The best employee time tracking software depends on how your staff clock in and how much administration you want to take on. I rank ClockInn Employee Time Clock & Attendance System best overall for teams that need QR clock-ins, GPS, rota tools, timesheets, and payroll exports in one setup. TimeDrop with RFID is a better match for card-based clock-ins, while NGTeco Cloud Fingerprint suits employers who prefer biometric attendance. The main tradeoff is convenience versus control: phone-based tracking is flexible, while physical readers can make clock-ins more consistent but add setup and device requirements. Read on for the full comparison and the criteria behind each pick.
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Key Takeaways
- ClockInn offers the broadest combination of attendance tools in this group, pairing QR and GPS clock-ins with rota management, timesheets, and payroll export.
- TimeDrop’s options serve different clock-in preferences: its RFID model uses cards, while its digital fingerprint model relies on biometric identification.
- NGTeco is the clearest fit for fingerprint-based attendance when a small business wants a dedicated clock rather than relying mainly on phone-based check-ins.
- TimePilot takes a different route with PC-based time management, making the work computer part of the system rather than centering the setup on a standalone clock.
- Clock-in hardware and workflow matter as much as software features: a system that fits the workplace can reduce friction, while a mismatch can add device management or employee training.
| ClockInn Employee Time Clock & Attendance System – QR Clock In/Out with GPS, Timesheets, Rota & Payroll Export (Starter Kit) |  | Best for Quick, Hardware-Light Setup | Brand: ExiBit | Model: CLKIN-STR | Clock-in method: QR code scan and PIN | VIEW LATEST PRICE | See Our Full Breakdown |
| TimeDrop Employee Time Clock Software with RFID Reader and 5 Cards |  | Best for RFID Clock-Ins Without Recurring Software Fees | Brand: LotHill Solutions, LLC | Reader: RFIdeas pcProx Plus contactless RFID | Included cards: 5 | VIEW LATEST PRICE | See Our Full Breakdown |
| NGTeco Cloud Fingerprint Time Clock for Small Businesses |  | Best for Configurable Small-Business Scheduling | Brand: NGTeco | Model: TR-TC4-NG | Connectivity: 2.4G Wi-Fi | VIEW LATEST PRICE | See Our Full Breakdown |
| TimeDrop Employee Time Clock and Attendance Software by LotHill |  | Best for Detailed Payroll and Project Reporting | Platform: Windows 7, 8, 8.1, and 10 | License: One license per computer | User profiles: Unlimited | VIEW LATEST PRICE | See Our Full Breakdown |
| Royal Machines TimePilot PC-Based Time Management System |  | Best for Large, Multi-Shift Workforces | Capacity: Up to 2,000 employees | Technology: i-Button | Included accessories: 10 iButtons, USB adaptor, USB cable, AC adapter, and 50-foot cable | VIEW LATEST PRICE | See Our Full Breakdown |
| TimeDrop Employee Time Clock Software with Digital Fingerprint Scanner |  | Best for Preventing Buddy Punching | Brand: LotHill Solutions, LLC | Scanner: Digital 4500 Series fingerprint scanner | User profiles: Unlimited | VIEW LATEST PRICE | See Our Full Breakdown |
| employee time tracking software | Brand | User profiles | Connectivity |
|---|---|---|---|
| ClockInn Employee Time Clock & | ExiBit | — | — |
| TimeDrop Employee Time Clock S | LotHill Solutions, LLC | Unlimited | USB |
| NGTeco Cloud Fingerprint Time | NGTeco | — | 2.4G Wi-Fi |
| TimeDrop Employee Time Clock a | — | Unlimited | — |
| Royal Machines TimePilot PC-Ba | — | — | — |
| TimeDrop Employee Time Clock S | LotHill Solutions, LLC | Unlimited | USB |
More Details on Our Top Picks
ClockInn Employee Time Clock & Attendance System – QR Clock In/Out with GPS, Timesheets, Rota & Payroll Export (Starter Kit)
ClockInn suits teams that want a visible place to clock in without installing a dedicated punch-clock reader. Employees scan the posted QR code and enter a PIN; managers can handle timesheets, rotas, and payroll exports remotely. Optional GPS checks and selfie verification add ways to confirm attendance, though they are not required for basic clock-ins.
Compared with TimeDrop’s RFID kit, ClockInn avoids issuing cards and connecting a reader to a Windows computer, making it a more flexible fit for workplaces managed from phones or laptops. The tradeoff is dependence on the QR-and-PIN process and the service: its free tier is limited to three staff, and the battery-powered unit may need upkeep. I’d favor it for a small team prioritizing simple setup, not a larger employer seeking a standalone, card-based system.
Pros:- QR code and PIN clock-ins avoid dedicated punch-clock installation.
- Managers can access timesheets, rotas, and payroll exports from a phone or laptop.
- Optional GPS checks and selfie verification provide added attendance controls.
- Starter kit includes wall-mounting supplies and six months of service.
Cons:- The free tier supports only up to three staff members.
- Battery-powered hardware may need periodic replacement or recharging.
- QR and PIN clock-ins may be a poor fit for teams that prefer cards or biometric authentication.
Best for: Small businesses that want QR-based clock-ins, remote attendance management, and payroll exports without installing a computer-connected reader.
Not ideal for: Larger teams that need a free plan for many employees, or workplaces that prefer dedicated RFID or biometric clock-in hardware.
- Brand:ExiBit
- Model:CLKIN-STR
- Clock-in method:QR code scan and PIN
- Optional verification:GPS location checks and selfie verification
- Power source:Battery powered
- Mounting:Wall mount
- Dimensions:0.8 in W × 8.8 in H
- Item weight:7.04 oz
- Starter kit service:Six months included
Our verdict“Choose ClockInn for a small team that values QR-based clock-ins and remote management over dedicated reader hardware.”
TimeDrop Employee Time Clock Software with RFID Reader and 5 Cards
TimeDrop with RFID pairs attendance and payroll software with a USB contactless reader and five cards, giving employees a quick alternative to entering a login at a shared computer. Support for more than 40 card types and unlimited user profiles makes it a practical choice for organizations with existing compatible cards or a large roster.
Compared with ClockInn, this kit centers on a local computer and physical credentials rather than QR clock-ins and remote management from any device. Its no-recurring-subscription model may appeal to buyers who want a one-time software license, but each computer needs its own license. The listed compatibility is limited to Windows 7, 8, 8.1, and 10, so I’d check the target computer before choosing it. It makes the most sense for a Windows-based workplace that values RFID and does not need broad, current-platform flexibility.
Pros:- Includes the software, USB RFID reader, and five cards.
- Supports more than 40 card types and unlimited user profiles.
- Combines attendance and payroll tracking.
- Includes software updates and support with no recurring software subscription fee.
Cons:- Requires a separate license for each computer.
- Listed operating system support is limited to Windows 7, 8, 8.1, and 10.
- A five-card starter set may not cover a larger workforce.
Best for: Windows-based employers who want contactless RFID clock-ins, unlimited user profiles, and attendance and payroll tools without a recurring software subscription.
Not ideal for: Businesses using newer or non-Windows operating systems, or those needing the same license across multiple computers.
- Brand:LotHill Solutions, LLC
- Reader:RFIdeas pcProx Plus contactless RFID
- Included cards:5
- Card compatibility:More than 40 card types
- User profiles:Unlimited
- License:One license per computer
- Supported operating systems:Windows 7, 8, 8.1, and 10
- Connectivity:USB
Our verdict“Pick this TimeDrop kit if your workplace runs a supported Windows version and wants RFID clock-ins without recurring software fees.”
NGTeco Cloud Fingerprint Time Clock for Small Businesses
NGTeco is a strong fit for small businesses whose attendance rules vary by role or department. Its fingerprint clock supports configurable breaks, meal periods, overtime, and clock-in windows, while Wi-Fi sync sends data to web and mobile apps. Department-specific schedules and employee transfers can help managers keep attendance records aligned when staff work across teams.
Unlike TimeDrop’s RFID kit, NGTeco uses biometric clock-ins and a cloud dashboard instead of cards and a computer-bound license. That can reduce reliance on issued credentials, but the app’s basic management is free while some employee features require a separate TimeEntrix subscription. The specified 2.4G Wi-Fi connection may also constrain network fit. I’d choose it over ClockInn when fingerprint identification and configurable attendance rules matter more than QR check-in or a simple starter setup.
Pros:- Configurable clock-in windows, breaks, meal periods, and overtime rules.
- Fingerprint clock-ins pair with a cloud dashboard and real-time synchronization.
- Supports department-specific schedules and employee transfers.
- Includes a one-year warranty and lifetime technical support.
Cons:- Some employee app features require a separate TimeEntrix subscription.
- Connectivity is specified as 2.4G Wi-Fi.
- Fingerprint clock-ins may not suit workplaces that prefer QR codes or RFID cards.
Best for: Small businesses with different department schedules, break rules, or overtime policies that want fingerprint clock-ins and cloud-based attendance access.
Not ideal for: Employers who want every employee app feature included without a separate subscription, or whose network cannot support 2.4G Wi-Fi.
- Brand:NGTeco
- Model:TR-TC4-NG
- Connectivity:2.4G Wi-Fi
- Biometric method:Fingerprint
- App compatibility:iOS and Android
- Data storage:AWS U.S. servers with encryption and automatic backups
- Warranty:1 year
- Color:Ivory
Our verdict“Choose NGTeco when a small business needs fingerprint attendance plus configurable department and overtime rules.”
TimeDrop Employee Time Clock and Attendance Software by LotHill
This TimeDrop software package stands out for employers who need more than basic clock-in records: it tracks departments, classes, projects, and multiple pay rates, with reports for attendance, accrued time, and gross earnings. Overtime calculations and configurable permissions give managers room to tailor how records are handled. Fingerprint and barcode scanners are supported, but neither is included, so the base setup relies on secure login.
Compared with TimeDrop’s RFID kit, this version is more flexible for project and pay-rate tracking but does not arrive with a reader and cards. Like that kit, it supports unlimited profiles, includes updates and support, and requires a license for each computer. The listed Windows compatibility is dated, which narrows its fit for organizations using newer systems. I’d pick it for a supported Windows PC where payroll and project reporting matter more than cloud access or bundled clock-in hardware.
Pros:- Tracks departments, classes, projects, and different pay rates.
- Includes reports for attendance, accrued time, and gross earnings.
- Supports unlimited user profiles and overtime calculations.
- Free support and software updates are included.
Cons:- Requires a separate license for each computer.
- Fingerprint and barcode scanners are supported but not included.
- Listed compatibility is limited to Windows 7, 8, 8.1, and 10.
Best for: Employers on a listed Windows version who need attendance reports, multiple pay rates, and department or project-level time records.
Not ideal for: Businesses seeking cloud-first access, bundled biometric hardware, or compatibility beyond the listed Windows versions.
- Platform:Windows 7, 8, 8.1, and 10
- License:One license per computer
- User profiles:Unlimited
- Tracking:Departments, classes, projects, and different pay rates
- Reports:Time and attendance, accrued time, and gross earnings
- Clock-in methods:Secure login; optional fingerprint scanner
- Additional scanner support:Fingerprint and barcode scanners supported; sold separately
- Software format:Download and CD
Our verdict“Choose this TimeDrop edition for payroll and project reporting on a supported Windows computer, provided you do not need included scanner hardware.”
Royal Machines TimePilot PC-Based Time Management System
TimePilot is built for scale: its i-Button system supports up to 2,000 employees and handles regular time, overtime, holidays, shifts, departments, and multiple companies. Reports cover weekly, bi-weekly, semi-monthly, and monthly pay periods, so payroll teams can work from schedules that match their existing cycles. The included iButtons and cabling make this a more dedicated hardware setup than the QR-based ClockInn.
That capacity separates TimePilot from the small-business focus of NGTeco, which offers cloud syncing and department rules but is not specified for a workforce of this size. The tradeoff is a PC-based workflow and a physical i-Button system rather than mobile-first management. The product data does not specify cloud access or a warranty, so I’d verify those needs before buying. It suits larger, shift-heavy operations that value capacity and payroll calculations over remote flexibility.
Pros:- Supports up to 2,000 employees.
- Calculates regular time and overtime across holidays and multiple shifts.
- Handles multiple companies and departments.
- Reports support weekly, bi-weekly, semi-monthly, and monthly pay periods.
Cons:- Uses a dedicated i-Button and PC-based setup rather than a stated cloud workflow.
- The product data does not specify mobile access or remote management.
- The provided product information offers limited detail on software compatibility and ongoing support.
Best for: Large employers with multiple shifts, departments, or companies who need a dedicated time system supporting up to 2,000 employees.
Not ideal for: Small teams seeking a lightweight cloud or mobile-first system, or employers that need confirmed remote access and current platform compatibility.
- Capacity:Up to 2,000 employees
- Technology:i-Button
- Included accessories:10 iButtons, USB adaptor, USB cable, AC adapter, and 50-foot cable
- Dimensions:10 × 9.5 × 3 in
- Weight:2.81 lb
- Model number:29401T
- Manufacturer:Royal
- Supported pay periods:Weekly, bi-weekly, semi-monthly, and monthly
Our verdict“Choose TimePilot for a large, shift-based workforce that needs high employee capacity and varied payroll-period reporting.”
TimeDrop Employee Time Clock Software with Digital Fingerprint Scanner
Fingerprint clock-ins make this TimeDrop a stronger fit for attendance control than the TimeDrop RFID Reader model, where employees use cards that can be handed to someone else. It also supports unlimited user profiles, so a growing team can be recorded without a profile cap. The software handles attendance and payroll, and includes updates and support without recurring software fees. That can suit employers who prefer a Windows-based, computer-managed system over the cloud-focused NGTeco Cloud Fingerprint Time Clock. The tradeoff is local licensing: you need a separate license for each computer, and compatibility is limited to Windows 7, 8, 8.1, and 10. Its USB fingerprint scanner adds a physical setup step, so this is less appealing for teams that want mobile or cloud-first timekeeping.
Pros:- Fingerprint verification can reduce buddy punching compared with card-based clock-ins.
- Unlimited user profiles accommodate teams without a stated employee-profile cap.
- No recurring software fees.
- Includes software updates and email, phone, and remote desktop support.
Cons:- A separate license is required for each computer.
- Compatibility is limited to Windows 7, 8, 8.1, and 10.
- USB scanner and computer-based setup may be less convenient than a cloud or mobile time clock.
Best for: Small and midsize employers using a supported Windows computer who want fingerprint-based attendance records and unlimited employee profiles without recurring software fees.
Not ideal for: Organizations using newer or non-Windows systems, multiple clock-in computers that make per-computer licensing burdensome, or teams seeking cloud or mobile time tracking.
- Brand:LotHill Solutions, LLC
- Scanner:Digital 4500 Series fingerprint scanner
- User profiles:Unlimited
- Connectivity:USB
- Compatibility:Windows 7, 8, 8.1, and 10
- Recurring fees:None
- License requirement:One license per computer
- Dimensions and weight:1.5 in W × 0.63 in H; 4.8 ounces
- Included support:Email, phone, and remote desktop support; software updates
Our verdict“Choose this TimeDrop model if fingerprint-verified attendance on a supported Windows computer matters more than cloud access or multi-computer licensing simplicity.”
How We Picked
I compared these six options as employee attendance and time-tracking systems, focusing on the practical workflow each supports: QR and GPS check-ins, RFID cards, fingerprint scans, cloud access, or PC-based time management. I also weighed the usefulness of connected tools such as timesheets, rota management, and payroll export, since they can reduce the work required after employees clock out. Setup demands, device dependence, and the fit for small teams were part of the comparison, not just the number of features.
ClockInn ranks first because its listed tools cover more stages of day-to-day attendance administration than the other options. The remaining positions reflect clearer, narrower use cases rather than a claim that one clock-in method suits every workplace: card users may favor TimeDrop RFID, fingerprint-focused teams may prefer NGTeco or TimeDrop’s scanner, and PC-centered workplaces may find TimePilot more suitable. I give priority to systems whose stated features align closely with a recognizable buyer need, while noting that hardware, employee privacy, and the existing payroll workflow can change which choice makes sense.
| employee time tracking software | Brand |
|---|---|
| ClockInn Employee Time Clock & | ExiBit |
| TimeDrop Employee Time Clock S | LotHill Solutions, LLC |
| NGTeco Cloud Fingerprint Time | NGTeco |
| TimeDrop Employee Time Clock a | — |
| Royal Machines TimePilot PC-Ba | — |
| TimeDrop Employee Time Clock S | LotHill Solutions, LLC |
Factors to Consider When Choosing Employee Time Tracking Software
Choosing employee time tracking software is a workflow decision, not just a choice between clock-in devices. Before selecting a system, I would map where employees work, how shifts are scheduled, who corrects missed punches, and what happens to hours after approval. These factors help prevent a common mismatch: buying a clock that records attendance but leaves managers with the same manual payroll and scheduling work.
Match the Clock-In Method to the Workplace
Start with the place and pattern of work: a single-site team, a mobile workforce, and employees spread across several locations have different attendance needs. QR or phone-based check-ins can offer flexibility, while a fixed RFID or fingerprint clock creates a more defined place to clock in. A common mistake is choosing a method for convenience without checking whether employees have reliable access to the needed device or network. Ask what should happen during an outage, at a temporary worksite, or when someone forgets a card. The right method is the one staff can use consistently and managers can verify without creating a second attendance process.
Work Out the Full Cost of Hardware and Administration
A software selection can bring extra work through readers, cards, enrollment, device placement, and ongoing employee support. Compare the complete setup effort, not just the clock itself or the software interface. Card systems may require replacements and a process for lost credentials; biometric systems require enrollment and careful policies around employee data. Phone-based options can reduce dedicated hardware but may require staff to install or use an app or scan a code. Before committing, identify who will maintain devices and manage exceptions, since those tasks often determine whether the system remains easy to run.
Check Whether Attendance Data Fits Payroll
Recorded hours only save time when they can move cleanly into the next step of payroll and approval. Find out whether the system exports data in a format your payroll process can use, what review is needed first, and how corrections are recorded. Do not assume that a payroll export removes all manual work: managers may still need to approve timesheets, resolve missed punches, or handle different pay rules. If payroll is already a major source of admin, prioritize a clear path from clock-in to approved hours over extra features your team will rarely use. A small test with sample shifts can reveal format or workflow gaps before the whole team depends on the system.
Separate Scheduling Needs from Timekeeping Needs
Some employers need only a reliable record of attendance; others also need to create rotas and compare scheduled shifts with actual hours. If managers currently build schedules elsewhere, adding a second scheduling tool may create duplicate work rather than reduce it. Ask whether employees need to see shifts, how schedule changes are communicated, and who resolves a mismatch between a rota and a clock record. Avoid selecting software based on a scheduling feature alone if the core timekeeping process is a poor fit. Decide which tasks the system must own and which can remain in existing tools.
Set Rules for Privacy, Access, and Corrections
Time records affect pay and can include location or biometric information, so employers should decide how access and corrections will work before rollout. Limit access to the people who need to review attendance, and establish a consistent way for staff to report a missed or incorrect punch. GPS and fingerprint features call for particular care: explain what is collected, when it is used, and how long records are retained, then check applicable workplace and privacy rules. A clear policy can prevent confusion and help employees trust that records are used for attendance rather than unrelated monitoring. Build the correction process into training so a single forgotten clock-in does not lead to informal workarounds.
Pilot the Workflow Before a Full Rollout
A short pilot with a representative group can expose practical issues that a feature list will not show. Include employees with different shifts or work locations, and test common exceptions such as late arrivals, missed punches, shift changes, and device problems. Track how much manager time is needed to review the records and prepare approved hours; a system that captures punches but complicates corrections may not save effort overall. Ask employees whether the clock-in steps are clear and accessible. Use the pilot findings to set training, device placement, and approval rules before expanding the system.
Frequently Asked Questions
Should I choose GPS clock-ins or a physical time clock?
Choose based on where employees start work and how much flexibility they need. GPS or QR-based check-ins can suit mobile teams or workplaces without a shared entrance, while RFID and fingerprint clocks create a fixed attendance point. Location-based features may raise privacy questions, so clarify when location is collected and what managers can see. A physical device can be easier to standardize at one site but depends on employees being able to reach and use it. If your team works both on-site and off-site, check whether one system can support both patterns without separate manual records.
Are fingerprint time clocks a good fit for every small business?
No. Fingerprint clocks can make it harder for employees to clock in for one another, but they require enrollment and a clear approach to biometric data. Employers should review local privacy and employment rules and explain how scans are used, stored, and managed. Consider accessibility and possible scan failures, and decide on a backup clock-in method before relying on biometrics. A card or QR option may be a better fit when the team prefers not to provide biometric information or when staff work across multiple locations.
What should I verify before relying on a payroll export?
Check that the exported hours match the fields and format your payroll process accepts, including how overtime, breaks, and corrections are represented. Confirm whether a manager must approve timesheets before export and whether edits leave a record for later review. Test a sample period that includes different shift lengths and a missed punch rather than checking only a simple day of work. Also ask who will resolve mismatches between recorded hours and payroll entries. An export can cut re-entry, but it does not replace a sound approval and correction process.
Can one time tracking system work for both office and off-site employees?
It can, but the clock-in methods and rules need to fit each group. An office team may use a shared reader, while mobile staff may need a phone-based check-in with appropriate location controls. Verify that managers can review all records in one workflow and that workers without a suitable phone or reliable connection have a practical alternative. Keep policies consistent about rounding, corrections, and approvals even if the clock-in method differs. If the software cannot handle both groups clearly, separate tools may create more reconciliation work than they save.
How can I tell whether a system will reduce attendance admin?
Measure the tasks your team currently spends time on: collecting hours, correcting punches, confirming shifts, and preparing payroll records. During a pilot, compare that workload with the new process, including setup and employee questions rather than counting only the time saved at clock-in. Pay attention to exceptions, because a system may handle routine punches well but leave managers with extra work when schedules change. Ask employees and supervisors where instructions or records are unclear. The strongest fit is the one that reduces recurring work without introducing a more difficult approval process.
Conclusion
ClockInn is my best overall pick for employers who want QR and GPS attendance alongside timesheets, rota tools, and payroll export. For best value in a straightforward clock-in setup, I would look first at TimeDrop with RFID if cards suit the workplace and its requirements; the right value depends on whether that reader-based workflow fits your team. NGTeco is the best fit for small businesses focused on fingerprint attendance, while TimeDrop’s fingerprint model is another option for buyers who specifically want that clock-in method. TimePilot is the specialist choice for PC-centered time management, rather than a direct substitute for every standalone clock. For beginners, I would favor the system with the simplest clock-in process your staff can use reliably, then pilot it before a full rollout; for teams needing the broadest stated attendance toolkit, start with ClockInn.
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