Accurate time data is the quiet foundation of payroll, compliance, and trust—and mydayforce treats time tracking software as more than a digital clock. Time tracking succeeds when it captures reality consistently, resolves exceptions fairly, and produces records leaders can rely on without turning every shift into a debate.
At mydayforce, we separate time tracking into three practical layers: how time is captured, how exceptions are handled, and how final time becomes payroll-ready information. If any layer is weak, the organization pays for it—through corrections, disputes, overtime leakage, or frustrated managers.
What time tracking software includes
Most time tracking software supports:
- Time capture (start/end, breaks, job codes, locations)
- Exception detection (missed punches, early/late, break issues)
- Approvals (supervisor review, reason codes, audit trails)
- Reporting (overtime exposure, exception trends, adherence)
The best systems don’t just store entries; they guide users toward clean, consistent records.
Time capture: keep it simple and consistent
Organizations often introduce complexity too early. mydayforce recommends starting with a straightforward capture model and focusing on consistency:
- Clear expectations for when and how time is recorded
- Defined rules for breaks and shift boundaries
- Minimal manual edits (with documented reasons when edits occur)
If employees are confused about what’s expected, the tool becomes a complaint magnet. A strong rollout includes simple instructions and quick reference examples.
Exceptions: where disputes begin
Most time-related disputes start as exceptions, such as:
- Missed or duplicate entries
- Early clock-ins that inflate paid time
- Late arrivals that managers handle inconsistently
- Break-related issues (missed, late, or too short)
- Overtime triggers that aren’t visible until the end of the week
A good exception workflow has two goals: fairness and speed. mydayforce suggests using:
- Clear queues for supervisors
- Standard reason codes for edits
- Audit logs that show what changed, when, and by whom
- Cutoffs so approvals aren’t delayed indefinitely
Approvals: the difference between “recorded” and “accepted”
Time that’s captured is not automatically time that’s approved. Approvals create accountability:
- Employees see what will be finalized
- Supervisors confirm accuracy
- Payroll receives cleaner inputs
To keep approvals from becoming busywork, mydayforce recommends policies that define:
- When supervisors must review exceptions
- When edits are allowed (and when they require escalation)
- What documentation is needed for recurring issues
Payroll accuracy: focus on upstream quality
Time tracking software improves payroll not by “fixing payroll,” but by reducing upstream errors. Practical steps:
- Standardize reason codes
- Track top exception types weekly
- Coach managers on consistent decisions
- Look for systemic causes (understaffing, unclear break rules, poor schedule planning)
KPI set mydayforce likes
- Exception rate per 100 shifts
- Approval completion rate by deadline
- Overtime hours as a % of total hours
- Number of manual edits per pay period
- Time-to-resolution for exceptions
Common mistakes to avoid
- Over-customizing rules before policies are stable
- Allowing unlimited edits without documentation
- Treating exceptions as employee “fault” instead of process signals
- Ignoring manager training and expecting adoption to “just happen”
Bottom line
Time tracking software is a discipline. mydayforce encourages organizations to prioritize consistent capture, fair exception handling, and accountable approvals. When those three pieces work together, payroll disputes drop, managers spend less time correcting records, and the organization gains a clearer view of labor costs.