Carefully tracking employee hours does wonders for any beauty and wellness business. It makes payroll a breeze and gives you the insights you need to optimize operations. Otherwise, you might end up scratching your head when it comes time to pay your employees.

Here’s a guide to why time tracking is essential, how to track employee hours, and what you should look for in timekeeping software. Learn how to give your time-tracking system a flawless finish!

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3 Reasons To Track Employee Hours

Tracking your team’s hours isn’t just about checking boxes. It’s about leveling up your business. Here’s why:

1. More accurate payroll

Gone are the days of guesstimating hours and hoping for the best. With a timekeeping system, you say goodbye to payroll headaches. Accurately tracking hours makes paying employees precisely what they’re owed easier – so you can avoid overpayments or accidentally shorting someone on their check. It’s fair and stress-free.

2. Better business insights

Employee hour logs are like a backstage pass. You get to look beyond the front-of-house curtain and see exactly how your business is running. Looking at employee time, you can spot peak-hour trends and decide whether to hire more support – or staff fewer people on slower days. This helps you make informed business decisions that boost efficiency and productivity.

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3. Legal compliance

Tracking employee hours helps you comply with labor laws and regulations. If you pay employees hourly, the Fair Labor Standards Act (FLSA) requires you to keep accurate records of hours worked. You may also have to provide some breaks, employee benefits, or overtime pay, depending on the regulations in your area. Tracking hours helps you keep up with who’s entitled to what and when they should get it.

How To Log Hours for Your Self-Care Business

Ready to get your team’s hours in check? The system you use is one of the most important decisions you’ll ever make as a self-care business owner or manager. Here are the five best ways to track employee hours like a total boss:

1. Track time manually

To track employee time manually, have employees log their hours on paper or in a spreadsheet. This method is simple and doesn’t require fancy tracking tools. It works well for small businesses with few employees, especially if everyone works a predictable schedule.

You might think, “If it ain’t broke, don’t fix it!” But let’s be honest. Errors can easily creep in using the manual method, and you’d have to spend extra time sorting it all out come payday. If you need a more streamlined time-tracking method – or if you’re looking to scale and manual timekeeping is getting too complex – try one of the solutions below.

2. Install a time clock or kiosk

This is the “punch-in, punch-out” setup. Install a physical time clock or kiosk where employees can clock in and out as they start and finish their shifts. It’s a reliable system that’s easy to use.

This may be too old-school for some businesses. And if employees sometimes work off-site – for example, if you run a massage business that visits clients’ homes – they won’t be able to use the time clock as easily. Plus, those kiosks get expensive.

3. Invest in timekeeping software

Why not let technology do the heavy lifting? Time-tracking software automates the entire process, logging every hour without hassle. With everything automated, you can focus on more important things – like growing your business or mastering that perfect brow technique.

GlossGenius’ timekeeping feature makes tracking hours a breeze. Employees can easily clock in and out from their phones, no matter where they’re working. Plus, this feature integrates seamlessly with payroll and appointment scheduling, so there’s never any confusion about hours worked or payment amounts.

4. Provide employees with mobile apps

Everyone has a phone, so why not make those devices work for you? With mobile time tracking apps, your team can punch in and out from their smartphones, whether they’re at the salon or on the go. These apps usually sync with an employee hour tracker that updates in real time. This way, you can monitor who’s been working and when, without any delay.

If you use this system, include detailed instructions in your employee handbook. This makes sure everyone knows how to use the app properly and get the most out of its features. Clear guidelines also deter any potential misunderstandings about clocking in and out, so you keep operations smooth and payroll accurate.

5. Integrate time tracking with scheduling software

When you integrate time tracking with scheduling software, your team’s billable hours automatically align with their appointment books. This makes it easy to see who worked what shifts and for how long without any manual input or guesswork. 

With GlossGenius, hourly employee time tracking meets scheduling in one easy-to-use platform. Our Online Booking feature lets your staff take appointments seamlessly and keep their schedules up-to-date. Plus, our timekeeping feature sends employees timed reminders to clock in and out based on their appointments – so timesheets are always clear, accurate, and hassle-free.

3 Features To Look For in Timekeeping Software

Timekeeping software can totally simplify and streamline your payroll. But the best software does more. Here are three of the top features to look for as you choose a software solution:

1. Mobile or web access

Your timekeeping system should be as mobile, flexible, and hardworking as your team. Employees should be able to clock in and out as soon as they start and finish appointments or shifts – otherwise, it’s hard to remember exactly how long they worked.

With timekeeping software that provides mobile or web access, it’s super convenient for staff to log hours in real time, wherever they are. Plus, remote access gives you the flexibility to manage your team and take care of administrative tasks on the go.

2. Payroll integration

Nobody has time for payroll drama. Look for timekeeping software that syncs directly with your payroll system so you can skip the manual data entry (and the errors that come with it). Plus, when software connects everything, logged hours automatically transfer over to payroll so everyone gets paid the right amount on time, every time.

To get the biggest bang for your buck, choose a payroll system tailored to beauty and wellness pros. The financial side of this industry gets tricky, and beauty-specific software knows those details best. For example, you might use different compensation structures (like commissions, hourly wages, and tips) depending on employee contracts. 

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3. Reports and analytics

Want to get the inside scoop on how your business is running? Look for timekeeping software that offers Reports & Analytics, like GlossGenius. This feature helps you track peak hours, staff performance, and labor costs for more data-driven decisions. 

Whether you want to see who’s working the most overtime or figure out when to add more staff, these insights give you the power to optimize operations and keep everything running smoothly. Plus, they help you spot trends over time, making it easier to plan for busy seasons and make sure your team is always ready to shine.

Frequently Asked Questions

Here are some quick FAQs about time tracking:

How often should you review employee hours?

Reviewing employee hours weekly is a solid way to stay on top of things. This helps you catch any issues – like missed clock-ins – and prevent payday drama. Plus, you stay in the loop about staffing needs and trends, making adjustments as needed and avoiding any surprises.

What happens if an employee forgets to clock in or out?

Don’t panic! Everyone forgets to clock in or out sometimes. Have your employee inform you ASAP so you can manually adjust their hours. Make sure you’ve got a clear policy in place (and listed in your handbook) for handling these issues. That way, everyone’s on the same page, and payroll stays accurate.

What are the legal implications of inaccurate timekeeping?

Inaccurate timekeeping can land you in hot water with labor laws, especially if it leads to underpaying employees. It could result in fines, penalties, or even lawsuits. To avoid legal problems, make sure you’re tracking hours properly and staying compliant with regulations like the FLSA.

Manage Your Team Seamlessly With GlossGenius

Tracking employee hours is essential for self-care business owners who want to streamline operations and give everyone their well-deserved pay. But it’s hard to do, especially if you want to run a tight ship.

Try GlossGenius free for 14 days!

Say goodbye to chaos and hello to clarity with GlossGenius. Our all-in-one platform for beauty and wellness businesses has a new, powerful Time-Tracking feature that integrates seamlessly with other tools like Team & Staff, Client Management, and Finances. Start your free trial today.