How Time Tracking Apps Help Contractors Manage Their Crews

As the construction industry grows and becomes more competitive, having an efficient time tracking system is key.

Often, construction crews can be spread out across multiple jobsites, making it a challenge for contractors to monitor and keep workers compliant.

Some methods of employee time tracking, such as timecards, spreadsheets and punch clocks, are becoming less effective as technology advances. They are also susceptible to manipulation by workers that could result in a dramatic loss of efficiency and money.

For example, about 75% of businesses are regularly affected by “buddy punching,” which involves being clocked in or out by another worker. This is just one of several ways that outdated time tracking methods can be costly to construction companies.

There are many new technology-based options for contractors to consider when managing their entire crew, including advanced time tracking apps, which allows for accurate time tracking, but also offer a variety of valuable tools and features to oversee jobsite crews.

In this article, we’ll explore how mobile apps help manage your workforce and keep construction projects on schedule.

Key Takeaways for Contractors:

• Construction employee time tracking is more accurate with time tracking apps, which offer methods of verification for logging worker hours.
• Time tracking services are not just limited to keeping labor accurate, and can enhance performance though tools like automation, record keeping and integration with other systems.
• GPS, geofencing and biometrics help reduce time theft, like “buddy punching,” by verifying worker identity and location on the jobsite.
• Enforcing worker labor accuracy reduces artificial overhead inflation, improves labor costs and encourages an efficient workforce.
• Time tracking apps can unite widespread workforces, managing complex multi-state labor requirements so that contractors don’t have to juggle management.

Challenges of Crew Management

For contractors working with multiple crews on different projects, prioritization can get complicated.

Ensuring labor time accuracy and compliance can become very challenging, potentially increasing overhead costs with inflating worker hours.

This can be further complicated when working in multiple states, for example:

A contractor is overseeing three different crews between Ohio, Texas and Nevada. Because of the variation in time zones, communication is crippled. Each state also has its own set of compliance requirements, impacting worker compensation.

Finally, worker attendance becomes inconsistent because the contractor is unable to manage each job site simultaneously.

One of the results may be time theft, which poses a significant risk to a businesses’ financial health, due to its difficulty to track and prevent.

Time theft includes any amount of time that an employee did not work yet is still being paid for. This includes:

• Buddy punching
• Arriving late/ leaving early
• Exagerating hours on timesheets
• Extended lunches and breaks
• Personal activities on jobsite

Many of these issues are not necessarily a result of worker negligence. Outdated or cumbersome systems of time tracking, like paper time sheets, may be more of a hassle than workers are willing to manage, or in some cases, are not adequate to manage a complex and fluid workforce.

What are Time Tracking Apps?

Time tracking apps are third party services that allow businesses and contractors to accurately record and monitor labor for individual tasks and projects. They are designed to maximize efficiency and take the burden off completing manual time tracking methods.

Core Functionalities

The most critical functions of a time tracking app are what make it so advantageous. These functions include:

1. Task-Based Time Tracking

Specific projects and tasks can be associated with individuals or teams, using real-time reporting to track time and progress, which can be utilized for financial budgeting.

Even with multiple complex projects, tasks can be organized efficiently without issue, thanks to automation and mobile employee usability. This helps improve project tracking and reduce errors in timesheets.

With some apps, workers are given the ability to efficiently change and record tasks, even while off the clock.

2. Mobile Access

With an app that allows mobile usage on the jobsite, workers and contractors can experience enhanced communication, with access to expert technical support, anywhere, on any mobile device.

In addition to real-time updates between field and office, workers can record hours on specific tasks as they complete them.

3. GPS Locating & Geofencing

To ensure workers are in the right place at the right time, GPS and geofencing give contractors real-time visibility so they can verify that workers are in the correct location when clocking in and out, eliminating the risk of buddy punching.

If someone tries to clock in outside of the limits, supervisors are immediately notified of the discrepancies so the circumstances can be addressed.

4. Facial Recognition & Biometrics

In the past, passwords were king when it came to security. Now, with new innovations in technology, security has become much stronger, utilizing the unique features of an individual, also known as biometrics.

The most used forms of biometrics are facial recognition and fingerprint sensors, which cannot be duplicated or deceived. This prevents workers from clocking in or out for each other, as well as wider cybersecurity threats.

Benefits of Time Tracking Apps

A precise and streamlined time tracking system can make a world of difference for any contractor, but what really sets tracking apps apart is the multitude of additional features they can provide. 

1. Labor Management/ Productivity

Every worker will have a unique set of records and documentation attached to them, including sensitive personal information, like wage rates. Time tracking software can manage and coordinate all information to its appropriate location, as well as assist contractors with real-time worker updates, like timecard review and approvals.

2. Integrations

Another benefit of using a time tracking app is its ability to integrate and communicate with other systems, such as payroll, accounting and project management. Integration between these systems allows for real-time data and fast communication that can cut down on time and costs.

3. Compliance

For meeting government labor laws, time tracking apps also provide methods to manage overtime hours and ensure workers take mandatory breaks.

4. Cloud-Based Mobility

An obvious feature for a mobile app, but worth being mentioned. Contractors and workers can access their timesheets and data via the cloud, allowing more flexibility. Some apps provide limited offline use, where internet or service cannot be found.

Choosing a Time Tracking App

Regardless of if you are a small local contractor or a multistate company, time tracking services can be invaluable. It just helps to know what to look for.

Time tracking apps are generally built for specific industries. For construction, as previously shown, there are many in-depth features that can be leveraged. So, it is important to know what could be most useful to your business, as some apps may not have the features you need.

Additionally, try to identify if an app has:

• User-friendly interface
• Trusted history in the industry
• Fast and reliable customer service
• System customization
• Data protection and backups

Identifying the needs of your business and understanding what the market has to offer will make the choice clear.

Better Workforce Management With WorkMax

There is no lack of complexity when it comes to managing a construction crew. Contractors can often find themselves bogged down by ensuring their workers input accurate hours for their labor.

However, older methods of time tracking, such as time clocks, paper time cards or spreadsheets, are susceptible to manipulation, and human error. Workers can easily engage in time theft, inflating overhead costs and disrupting a business’s schedule.

Innovations in technology can now allow contractors to be less hands-on, with time tracking apps that construction workers can access while on-site. These apps are secure, using location verification and biometrics to ensure the right worker is in the right place when clocking in.

Furthermore, time tracking services offer robust features that can manage worker information, communicate with other systems and keep the company compliant.

If you feel that a time tracking app could be the next step in advancing your construction business, consider WorkMax to help get the job done.

To learn more about how WorkMax can help you keep better track of time, eliminate paper timesheets, and gain real-time insights into your construction operations, contact a specialist today!