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Remote employee time tracking: Tips & tools

7 min read

Increasing numbers of employees are nowworking from home. In fact, according to McKinsey’s American Opportunity Survey,58% of employees work from home at least one day a week, and 35% have the option to work from home five days a week. As a result of this shift, employers need to find solutions forremote employee time trackingto protect themselves from potentialproductivity drops and time theft. The best solution for this istime tracking software for remote employees.

But how do you know which remote worker time tracking solution is best for your business?

In today’s guide, we are going to discuss thebenefitsof using this software andwhich featuresyou should be looking out for. We will also share a few tips andexamples of popular remote employee time tracking toolsto help you find thebest platform for your organization.

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Why use time tracking software for remote employees? 

Remoteemployee time trackingis the process ofmonitoring and recording the hours worked by remote employees. This can be done through various methods, such asonline time tracking software, virtualtime clocks, or manual timesheets

Remote worker time tracking is important because it helps youkeep track of your remote workforceso that you can be sure that they areproductive and working efficiently. Time tracking also enables you toaccurately calculate employee hours for payroll andtime and expense trackingpurposes. Plus, you getvaluable insights into employee performanceand canidentify areas for improvement in productivity and time management.

So, why is time tracking software for remote employees the best solution for all this?

Time tracking software for remote employees offers employers a moreefficient, accurate, and transparentway to track employee hours worked, monitor productivity, and manage remote teams, compared to manual timesheets.

Specific benefits of using time tracking software include:

  • Accuracy: Compared to using manual timesheets, you get access to much more accurate data. This helps you maintain accurate records and avoid over or underpayments.
  • Convenience: With time tracking software, remote employees can easily log their hours from anywhere, at any time, using a computer or mobile device.
  • Efficiency: You can integrate remote employee time tracking software with your payroll and performance management systems. This saves you time and reduces administrative work for your team.
  • Transparency: You get real-time visibility into employee hours worked, which makes it easier to track productivity and identify potential performance issues.
  • Compliance: The right software can help you stay compliant with labor laws and regulations, such as the FLSA.
  • Cost savings: Using time tracking software can help reduce labor costs by accurately tracking hours worked, reducing time theft, and increasing productivity.

Remote employee time tracking tools 

The right remote employee time tracking tools can help youfind a good balance between giving your employees autonomy whilst maintaining control over performance and productivity

But with so many different tools available, how do you know which solution is best?

Here are4 examples of time tracking software for remote employeesto get you started.


Factorial’s cloud-basedHRISoffers a range of solutions, including features for recruitment, onboarding, leave management, attendance tracking, and performance management. It also includes arange of tools for remote employee time tracking

Here are some of thekey features included in Factorial’s time-tracking software:

  • Employees can easily clock in and out of work through a web browser, mobile app, or Slack integration.
  • A user-friendly interface for managers to monitor attendance and overtime. 
  • Customizable timesheets that you can adapt to the specific needs of your business.
  • Automatic reminders for employees who forget to clock in or out, reducing errors and saving time.
  • Automatic tracking features that monitor employee activity and provide insights on how time is being spent.
  • Managers can monitor employee overtime and approve or reject requests for overtime.
  • Employees can track their hours worked by project or task, helping them stay on track.
  • Integration with payroll software so you can automatically calculate pay based on hours worked.
  • Customizable work schedules.
  • Real-time reporting and analytics, allowing managers to easily monitor employee attendance and track time-related expenses.
  • Software integrates with a variety of popular tools, such as Google Calendar and Slack, to streamline time tracking and reporting.
  • Mobile app allows employees to track their hours on the go and provides access to real-time reporting features.
  • Strong security features, including data encryption and two-factor authentication, to protect sensitive employee data.
  • Flexible and fully customizable.
  • Accessible from any device.

Overall, Factorial’s time-tracking software offers a range of features that can help employerstrack remote employee time accurately and efficiently, while also providinginsights into how time is being spent. That way, you canmonitor and improve the productivity of your employees and build a strong and motivated remote workforce.


Toggl is a popular remote employee time tracking tool that allowsindividuals and teamsto track thetime they spend on specific tasks and projects. Users can easilylog their hours worked, set project budgets and hourly rates, and generate detailed reports to see how time is being spent

The software is available as aweb application, desktop app, and mobile app, making it easy for remote employees to track their time from anywhere. Toggl also integrates with a variety of popular tools such asAsana, Trello, and Google Calendar, making it easy to streamline time tracking and project management for remote teams.


  • Simple and intuitive user interface.
  • Software is customizable, allowing businesses to set up their accounts to suit their unique needs and workflows.


  • Free plan only allows for one user and two projects, which may not be enough for some businesses.
  • Paid plans can be expensive.
  • Limited reporting capabilities, which is a disadvantage if you need access to detailed reports on employee time and productivity.


Hubstaff is a remote time tracking software designed forremote teams and freelancers. The software provides features fortracking time spent on tasks and projects, monitoring employee productivity, and generating detailed reports. Remote employees can easily track their hours worked through thedesktop, web, and mobile applications, and they can also addnotes, attachments, and project detailsto their time entries. 

Hubstaff also offers features such asactivity monitoring, GPS tracking, and automatic payroll processingto ensure accurate time tracking and payment for remote teams. 


  • Offers a range of features, including time tracking, project management, and invoicing.
  • Integrates with a variety of popular tools.


  • Can be expensive, especially for larger teams.
  • Reporting capabilities are not very robust.

Tips for remote employee time tracking 

Effective remote worker time tracking is about so much more than just tracking hours. It’s all about implementinga system that enables your remote workforce to work effectively and efficiently, regardless of where they’re located.

Here are a fewremote employee time-tracking tips and best practicesto help you implement a system that supports your remote work policy.

Choose software that makes it easy

The easier it is for your employees to track their time, the more control you will have over productivity. The remote employee time tracking software you choose should beeasy to use with a simple and intuitive interface. Your remote staff need to be able toaccess theemployee clock-in systemfrom anywhere and on any device. Moreover, the software shouldautomate time trackingas much as possible, with features such asautomatic clock-in reminders and real-time tracking. Extra bonus if it includesfeatures for managing overtime,time and a half, software integration, andtime and attendance signing.

Be transparent about data

When it comes to remote employee time tracking,transparency is key. Make sure your remote workforce understandshow the platform works, why it’s important to track time, and how you will use their data. If theyunderstand that the tool benefits productivity and performance and helps to ensure payroll accuracy, then they will be less resistant to change. 

Remember, you don’t want them to feel that you don’t trust them to do their jobs. Time tracking is there to make their lives easier (and yours). Employees should be able to access all the data you collect and manage their own hours worked, too. 

Set clear guidelines and expectations

Settingclear guidelines and expectationsis crucial for effective remote employee time tracking.

Here are a fewtipsto help with this:

  • Set clear work hours and expectations for when employees should be available for work. 
  • Determine which communication channels employees should use so that communication is efficient and effective.
  • Establish clear expectations for employee productivity. This can help employees stay on track so that they complete their work on time.
  • Define policies for requesting time off and how time off will be tracked.

Communicate regularly

Finally, make sure youcommunicate regularly with your remote employeesto see how they are progressing with their tasks and projects. This will help you understandhow they are using their timeand if there is anything you can do to improve their performance. 

Regular communication also allows you toaddress any issues that may arisein a timely manner. Plus, regular check-ins help youmaintain employee motivation and engagement

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The best time tracking software for your remote team 

With so manysoftware solutions for remote workerson the market, it can be easy to feel overwhelmed. Ultimately, the best remote employee time tracking software for your organization will depend onthe specific needs of your business. Make sure you review your options and choose a tool that can help youtrack employee hours accurately whilst also supporting your business objectives.

Generally speaking, these are thefeatures that you should be looking out for:

  • Ease of use: Software should be user-friendly and easy to navigate.
  • Time tracking and reporting: It should offer real-time automated tracking. You should also be able to access detailed reports on how time is being spent.
  • Project management time tracking: Look for software that allows you to track time by project, client, or task. This gives you enhanced visibility over progress on specific projects. 
  • Integration with other tools: The solution you pick should integrate with other HR tools, such as payroll and performance management software.
  • Flexibility: Choose software that can be customized to fit your specific needs.
  • Mobile access: Choose a solution that your employees can access from their mobile devices. That way, they can track time while on the go.
  • Security: Finally, choose a solution with strong security features, such as data encryption and two-factor authentication, to protect sensitive employee data.

Above all, the key to effective remote employee time tracking is finding abalance between monitoring productivity and respecting employee autonomy and well-being. By following today’s tips and using the right time tracking software, you can create aremote working environment that fosters productivity, engagement, and job satisfaction for all your employees.

Cat Symonds is a freelance writer, editor, and translator. Originally from Wales, she studied Spanish and French at the University of Swansea before moving to Barcelona where she lived and worked for 12 years. She has since relocated back to Wales where she continues to build her business, working with clients in Spain and the UK.  Cat is the founder of The Content CAT: Content And Translation, providing content development and translation services to her clients. She specializes in corporate blogs, articles of interest, ghostwriting, and translation (SP/FR/CA into EN), collaborating with a range of companies from a variety of business sectors. She also offers services to a number of NGOs including Oxfam Intermón, UNICEF, and Corporate Excellence - Centre for Reputation Leadership.  For more information or to contact Cat visit her website ( or send her a message through LinkedIn.

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