA, payroll employees spend 5-6 minutes, per employee to manually key in a time card and audit it. Think about how many payroll labor hours you can save when you use the WorkMax Digital Time Sheet for employee time tracking. The Digital Time Sheet also gives you much more accurate time collection data, so you can reduce your out of cycle check runs.



Time Sheet MobileIf your employees track their time with paper time cards or spreadsheets, filling out a digital time sheet will be super easy, because it looks very familiar to them. The best part is that you don’t have to email or drive to the office to get new time card forms and no one has to make copies of the time card form. With the WorkMax Digital time sheet, employees have access to the latest time sheet and it’s available anytime anywhere and on any mobile device. We know our employees are NEVER without their smartphones, so it’s easy for them to enter time. You can also mount a tablet or iPad as a kiosk for your employees to enter their time. This makes it super easy for them to accurately track their time. If employees work a standard schedule, they can easily copy their Digital time sheet from a previous week to save time.


There are some great reasons to use the WorkMax Digital time sheet workflow with the WorkMax TIME mobile app, but we want to make sure of you’re also aware of some of the benefits you’ll be giving up when you don’t track and allocate time in real time.

Did you know experts say that you can only hold seven items in your short-term memory for about 20 to 30 seconds and that humans on average have 70,000 thoughts a day? No wonder why we can’t remember what we did on Monday when Friday rolls around. Our memories aren’t what they used to be. It’s pretty tough to remember on Friday if you started work on Monday at 8:00 am on the dot or if you got stuck in traffic and started work at 8:15 am. Did you take a 45 minute lunch or 30 minute? If you’re using Digital time sheets for your employees, you’ll be giving up the opportunity to capture real-time actual clock IN/OUT times and you’re going to only get estimates for time, tasks and units completed from your employees instead of actuals. We’ve helped many clients save over one million dollars annually on payroll with real-time clock IN/OUT, so we wanted to make sure you’re aware of what you could be giving up if you choose to go with the  WorkMax TIME  Digital Time Sheet.

To see if digital time sheets or our other two time collection methods for real-time collection with real-time allocation or after the fact, check out 3 videos we have discussing the each time collection and allocation method. 

 CLICK HERE to see the 3Orange ways to capture accurate TIME.

If you like this blog, you should check out: 


7 Ways to Make Supervisors’ Lives Easier with Employee Time Tracking

7 Ways to Make Supervisors Lives Easier

7 Ways to Make Supervisors Lives Easier

7 Ways to Make Supervisors’ Lives Easier with Employee Time Tracking
By Shannon Corgan, Director of Marketing 


Are you tired of herding cats? Do you feel like a professional wrangler? It’s the end of the pay period and it’s time for you to review, approve, and submit your employees’ time and pay to the payroll department before you start receiving those nasty-grams from payroll saying that you’re late again and your employees may not get paid on time. You may be collecting time cards on scraps of paper, you can’t read the handwriting or they forgot to input times for a shift. Your job is tough because you are constantly managing teams that are either in and out of the office or you’re traveling to multiple job locations or meeting with clients outside of the office.

The biggest change you would like to see in 2017 is to simplify your life and spend more time at work doing the things you love instead of nagging everyone, right? Would you like to spend less time on administrative time and labor tracking tasks, so you can actually take that vacation on the beach you’ve been wanting? 

There’s an easy way to accomplish this. Throw out the spreadsheets and paper time cards and start putting your employees’ smart phones and tablets to use. You can now work smarter and not harder with an employee time tracking solution on your employees’ smart phone or using their smarts on their desktop computer, tablet or iPad.

When was the last time your employee was without their phone? It seems like today people seem to panic if they don’t have their smart phone with them at all times. You want to make your employees lives simpler by tracking their time and tasks with a few clicks on their smart phone or back at the office. They don’t have to remember what time they came in, went to lunch, or left for the day. They can do it right from their phone and it’s so easy.

Once you make it simple for your employees to track their time, it makes your job even easier. By using the leading employee time tracking solution, you can quickly allocate your employee’s time to the right project or task for accurate job costing or you can have your employees track their tasks during the workday. No more having to fix which client or project your staff is charging their time. With an automated time tracking solution, like WorkMax TIME, your employees can change the clients or projects they allocate their time to

Labor is the single largest cost for most businesses, it’s imperitive to track time and labor accurately.

Here’s a list of 7 ways an employee time tracking solution makes supervisor’s lives easier: 

1. You can clock IN your entire crew with a few clicks at the beginning of the shift, OUT for lunch and then clock OUT for the end of the day. Clocking employees IN and OUT in real-time is by far the most accurate way to manage labor. This way you know your employees’ hours are precise and accurate for the day and you can do it for your whole crew to save you time and make your job easier.

iPad Time Group

2. You can quickly approve your crews’ time on your your mobile device by clicking a few buttons. No more trying to remember who did what and no more hand cramps from signing each employee’s signature with paper time cards or individually going into each record to approve your employees’ time.

WorkMax iPhone Approve Time Copy


3. In addition to supervisor approvals, your employees can approve their own time with their digital signature. Supervisors can also log into the control center from any web-browser to do mass approvals or to quickly see who has approved their time worked. This way you know your employees have agreed to the time they’ve submitted and it’s all signed off prior to payroll processing. 

Employee Signature and Supervisor Approval


4. No Service? No problem! WorkMax mobile devices can run completely disconnected and approvals can be done for the time on the mobile device whether you have a connection or not. All of your synced time records from your mobile apps land in the web-based WorkMax Control Center, so you can access and approve your employees’ time from anywhere, anytime and on any device. No more driving to the office to approve time from software installed on a specific computer or driving to the office to drop off the time cards to submit to payroll.

WorkMax iPhone Approve Time Copy


5. Keeping accurate job costs, with time, task and units completed helps complete your projects on time and on budget. Through the web-based WorkMax Control Center, you can visually allocate labor costs to a project and task for your whole crew. Our memory isn’t as great at the end of a work week or at the end of a long shift and unfortunately, the numbers tend to be estimates. With WorkMax TIME you get the ultimate accuracy with actual numbers and not estimates. Allocating time to the right projects and tasks is easy with WorkMax TIME. ipad air Allocate

6. From the mobile device employees clock in and out on, supervisors can review your employees’ hours virtually in real time to make sure you’re on track for your projects. 

Supervisors See Employee Hours at a Glance


7. WorkMax supports three powerful employee time tracking workflows to help your teams track time efficiently including: Real-Time, Real-Time + Allocate and Digital-Time.

One of the most popular WorkMax time tracking workflows is the “Real-Time + Allocate” workflow. This is when individual employees clock IN and OUT for the day and then their supervisor easily breaks down their hours into tasks and units. You can also do bulk allocation in the WorkMax Control Center to allocate time, tasks and units for multiple employees… all in one quick process.  

 Copy of At a glance From the office see whats happening in real time with Clock INs2FOUTs GPS locations and Geofencing. 2

I’m sure you’d love to spend less time on administrative employee time tracking tasks and get back to the jobs you love doing. WorkMax TIME makes it like a day at the beach with access to real-time labor metrics. You can also manage your projects from the beach on any mobile device, if you want to. I highly recommend it. 

If you liked this blog, check out the three different ways you can capture your employee’s time tracking. WorkMax supports three powerful time tracking workflows. Some of you aren’t looking for real-time data capture with real-time job cost allocation. With WorkMax TIME, you have three convenient ways to capture your employees’ time to get the level of accuracy that you want. 

 CLICK HERE to see the 3Orange ways to capture accurate TIME.

3 Ways to Remove the Fudge Factor with Employee Time Tracking

3 Ways to Remove the Fudge Factor 3

3 Ways to Remove the Fudge Factor 3

3 Ways to Remove the Fudge Factor in Employee Time Tracking
By Shannon Corgan, Director of Marketing 

Did you know that according to the American Payroll Association, hourly employees overestimate their time worked by ten minutes every day? Employees clock in/out early or late and/or take long lunches or breaks. Time is money. The more your employees exaggerate their time, the more money your company is losing.

In addition to employees exaggerating their time, three-fourths of employers are losing 4.5 hours’ worth of wages each week due to buddy punching, according to the American Payroll Association. Just to clarify, when we’re talking about buddy punching, we’re not talking about when co-workers punch each other. It’s when an employee’s buddy clocks them in when they aren’t there. I thought buddy punching was a common term, but I guess not. I just read a buddy punching blog and one of the comments asked if buddy punching was about workplace violence, so I thought I’d clarify it.
Buddy punching and employees’ overestimation of their time is even worse when you have a mobile workforce where employees are not working in the office all day long and/or working at different locations each day or starting at one location or client site and ending the day at another one.
Buddy punching and overestimated time allow employees to fudge their time. You may be asking yourself, what can we do to remove the fudge factor when employees are tracking their time?

Here are 3 Ways to Remove the Fudge Factor with Employee Time Tracking: 

photo recognitionPhoto Face Capture – Trust but verify has always been a management mantra of mine. If you are using a swipe card, punch clock, or paper time card with mobile employees, you’ve never really had the ability to verify that the actual employee is the person swiping in/out or punching in /out. If you’re not working at the same location or have a different schedule as your employees, it’s difficult to know when they’re coming and going unless you’re working side by side with them all day. With WorkMax TIME’s Photo Face Capture, supervisors, managers and payroll can make sure the right person is clocking in/out each day and eliminate buddy punching. With WorkMax TIME, the photos can ONLY be taken at clock in/out, to make sure employees don’t store photos to use when they’re not working.

WM Face Capture 3

GPSGPS – Without GPS location services, you won’t know if you’re employees are clocking IN/OUT when they while they are still on the premises or clocking out after they’ve left their work location for the day. With WorkMax GPS location services, you know where your employees are clocking IN/OUT. With paper time cards or spreadsheets, you don’t know when and where they are entering their IN/OUT times. They could be at pub down the street when they stopped work for the day. With WorkMax TIME’s GPS location services, you can know that your employees are clocking IN/OUT each day while they are still at the office, on site or at the client location. No more fudging time cards by clocking out offsite from their work location.


IN circleReal-time Clock IN/OUT– With paper time cards and spreadsheets, employees tend to fill out their time cards at the end of the work week. If they are scheduled for the same shift every day, they fill out their scheduled shift times, not the actual times they arrive and leave work. Employees estimate their IN/OUT times and according to a 2015 Software Advice Survey, 43% of employees over exaggerate their time worked. With an automated employee time tracking solution like WorkMax TIME, employees’ hours are calculated and accurate up to the minute without employees’ estimating or rounding their time worked. Employees can no longer fudge the hours they’ve worked because WorkMax TIME captures actual clock IN/OUT times in real time. This way you’re only paying employees for the exact number of hours they’ve worked.


Now that you know the three ways to eliminate the fudge factor when collecting and managing employee time tracking, get started today and see how an automated employee time tracking solution will reduce your labor costs and increase payroll accuracy.  

 CLICK HERE to see the 3Orange ways to capture accurate TIME.