Timesheet reminders: Methods to assist your workers submit their hours on time

Are you having a tough time with payroll accuracy? How about making funds on time, time theft, and low worker morale? And, are you aware that these points are tied to your timesheet reminders? Then this information is for you.

Up subsequent, we’ll get you on top of things on use timesheet reminders effectively, why they’re necessary, and the strategies you should use to ship automated reminders to all of your workers.

What’s a timesheet?

Timesheets are information that preserve observe of the period of time your workers labored—like a log of worker clock-ins and clock-outs. They offer you a structured approach to observe productiveness, compensate your workers for what they’re owed, and scale back payroll discrepancies.

Timesheets assist managers and enterprise homeowners handle their assets and make knowledgeable choices. They supply transparency and accountability, permitting you to evaluate productiveness, plan future assets, and discover areas of the enterprise to enhance. 

What’s a timesheet reminder?

A timesheet reminder is a message or notification that managers ship to remind workers to submit their timesheets. These reminders are normally despatched by way of e mail, Slack, or time monitoring software program. In firms with out heavy know-how use, they is perhaps so simple as a calendar reminder or a fast, ‘Bear in mind to submit your timesheet!’ as folks head out.

When your workers submit their timesheets on time, it removes a variety of potential points. Larger HR compliance, fewer payroll errors. 

It’s useful to your workers too: timesheet reminders take a cognitive load off their minds. Now there’s one much less administrative job so as to add to their to-do checklist.

Why each enterprise ought to arrange timesheet reminders

We get it: establishing timesheet reminders appears tedious. But, they’re essential in the direction of reaching correct payroll numbers and worker satisfaction. Individuals can neglect issues, and automating duties like timesheet submissions removes that danger. Automated reminders present a easy and constant system that everybody can comply with. 

Right here’s why timesheet reminders are worthwhile:

• You get correct worker hours: When your workers submit their timesheets on time, it reduces the danger of errors in wages. This contains time beyond regulation, breaks, and shift swaps.
• They enhance timesheet submission charges: Clear and constant reminders assist your workers comply with the corporate’s time monitoring insurance policies. Over time, this lowers the danger of incomplete or inaccurate fee information.
• They foster a tradition of accountability: Timesheet reminders foster a way of accountability and time administration, resulting in improved productiveness and effectivity. Common reminders assist workers keep on high of their duties, deal with their work, determine time-wasting actions, and enhance their productiveness.

4 widespread struggles with filling out timesheets

1. The method for submitting timesheets is unclear

Think about that your workers may not know what the newest course of and deadlines are for submitting timesheets. Or, they is perhaps receiving conflicting directions on when and submit their documentation. Some weeks, they is perhaps requested to submit by way of e mail, whereas different weeks they is perhaps requested to fill in a shared spreadsheet floating round within the firm cloud. 

This isn’t preferrred on a number of fronts. It’s complicated in your workers, and so they might be utilizing the time and effort it takes to seek out the newest course of on extra helpful duties. To not point out, new hires may ask totally different folks about what the method is, solely to obtain conflicting data.

The excellent news is that you should use a time monitoring utility just like the Homebase Time Clock to provide your workers clear directions to information them by way of the method of submitting timesheets weekly. By offering an intuitive interface, Homebase ensures that workers perceive the method and might submit their timesheets precisely and on time—with out the necessity for some other submission avenues.

2. The method for monitoring timesheets is difficult 

Conventional strategies of monitoring timesheets, like handbook paperwork or filling out clunky paperwork, are vulnerable to errors. An excessively difficult course of for submitting timesheets could make it tough in your workers to trace their hours successfully.

With Homebase’s time clock app, your workers can simply observe their time from their pc, cellular gadgets, or POS methods. The clock app simplifies the timesheet monitoring course of by routinely capturing and recording worker hours through the day. This eliminates the necessity for them to manually calculate and observe their hours, lowering the possibilities of errors and guaranteeing correct timesheet submission.

3. Workers don’t know the significance of submitting timesheets on time

Your workers might not totally perceive the importance of submitting timesheets on time. They may not see the significance of doing so, or see it as an administrative job that shouldn’t require an excessive amount of depth.

James Smith, proprietor of Journey-Lingual, believes within the significance of highlighting why timesheets matter utilizing clear and visual language: “Managers ought to present data on the significance of correct time monitoring and the way it impacts enterprise. Set deadlines, and spotlight the results of failure to conform.”

If workers know that failure to submit a timesheet will lead to an incapacity to invoice you or a presumably incorrect wage fee, for instance, they’ll be extra prone to keep in mind. James advises to incorporate the requirement to submit timesheets as a part of a contract and guarantee workers are conscious that failure to submit timesheets also can have an effect on them negatively.

4. Human error

With all these entries, fields and numbers to account for, it’s simple to mess up a timesheet. Plus, your workers are in all probability dealing with a variety of different duties that require ongoing monitoring like budgets and scheduling. When your workers must manually observe and submit their timesheets, they’re extra susceptible to creating errors like inaccurately jotting down hours or miscalculating time beyond regulation. 

The Homebase Time Clock permits your workers to simply clock out and in utilizing the app, which precisely tracks their work hours, breaks, and time beyond regulation. By automating the method and eradicating the reliance on handbook inputs, Homebase reduces the human error issue, guaranteeing correct timesheets and exact fee in your workers.

Penalties of not having timesheets in on time

Not getting timesheets on time creates a domino impact of penalties for each you and your workers. For you and your organization, it creates a delay within the payroll cycle. Now, you must spend further effort and time chasing down late timesheets, contacting workers for lacking data, and manually inputting information. 

To your workers, it has a ripple impact on their morale and monetary stability. Workers depend on well timed and correct funds to fulfill their monetary obligations. After they’re paid lower than what they anticipated, it will possibly trigger stress, frustration, and potential monetary hardships for workers. It may well additionally hurt the employer-employee relationship, eroding belief and loyalty throughout the crew.

Along with the impression in your workers, inaccurate fee calculations can create authorized and compliance points in your firm. If your organization fails to precisely calculate and supply wages in accordance with labor legal guidelines and rules, it will possibly face authorized penalties, penalties, and potential lawsuits. Non-compliance with fee obligations can harm your organization’s repute, appeal to unfavourable publicity, and create a hostile work atmosphere.

General, not getting timesheets on time, or not receiving them in any respect, has vital unfavourable penalties for you and your workers. Implementing environment friendly timesheet administration processes and guaranteeing well timed submissions is essential for sustaining easy operations, fostering a optimistic work atmosphere, and defending your organization’s repute.

5 methods to ship timesheet reminders to your workers

There’s nobody right approach to ship timesheet reminders—solely the best way that works greatest for you, your organization and your workers. This implies you should use one of many strategies outlined beneath, or a mixture of them. 

Michael Callahan, CEO of The Callahan Legislation Agency, finds {that a} mixture of reminders works greatest. This contains particular person check-ins, a way that works for smaller firms, coupled with main by instance. 

“Compliance is bolstered when managers actively comply with up with their groups and emphasize the significance of correct and well timed timesheets,” Michael mentioned. “Encouraging supervisors to set an instance by submitting their very own timesheets on time contributes to the institution of a tradition of accountability all through the group.”

1. Timesheet reminders by way of e mail

Timesheet reminders by way of e mail are automated emails that get despatched on to your workers’ inbox. You may arrange scheduled reminders to be despatched at any time that works greatest in your wants. 

Establishing common e mail timesheet reminders is a superb methodology for non-technical individuals who don’t have time to code options from scratch (or in the event you’re on a decent finances and might’t rent an individual or device to do the job for you). There are easy, easy-to-follow walkthroughs on-line that may allow you to get began, like this one by Codementor.

Professionals of sending timesheet reminders by way of e mail

• Simple to schedule: You may schedule e mail reminders upfront, permitting you to arrange recurring reminders at predetermined intervals. This flexibility eliminates the necessity for handbook follow-ups, saving effort and time for each workers and supervisors.
• Large attain: Most individuals use emails in each their private {and professional} lives. The variety of e mail customers is ready to develop to 4.6 billion in 2025. By utilizing emails for timesheet reminders, you may ensure that you’re reaching most, if not all, your workers. They’ll obtain the reminders no matter their location, time zone, or system, making it extremely accessible.
• Wealthy with data: E-mail reminders can embody within the copy important particulars such because the deadline for submission, particular directions or necessities, and any related attachments or hyperlinks to a time monitoring device or system (in the event you’re utilizing one). 

Cons of sending timesheet reminders by way of e mail

• Emails are simple to disregard. For lots of people, it’s widespread to have a messy or unkempt inbox, or imagine that emails aren’t a selected emergency (this author has a hand raised). And the analysis agrees: A examine by YouGov discovered that solely 22% of respondents have unread emails of their inbox. Workers might learn the reminder e mail, however delay taking fast motion.
• Emails will be data overload. Some folks might already be getting a major quantity of emails each day, together with work-related messages, newsletters, spam and different notifications. Timesheet reminders by way of e mail add to this inflow of messages, rising the danger of necessary reminders getting buried or neglected amidst the e-mail muddle.

2. Timesheet reminders by way of Slack

Slack timesheet reminders are automated notifications despatched by way of the Slack platform to remind workers about submitting their timesheets.

Professionals of sending timesheet reminders by way of Slack

• It’s extremely customizable: You may tailor automated timesheet reminders in Slack to fulfill particular necessities. You may customise the frequency, timing, and content material of the reminders to align along with your group’s timesheet insurance policies. You may as well personalize the reminders by addressing your workers by title, or by together with related venture particulars.
• It may well enhance visibility: Whenever you ship reminders in a shared workspace, you assist your workers keep on observe and remind them of their duty to finish and submit timesheets.

Cons of sending timesheet reminders by way of Slack

• They will result in notification overload: In case your workers are utilizing Slack, they’re in all probability in many alternative channels, particular person conversations and utilizing a wide range of extensions and bots. Including timesheet reminders to the combo can contribute to notification overload, doubtlessly inflicting distractions and interrupting workers’ workflow. 
• Lack of visibility for the extra informal Slack customers: In case your group has workers or crew members who don’t actively use Slack or aren’t a part of the related channels, they could miss out on the automated timesheet reminders. 
• Technical points and integration limitations: Integrating timesheet reminder methods with Slack will be technically difficult. Connectivity points, configuration issues, or compatibility constraints between Slack and your timesheet administration system may impression the reliability and effectiveness of the automated reminders.

3. Timesheet reminders by way of calendar notifications

Calendar functions—like Microsoft Outlook, Google Calendar, or Apple Calendar—present just a few strategies to ship timesheet reminders out to your workers. You may arrange recurring occasions in your workers’ calendars that immediate them to finish and submit their timesheets, or create an organization calendar for them to subscribe to.

Professionals of sending timesheet reminders by way of calendar alerts

• They’re attention-grabbing. When the scheduled time for the reminder arrives, your workers obtain a pop-up notification by way of their calendar utility. These visible cues catch their consideration and stay up till acknowledged or dismissed, making them onerous to disregard.
• They’re handy and accessible: Calendar functions are sometimes accessible throughout a number of gadgets: computer systems, smartphones, or tablets. Workers can obtain calendar alerts on their most popular system, guaranteeing that they keep knowledgeable concerning the time sheet submission deadlines no matter their location or the system they’re utilizing. 

Cons of sending timesheet reminders by way of calendar alerts

• Calendar reminders aren’t simple to customise: Calendar alerts typically have restricted choices for personalisation in comparison with different communication strategies. You might not be capable to personalize the content material of the reminder or present detailed directions throughout the alert itself. This limitation could make it difficult to convey particular data associated to timesheet submission necessities.
• Dependency on calendar administration: Workers must actively handle and commonly examine their calendars to obtain and reply to the timesheet reminders. If an worker fails to commonly monitor their calendar or overlooks an alert, they could miss the reminder fully.
• They might get misplaced amongst private notifications: Lots of people might mix work and private calendars. And in the event that they have already got a bunch of occasions or reminders of their private calendar, it’s all too simple in your message to get misplaced or ignored.

4. Timesheet reminders by way of SMS

Timesheet reminders by way of textual content message contain sending SMS notifications to your workers’ cellular gadgets. Some of these reminders leverage the accessibility of telephones to ship timesheet reminders on to your workers. 

Sending reminders by way of textual content can be simple to arrange. There are instruments like Twilio, Nexmo, or Plivo to schedule textual content messages to be despatched to your workers at predetermined intervals, reminding them to finish and submit their timesheets.

Professionals of sending timesheet reminders by way of textual content message

• They’re on the spot and onerous to disregard: Whenever you obtain a textual content message, it normally prompts a direct response to examine it. In reality, in response to a examine by cellular analysis agency MobileSquared, about 90% of all textual content messages are learn inside 3 minutes of their supply—and over 99% of all textual content messages are learn by their recipient. The identical logic will be utilized to timesheet reminders despatched by way of textual content; when your worker will get a textual content message, they in all probability examine the notification instantly, reminding them of their upcoming timesheet submission.
• They’re private and non-intrusive: Textual content message reminders provide a private contact whereas respecting workers’ privateness. They supply a discreet technique of communication that workers can reply to at their comfort. In contrast to telephone calls or face-to-face reminders, textual content messages enable workers to deal with the reminder discreetly and with out interrupting their workflow.

Cons of sending timesheet reminders by way of textual content message

• Textual content messages will be disruptive: If somebody is in a gathering, driving, or performing a crucial textual content, the fast notification and alert tone might trigger a distraction, affecting productiveness and focus.
• Textual content  messages depend on a superb telephone sign: Timesheet reminders despatched by way of SMS depend on workers having their cell phones with them and having a steady mobile community connection. If an worker’s telephone is off, out of vary, or experiencing technical points, they could miss the reminder fully, doubtlessly resulting in late timesheet submissions.

5. Timesheet reminders by way of time monitoring software program

Time monitoring software program like time clocks displays and information worker work hours, breaks, and different related data. You may configure these instruments to ship reminders to workers by way of e mail, notifications throughout the software program itself, and even by way of cellular apps. You may as well use time clocks to see which workers are at work and which of them are away.

“Implementing this software program offered a chance to strengthen the significance of well timed timesheet submission,” Tyler Seeger, Managing Director at Retirement Being, mentioned. “Throughout our coaching classes, we may clarify how their punctuality straight affected payroll, venture budgeting, and our authorized obligations.”

Whenever you choose the correct sort of time monitoring software program, day-to-day crew administration can grow to be loads simpler, serving to you develop your small business and your crew.

Professionals of sending timesheet reminders by way of time monitoring software program

• It makes time monitoring simple. Time monitoring software program removes the necessity in your workers to manually enter their hours right into a spreadsheet or centralized doc. With the correct time monitoring device, your workers also can clock out and in from anyplace—cell phones, computer systems, and POS methods.
• It saves you cash. No extra funds for inaccurate hours labored, together with time beyond regulation breaks, and shift swaps.
• It smooths the payroll course of. A time clock app centralizes hours with the power to simply ship payroll and file taxes. With a time clock app, like Homebase Payroll, timesheets will be simply transformed into wages, with time beyond regulation and breaks and any time without work included.

Cons of sending timesheet reminders by way of time monitoring software program

• They will reduce into your finances: Relying on the software program supplier, there could also be prices related to utilizing time monitoring software program. Search for a model that has a free trial or a free base plan to see if it really works in your crew earlier than investing.

Homebase can assist you with timesheet reminders and payroll

Homebase is an all-in-one small enterprise administration platform that features time monitoring as one among its core options amongst a wider toolbox. We’re speaking timesheets, hiring and onboarding, payroll, crew communication, and worker happiness instruments. Its highly effective software program suite is designed to make hourly based mostly crew administration simple— ll with one device that works on cellular and desktop.

Methods Homebase can assist with timesheet submissions and payroll

• Our time clock app tracks hours, breaks, time beyond regulation, and PTO, routinely reworking the info into timesheets which might be prepared for payroll
• Our payroll device can deal with tax deductions and calculations
• Homebase integrates with common payroll methods like Gusto, Rippling, and QuickBooks
• Our time clock is accessible from virtually any system, together with computer systems, iOS or Android, andPOS methods
• Homebase helps you adjust to native, state, and federal labor legal guidelines, and retains you updated with any adjustments which will have an effect on you
• Homebase reduces labor prices by setting alerts for when workers method time beyond regulation and routinely clocking them out after they neglect
• Ship shift alerts to your crew to forestall no-shows and let you know when workers clock in late
• Allows you to set targets in your crew by importing gross sales information and monitoring labor versus gross sales.

Exact time monitoring is crucial for any enterprise that wishes extra correct timesheets. Ultimately, the correct time monitoring software program can enhance productiveness, enhance worker satisfaction, scale back worker turnover and lower your expenses. From automated timesheets that make payroll a breeze to time monitoring options that stop time theft, Homebase has every little thing the time-strapped supervisor may want.

Our options allow you to rework any system right into a time clock, seamlessly combine with totally different payroll software program, and routinely generate timesheets after they clock out and in. So you may focus your vitality on what issues most — rising your small business.

Need assistance with timesheet reminders?

Homebase makes it simpler in your crew to finish their timesheets with a mixture of scheduling software program, in-app notifications, and crew communication. Attempt it immediately.

Timesheet reminder FAQS 

What are timesheets and why does a small enterprise want them?

Timesheets are information used to trace and doc the hours labored by workers. They usually embody particulars like dates, begin and finish instances of labor, breaks and time beyond regulation. Small companies want timesheets to precisely calculate worker wages, observe venture hours, monitor productiveness and guarantee compliance with labor legal guidelines and rules.

What’s a timesheet reminder?

A timesheet reminder is a notification or immediate despatched to workers to remind them about submitting their timesheets on time. These reminders assist workers full and submit their timesheets inside a chosen time-frame.

Why do workers wrestle with submitting their timesheets?

Workers might wrestle with submitting their timesheets for numerous causes. Some widespread challenges embody forgetfulness, unclear directions or deadlines, advanced or time-consuming processes. Lack of information concerning the significance of timesheets, or difficulties in monitoring and calculating their hours precisely additionally contribute.

What’s the easiest way to remind workers about their timesheet monitoring and submissions?

One of the best ways to remind workers about their timesheet monitoring and submissions will depend on the corporate’s communication channels and the preferences of workers. E-mail, communication platforms like Slack, or devoted timesheet administration software program with built-in reminder options are all common choices. Which methodology you select, it needs to be clear, accessible, and tailor-made to the precise wants and preferences of the staff and the group.