Exaktime, the only company to offer 3 proven workforce management solutions that work at any jobsite to bring employee and contractor start and finish times back into the office removing all manual time sheets have released SiteHub at World of Concrete 2015.

Instant Job Site Oversight

Accessible via the ExakTime Mobile app, SiteHub provides you with an instant, bird’s-eye view of everything that’s happening at your job sites. You can choose to view the site that’s nearest you or any of your current work sites.

Scrollable Live Feed

When you open SiteHub, information from the job site fills the screen of your smartphone or tablet, including a scrollable live feed of real-time clock-ins and clock-outs, Field Notes, and equipment or materials updates.

Workers, Costs & Weather

SiteHub displays a list of all workers clocked in at the site, and a helpful budgeting aid shows you the hourly labor cost for the site. The National Weather forecast* and alerts for the area are visible as well as relevant local information.

With SiteHub, better workforce management and peace of mind are just a few taps away.

*weather currently not available in Australia, New Zea,and or PNG

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• Time sheets don’t come in on time
• Time sheets are very difficult or impossible to read
• Crucial information is missing off the time sheets for employee labour costing or cost centre tracking

I spoke to a customer last week who explained how before going electronic the boss insisted payroll was to be completed each week with or without time sheets arriving on time. What happened in this situation was the payroll was completed each week as requested by the boss at every week the payroll staff had to deal with issues from the previous week where time sheets were incomplete or not delivered at all. This weekly process not only cost several hours every week in time to correct the previous week but it stressed out the payroll staff. Who wants to work under this type of stress week after week when technology today can remove these issues.

I have spoken with customers who previously spent several hours every Monday calling employees and contractors trying to collect all the time sheets so payroll can be processed. What a waste of time this is!

What employee time sheets do you want every week? Easy to read employee time sheets or hand written employee time sheets?

How about giving the boss a total hours on each job report each week at the same time by running a simple report

What if employees could easily sign into the job and the cost code or activity each time they started and finished each day from any smart device? Imagine seeing all of the data from yesterday today!

Imagine being able to answer the question from your boss or your customer ….where is David and how long has he been on site?

Book in for a 30 minute demonstration and make your boss happy!

Existing JobClock customers have known for years the JobClock system is the ultimate employee time keeping solution for remote locations. The JobClock system has 2 ways to collect data both without internet and both without telephone. Of course in any remote location to go electronic you will eventually need access to internet or telephone if you want to push the data back to a centralised location. I will run through some recent scenarios below.

Scenario 1 – The job site is in a place where the internet and 3G or 4G coverage is intermittent. Any cloud only time and attendance software will fail as the internet just drops off constantly.

Scenario 2 – The job is miles from anywhere, the workers are staying at a local pub and drive 90 minutes to the jobsite and back each day. By the time the employees get to the work site they have no internet and no telephone service. Only way to communicate is back at the local pub each night.

Scenario 3 – The job site is so remote a site shed with beds is taken to location, the workers work through the week only coming away from the job site each weekend.

We have 2 ways to collect the data

JobClock Hardware

The JobClock hardware can go onto any long term job site. The device is weather proof, can be chained to a fence or site shed.

Collection Method

Any supervisor or manager can stand in front of the JobClock hardware and collect the data with a blue tooth phone. You can then drive back to the local hotel, main office, remote office or nearest place where you have 3G or 4G coverage including any free wifi locations to send the data back to the office.

PocketClock App

The PocketClock app loads onto any iPhone, iPad, Android, Windows Mobile, Blackberry Smart Phone. This is one of the rare apps on the market for employee time collection that actually works offline. Nearly all cloud solutions fail when the internet is lost or not available.

The PocketClock app will hold all the data being collected until you can give the device to the nearest wifi, internet, 3G or 4G connection.

Collection Method

Any supervisor or manager can push the data back to the office at the end of each day, week, fortnight or month when near a wifi, internet, 3G or 4G connection.

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The no-fee-GPS feature of ExakTime Mobile will help you keep an eye on your workers and job sites. GPS time tracking gives you the features you need to manage time more efficiently, saving you money now and later.

Here are three ways our GPS feature will help your business excel.

Keep an Eye on Employees
All contractors have employees in the field, but it can be hard to keep track of who is where. When you use ExakTime Mobile as your time clock, each worker’s clock-in and clock-out will be GPS stamped. You can go back and make sure employees were actually at the job site when they said they were. If they weren’t, a red flag will appear in their time record.

Easily see the history of an employee’s clocking’s with the option of turning on the feature to take a photo each time the employee signs in and out at the start and end of the day as well as when they change tasks or cost codes.

With a PIN required for clock-in and a photo biometrics option available, time card fraud is no longer an issue.

Supervisors and Managers get access to a company wide map giving instant visibility on the map showing where every worker last clocked in. This tool is a great feature in the office when you get the call from the customer asking where Sam is. You can simply look at the “Team View” mapping software and you can see if Sam has already left the last job and how long he has been traveling for.

Efficiently Dispatch to Sites
When a job site needs help, it’s easy to dispatch a crew to that location with GPS tracking. If location A needs an extra worker or two, you can quickly check nearby job sites to see how many employees are at each one. If location B is close and has a surplus of workers, you can dispatch a few of them to the new job site.

What normally might have taken a few phone calls and some mapping now takes just a minute.

Supervisors or managers can manage this out in the field while admin staff in the office can also have access to manage these situations.

Deliver Supplies Quickly

You can efficiently deliver supplies to your crews using GPS time tracking because you’ll know exactly where they are. Crews are often on the go, and when they message for more lumber or equipment, you’ll know where to head.

Your time is valuable. GPS time tracking will increase the efficiency of your business, saving you time and money. You can watch your company grow from your smartphone thanks to the easy-to-use GPS feature on ExakTime Mobile.

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Philip said “The biggest assistance to us is the reminder of the reality. That is the common sense which is every hour our staff work is billing hours. If we don’t bill for it we are losing money. Having a system that tracks time, makes you look and think about billing hours. That’s without even looking at the data…..When you look at the data….then you really think about billing hours, production, downtime and losses.

Philip went on to talk about the actual JobClock solution

We used to use a bundy clock with cards. Now we have a dedicated printout, with the name of the staff, and exact hours at the press of a button from recorded data that doesn’t get lost. Very easy… As for collection on time on jobs. With manual collection, apart from the fact the staff don’t use it properly, and often fill it out after the event. The collation of information is just too much. And if its data that’s not right….it’s a complete waste of time.

When asked what do you like most about the system Philip said “The simplicity of the screen for staff to use. They log on easily and quickly. They don’t have to be computer literate to use the system. It takes me all of 2 minutes to train a new staff member how to use it.

The jobclock system requires them to log on before they start something. The staff like using it. Its quick to use. And provides all the data. It’s 10 times more accurate than a manual system, and most importantly it collates the data…!

Philip also shared with me how he went about implementing the solution with his employees 100% support…….
Prior to implementing this system, we made the staff fill out daily/hourly records on what they were doing. We did this for about 2 months prior. Everyone hated it….!  So when we bought in the electronic system, that was 10 times easier. Everyone was happy, and prepared to use it.

We never collated the data from the manual info…! It was only ever done to allow the electronic system to be embraced. It seemed to work..! I wonder if our staff would have embraced the system as much, if we had gone from nothing to this straight up. I don’t think so. In hindsight, I think it was a good move, as once we implemented Job Clock it worked from Day 1.

 Watch 3 minute video on setting up Master Jobs and Sub Jobs

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• JobClock
• PocketClock
• TimeSummit software

Great section on smart phones, tablets and iPads.

Before this type of technology was available the only way we could track where an employee is up to in the daily routine would be through expensive vehicle GPS solutions costing tens of thousands of dollars.

See immediately on your own mobile phone….

• Who is at what location
• How long they have been at the location

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Next time your customer calls and asks how far away your employee is you will be able to provide detailed information to your customer without having to call your employee.

The latest update for the PocketClock App for the JobClock System now includes Team Viewer. See where your employees are currently clocked in and how long they have been on site for. Perfect for builders, construction, cleaners, security and any industry that has staff moving from one location to another during the day or the week.

We will post some customer screenshots shortly.

I took call from another enquiry this week which is common to many of the enquiries we receive for the JobClock system. The customer has a head office in Perth, Western Australia. the next job was on the border of Western Australia Northern Territory and South Australia. We do not get more remote in Australia than this. This job requires a real portable employee time clock.

The JobClock comes with two distinct features that separate the JobClock employee time clock from every other time clock on the planet.

Bluetooth technology

The JobClock include Bluetooth technology that allows a manager supervisor to collect data from the JobClock hardware via a Bluetooth enabled phone’s excluding iPhone. once the data is downloaded to the smartphone the smartphone can push the data when next near Internet access back to the main office no matter how far away.

Built in battery

The JobClock hardware runs simply on a battery for 4 to 6 months depending on usage, no Power or Internet is required. This makes the job clock hardware simplest employee time clock for remote locations

Read more if this type of solution can help you in your business

Dale recently asked a number of questions….

1/ Does your pocket clock system integrate with the Reckon accounts 2013?

2/ what type of support after purchase do you guys offer?

3/ Is there any upgrades each year with your system to coincide or keep up with the Reckon annual upgrades?

Yes we support Reckon, it was one of the first payroll products many years ago integrated. We provide all support for Australian customers right here in Australia, upgrades come out throughout the year as part of your annual support, as an example an upgrade came out just today for an Apple upgrade on the iPhone 5S.

You are notified as the updates come out from within the TimeSummit software and also by email.

Normally we do not need to send an update out each year to coincide with Reckon or any other payroll system, we only need to send updates out as required, the annual changes Reckon and other payroll systems  normally make are tax related to ensure you have the correct tax tables in your payroll system for paying the employees and collecting the correct tax based on the tax scale for each employee. As the JobClock system collects and calculates employee and contractor times we do not need to update based on payroll tax changes each year as these changes are kept in payroll.

Call 1300 800 077 to discuss in more detail your situation

I took the call and we started discussing the current process which included the need to collect time sheets before the pay period was over to give sufficient time to complete payroll before sending the information off to the bank.

The pay period was Thursday to Wednesday, due to the time it took for payroll to complete the payroll process they needed all the time sheets in on Wednesday morning. Getting the time sheets in on Wednesday morning meant an estimation had to be made for the finish time on Wednesday, now you could think no problem the guys normally finish at 3.30pm each day so we will just put 3.30pm on the time sheet.

So what happens as soon as the guys finish earlier or later on the day than the estimation placed on the time sheet? No impact on the workers, no impact on management but massive impact on payroll. 1 of 2 things will occur when the finish time is less or more than the estimated finish time on the time sheets.

Problem 1 – employees have been underpaid as they actually worked past the estimated finish time
Problem 2 – this is the worst of the two issues – employees actually finish early on the day and are overpaid.

Overpaying employees creates a number of issues, the main issue being employees are paid wages that they are not entitled to and you will need to ask for the money back in next weeks pay run. I have heard many of these stories where Saturday is estimated, employees get overpaid, spend the money and then struggle the following week with less money after paying back the over payment.

The biggest of all issues with this manual employee time calculation is the impact on time that it causes on payroll. Groundhog day is a great way to explain some payroll experiences I have listened to as I hear stories that every week before we start payroll we need to fix all the adjustments from last weeks payroll, you really do have to ask your self, dont you have better things to do today than fix last weeks adjustments before you start your payroll every week due to your manual payroll system.

Moving on and what created me to write about this story from 10 years ago is a conversation with a payroll lady yesterday that went something like this……and last week my boss really hit the roof and that is why I have contacted you. We estimated the hours the boys would work on Saturday like we always do every week and then we paid them Friday. After consultation with the supervisors it was agreed Saturday would be an 11 hour day.

On Monday when I came in I discovered the guys had worked 2 hours, we had overpaid 45 employees 9 hours that included overtime, my boss was screaming.

If you have a situation like this in your business give us a call on 1300 800 077 and discuss how we can assist you get your payroll in order where you can complete payroll within a couple of hours on payday and stop guesstimating how many hours your staff will work each week – it is time to go electronic!

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