Managing staff time and schedules is one of the biggest operational challenges for childcare centers and early education providers. With strict licensing requirements, staff-to-child ratios, and the need for accurate payroll, effective employee time tracking isn’t optional—it’s essential. Adopting the right employee time tracking practices helps childcare providers stay organized, compliant, and focused on delivering high-quality care.
In this article, we’ll explore employee time tracking best practices designed specifically for childcare businesses. From choosing the right software to ensuring staff buy-in, these strategies will help your center run more smoothly and efficiently.
Why employee time tracking matters in child care
Unlike many industries, childcare providers face unique demands:
- Maintaining legally required staff-to-child ratios
- Documenting staff hours for licensing inspections
- Managing fluctuating schedules based on enrollment
- Ensuring accurate payroll and avoiding costly errors
Implementing employee time tracking best practices ensures your business operates efficiently, stays compliant, and provides a stable environment for children and staff.
How to keep track of employee hours
Effectively tracking your staff's work hours is essential for accurate payroll reports, resource allocation, and labor law compliance. You can choose from various methods to track employee hours, including:
Manual time tracking
Manual time tracking involves manually recording employees' work hours. Staff members write down their start and end times on a sheet or log. While this method is simple, manual time tracking can be prone to errors, such as forgotten entries or incorrect calculations.
Manual timesheets
Manual timesheets are a step up from basic manual time tracking. Your staff records their work hours on a paper or digital timesheet, which they submit to their managers for approval. Although this method is more structured than manual time tracking, it's still prone to errors and makes record keeping a hassle.
Time clocks
Tracking employee hours is made more accurate and automated using time clocks, whether traditional or biometric. Traditional time clocks require employees to use cards to clock in and out, while biometric time clocks use fingerprints or other biometric identifiers. This method effectively reduces the likelihood of time fraud and allows for real-time tracking.
Biometric time clocks, in particular, improve accuracy and security by ensuring that only authorized personnel can clock in and out. You can also integrate time clocks with payroll software to streamline payroll processes.
Time tracking software
Time tracking software is easy to implement and is an efficient solution that automates the entire time-keeping process. It lets employees digitally log their hours, breaks, and time off using devices such as smartphones, tablets, or computers. And you can review and approve entries through these devices as well. Additionally, the software often integrates with payroll systems for a more seamless and error-free process.
A tool like brightwheel’s payroll solution powered by Gusto, is a complete, easy-to-use payroll solution that enables providers to automate tax filings, save time, and manage payroll with confidence. Quickly and easily manage timecards and run payroll in a click, without ever having to export anything.
Employee time tracking best practices
To help your childcare program run smoothly and stay compliant, here are some essential employee time tracking best practices to implement in your daily operations.
1. Use digital employee time tracking software
Relying on paper timesheets or manual spreadsheets can lead to errors, lost records, and compliance risks. Invest in employee time tracking software tailored to childcare providers, offering features like:
- Mobile clock-ins and clock-outs
- Real-time visibility into who’s on-site
- Integration with payroll systems
- Compliance tracking for labor laws and ratios
Tip: Look for software that’s user-friendly for both administrators and teachers. A tool like brightwheel allows you to review, edit, and approve timecards in one place.
2. Educate your team on time tracking policies
Clear communication is essential. Train your staff on how and when to:
- Clock in and out
- Record breaks
- Update schedules if shifts change
Consider creating a simple employee handbook outlining your time tracking expectations to avoid misunderstandings.
Staff Handbook Template
A free staff handbook template you can customize for your program.
3. Monitor staff-to-child ratios in real time
In child care, maintaining proper ratios is both a regulatory and safety issue. Use time tracking software that lets you see which staff are present and which rooms they’re in at any moment. This visibility ensures you remain compliant and helps you react quickly to absences or emergencies.
4. Review and approve timesheets regularly
Don’t wait until payroll to check timesheets. Regularly review employee hours to:
- Catch discrepancies early
- Avoid overtime surprises
- Ensure compliance with state labor laws
Set aside weekly time for managers or directors to approve and correct timesheets as needed.
5. Integrate time tracking with payroll
Integrating time tracking data directly into your payroll system minimizes errors, saves administrative time, and ensures your team is paid accurately and on schedule. It also eliminates the need to do payroll manually—no more exporting timesheets, entering hours by hand, or double-checking spreadsheets.
Tip: Choose employee time tracking software with built-in payroll features. With brightwheel payroll’s integration with payroll provider, Gusto, you can quickly send regular and overtime staff hours to Gusto for payroll processing.
6. Make time tracking convenient for staff
Childcare staff are constantly on the move. Make it easy for them to:
- Clock in from a mobile device
- See schedules in advance
- Submit time-off requests digitally
The more convenient your system, the more accurate your data—and the happier your staff.
7. Maintain records for compliance
Licensing inspections or audits often require documentation of staff hours and ratios. Keep digital records organized and accessible for:
- Licensing visits
- Payroll audits
- Internal reviews
Employee time tracking software with reporting tools makes this much easier.
Benefits of following time tracking best practices
By adopting these employee time tracking best practices, childcare centers can:
- Stay compliant with licensing and labor regulations
- Reduce administrative workload and paperwork
- Improve payroll accuracy and avoid costly mistakes
- Maintain proper staff coverage and child safety
- Gain insights into staffing costs and trends
Ultimately, effective employee time tracking frees you to focus on your core mission—providing high-quality care and education to young children.
How to keep track of employee time off
Keeping track of employee time off is essential for maintaining efficient operations and ensuring fair treatment of all team members. A well-organized time-off tracking system helps both employees and employers by reducing scheduling conflicts and promoting transparency. To effectively manage your staff's time off, you can:
- Establish a clear time-off policy that outlines the types of leaves available (e.g., vacation, sick leave, personal days), the process for requesting time off, and any relevant eligibility criteria.
- Use employee time tracking software to automate the process, making it easier for your staff to submit time-off requests and for you to review and approve them.
- Ensure all approved time-off requests are accurately logged, including the type of leave, dates, and any additional notes. Keep the information secure and easily accessible for both staff and management.
- Encourage open communication between you and your staff. Promptly address time-off requests and notify staff members of their request status. In return, encourage your employees to provide as much advance notice as possible for planned time off.
Tips for implementing employee time tracking software effectively
To make the most of employee time tracking software, consider the following best practices:
- Clear communication: Introduce the software to your staff transparently. Highlight its benefits regarding accurate pay, better time-off management, and streamlined operations.
- Training and support: Train your staff on how to use the software effectively. Address any concerns they might have and offer ongoing support and training resources.
- Regular check-ins: Conduct regular check-ins to ensure that staff members use the software correctly and encounter no difficulties. This also provides an opportunity to address any issues promptly.
- Data security: Emphasize the importance of data security. Assure your staff that their personal information is secure.
- Integration with payroll: Seamlessly integrate the software with your payroll system. This reduces the chances of errors in calculating employee wages and saves time on manual calculations.
- Customization: Opt for software that allows customization to suit your specific business needs. Different childcare businesses might have unique requirements, and a flexible software solution can adapt accordingly.
- Regular auditing: Periodically review the time-tracking data to identify trends, patterns, and areas for improvement. This data can provide insights into employee productivity and workload distribution.
Conclusion
Employee time tracking is more than just a business task—it’s a crucial part of running a successful childcare center. By implementing these best practices and using the right tools, you’ll save time, improve compliance, and create a better experience for both your staff and the families you serve.
Brightwheel is the complete solution for early education providers, enabling you to streamline your center’s operations and build a stand-out reputation. Brightwheel connects the most critical aspects of running your center—including sign in and out, parent communications, tuition billing, and licensing and compliance—in one easy-to-use tool, along with providing best-in-class customer support and coaching. Brightwheel is trusted by thousands of early education centers and millions of parents. Learn more at mybrightwheel.com.