Max clocking cards

Clocking in machines are the most widely used device to keep track of your staff’s working hours, break times and shift patterns. They are a great way to motivate staff into arriving at work on time, taking the correct length breaks and having a good attendance record.

What’s more, the records which are produced by clocking in machines can help your payroll department drastically, who need to know the hours and shifts worked by each member of staff in order to find out how much pay they are owed for that time period.

Many companies have complicated shift patterns and break patterns, and when it comes to keeping track of these, plus holiday and sick days, it is more or less impossible without the use of a clocking in machine.

In the past, clocking in machines have been unreliable, confusing to operate, and are an annoyance to staff, who are often required to remember long identification numbers to be recognised as starting and finishing work. What’s more, the clocking in machines didn’t provide much information until it is retrieved from the device.

Employees would complain that the clocking in machine was delayed, and having to remember long numbers was unnecessary and time consuming, causing them to be recorded as ‘late’ when they originally weren’t.

However, clocking in machines have now caught up fast with the 21st century, using innovative technology to make the entire process of clocking in and out, and recording times much easier for everyone involved in the process. Long gone are the days when everything had to be done manually in order for the system to work.

Instead of remembering long identification numbers, employees can now simply be allocated max clocking cards, which may be inserted into the machine on arrival and finishing work, and at the beginning and end of break times.

What are Max clocking cards?

Max clocking cards are a small, business card sized cards which should be allocated to each employee, so that they can use it for clocking in and out with the clocking in machine. Max clocking cards can be used alongside any model of Max clocking in machine.

Max clocking cards consists of several boxes which should be filled out when each employee receives their card. The top of the card will be used to identify who’s card it is, and by payroll to identify the employee when totalling their hours. Each employee should fill in their number, name, and the appropriate date for when the card is starting to be used.

When the Max clocking card is inserted into the Max clocking machine, it will automatically print the time instantly on the card in the appropriate box on the card. On the card, there is enough room for six clocking in and out times to be recorded, accounting for multiple breaks or shifts in one day.

At the end of each day, the total number of hours are also calculated and printed on the card. This makes the job of payroll staff much easier, and also allows staff to keep track of the hours they have worked in the day. Not only will the daily total be printed, but the running total will also be calculated each day, so that employees are aware of how many hours they are working and can roughly work out how much they will be getting paid. Max clocking cards also show a total at the end of the week too.

Not only will the hours worked be printed on the Max clocking cards, but any time when an employee has clocked in late, or clocked early out will be highlighted on the card. Many companies find this feature useful for motivating employees to get to work on time and stop them from being to tempted to lave slightly earlier than their shift ends.

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Unlike old models of clocking in machines, Max clocking in machines use Max clocking cards to record the times visually, so that employees can clearly see the amount of hours they have worked and whether or not they have been cutting corners in terms of arriving late and leaving early. For many, having a visual reminder of their time keeping means that they take more notice when they have been late, and this often inspires them to be more aware of their timekeeping.

At the end of a working period, Max clocking cards even record how many absences have been taken, the total number of hours worked, the amount of overtime worked, and the pay which will be received by the employee.

As well as simply recording overtime, this is another area which is highlighted on Max clock cards. This means that employers and employees are able to reward where due, and keep track of any extra hours which are being worked by staff.

If the amount of overtime being performed by staff is excessive, this can sometimes even prompt employers that more staff need to be hired in order to combat the issue and keep staff happy.

Max clocking cards are clearly set out, so that each section is easy to read and understand for all users. This means that the overall hours and totals which have been worked can clearly be seen simply from a glance, and can also be analysed by the payroll department in order to sort it all out.

Max clocking in machines also have an automated card feed, so that there is no risk of error and jamming on the cards. This means that none of the printing will overlap, the cards are presented neatly and are easy to read for anyone who is using them.

How to use Max clocking cards

In the past, clocking in machines have been so complicated and difficult to use for staff; older models often go wrong, and cause much hassle over even a short power cut, not to mention when the clocks are turned back. Aside from that, they often have delays, meaning staff are sometimes wrongly recorded to be late, and for this reason the machines are very unreliable.

If all that sounds familiar to you, it may be difficult for you to imagine the ease of access and use when a Max clocking in machine is used alongside Max clocking cards for recording your staff’ shifts.

However, you’ll quickly get used to the simplicity and efficiency of the new max model clocking in machines.

After your Max clocking in machine has been set up, all that’s left to do is allocate your employees with their Max clocking cards. We advise that a short explanation should be given to your employees when they receive their first card, so that they understand how they can use the records of their hours to their own advantage and realise the importance of clocking in with their card.

The cards are pocket/ wallet sized, so they can easily be kept safe whilst not in use, and it is important to encourage staff to do so. However, if a Max clocking card does happen to be misplaced, it can simply be replaced with another one.

When your employees arrive at work, they should take out the Max clocking cards, and go to the Max clocking in machine. We advise for you to place the clocking in machine in a staff only area, which is convenient to be passed on entry and exit of the working environment, but is also a safe private area. For example, it could be placed in the staffroom or a small box room near the entrance. This will save employees time when they are using the clocking in machine, and they are also less likely to forget that they have to clock in before starting their shift.

The employees will simply insert their Max clocking cards into the machine, which will instantly print the time in a matter of seconds onto the correct place on the card. To clock out, it’s exactly the same procedure. It’s as simple as that!

When employees go on an unpaid break, they should repeat the same process at the beginning and end of their break so that this is accounted for on their Max clocking cards.

Once the end of the week is over, the Max clocking cards should look complete, with all the relevant boxes filled in automatically by the clocking in machine. You will then need to allocate your employees with a new Max clocking cards for that week, so that they can start the process again with the new week.

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What are the benefits of using Max clocking cards?

With the technology of clocking in machines having moved forwards leaps and bounds recently, why not make the most of the new found benefits of the machines and their ease of use?

Max clocking cards are much simpler, easier and less hassle to use than any other method of clocking in, such as remembering ID codes and setting the system to do what you want it to, and fingerprint scanning machines which are very sensitive and fail to recognise employees. With these options in mind, it is clear to see why Max clocking in machines with cards are the most beneficial option.

But Max clocking cards are not only the best out of the options available; they really are a great choice for several important reasons:

Instant, automatic clock in

Other methods of clocking in often have delays on the system, meaning that employees may feel that their recorded times of arrival are unfair. A system using Max clocking cards means that the exact time presented on the clock is printed there and then onto the card, so there is no chance of wrong times accidentally being recorded for employees.

Max clocking cards also saves time for your employees when starting and ending their shifts; there is no extra hassle of remembering numbers and setting the machine, and your employees will appreciate this.

Payroll advantages

We all appreciate how difficult the payroll process is for staff who work on that side of the company. When it comes to organising hours, shifts, payment, holiday, sick pay and overtime, there is a lot to think about and keep track of. What’s more, it is incredibly important that no mistakes are made in payroll because they can have serious implications in terms of treating staff well and fines incurred from HMRC.

In terms of the payroll department keeping track of staff’s shifts, Max clocking cards make the entire process much simpler, and they will thank you for the amount of time saved on the process and the ease of it too.

Staff motivation

Instead of keeping all your staff’s data to yourself, cooped up in the clocking in machine, why not share the information with them and let them know how they’re getting on in terms of their attendance and punctuality?

Max clocking cards are a great way for your employees to see exactly how they’re getting on, on a daily and weekly basis. The cards automatically highlight where a member of staff has arrived late or left a shift early. This means that they are more likely to face up to their problems too and start being more punctual.

Max clocking cards are one of the most convenient and efficient ways of recording your employees’ hours, attendance and punctuality. Why not bring your clocking in processes up to date?

Contact us to find out more about Max clocking cards and our other specialist clocking in products.

Northampton Time Recorders Ltd
Clock Cards & Time recorder consumables
8 Church Way
NN14 1JS
Tel: 01536 510222

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