Managing a restaurant or cafe can feel like juggling a dozen spinning plates—ensuring excellent customer service, managing inventory, and, of course, keeping labor costs under control. One area where the right tools can make a huge difference is employee time tracking. With the right system, you can streamline scheduling, ensure compliance, and gain better visibility into labor costs.
In this blog post, we’ll walk you through everything you need to know about choosing the ideal time tracking system for your restaurant or cafe, so you can focus on what matters most: delighting your customers.
Cloud-Based vs. On-Premise Solutions
One of the first decisions you’ll face is whether to go with a cloud-based or on-premise time tracking system.
Cloud-Based Systems
Cloud-based systems store data online, making them accessible from anywhere with an internet connection. These systems are ideal for restaurants and cafes because they allow employees to clock in and out using smartphones, tablets, or computers. Managers can also monitor schedules or labor costs remotely, which is especially useful for businesses with multiple locations.
Benefits of Cloud-Based Systems:
- Accessible from any device, anywhere
- Automatic updates and backups
- Lower upfront costs (usually subscription-based)
- Easy integration with other cloud-based tools
On-Premise Systems
On-premise systems, on the other hand, are installed on your local servers. While they provide more control over your data, they often require higher upfront costs, regular maintenance, and less flexibility. These systems might be suitable for larger businesses with specific security or compliance needs.
Benefits of On-Premise Systems:
- Data stored locally for added security
- No reliance on internet connection
- Potentially lower long-term costs (no subscription fees)
For most small to medium-sized restaurants and cafes, cloud-based systems are the way to go due to their flexibility, ease of use, and cost-effectiveness.
Features to Look For
Not all time tracking systems are created equal. When evaluating options, prioritize the features that will make the most impact on your business. Here are some must-haves:
- Employee Schedule Management: Create and adjust schedules quickly, ensuring adequate staffing during peak hours.
- Shift Tracking: Monitor when employees clock in and out, and track shift changes.
- Overtime Calculations: Automatically calculate overtime to ensure compliance with labor laws.
- Break Tracking: Ensure employees take legally required breaks and track them accurately.
- Tip Tracking: Record tips for payroll processing, which is crucial in the food service industry.
- Labor Cost Reporting: Gain insights into labor costs as a percentage of revenue, helping you optimize staffing levels.
- Mobile Apps: Allow employees to clock in and out using their smartphones.
- Integration with Payroll or Accounting Software: Seamlessly sync with tools like QuickBooks or Gusto to simplify payroll.
- Automation Capabilities: Automate shift scheduling, overtime alerts, and compliance tracking.
Pro Tip: Look for a system that offers robust reporting and analytics. The ability to analyze historical data can help you make informed scheduling decisions and identify trends in labor costs.
Key Factors to Compare Solutions
With so many options on the market, it’s important to compare systems based on your business needs. Here are the key factors to consider:
1. Pricing Model
Most cloud-based systems charge a monthly fee per user. Ensure the pricing aligns with your budget and consider any additional hardware costs (e.g., time clocks).
2. Ease of Use
A time tracking system should be intuitive for both managers and employees. Systems that require extensive training can slow down adoption and waste time.
3. Implementation and Onboarding
Choose a provider that offers support during setup and onboarding. This includes customizing settings like pay rules, break policies, and schedules.
4. Technical Support
Reliable customer support is essential. Look for a provider that offers 24/7 support via phone, email, or chat in case you encounter issues.
5. Data Security
Ensure the system uses strong encryption to protect sensitive payroll and employee information.
6. Integration
The system should integrate with your existing tools, such as your point-of-sale (POS) system, payroll software, or inventory management tools.
7. Automation Features
Automation can save you time and reduce human error. Features like automatic overtime alerts and compliance tracking are especially useful.
Top Time Tracking Systems for Restaurants and Cafes
To help narrow your search, here are some top-rated time tracking systems tailored for the food service industry:
- Deputy: Known for its user-friendly interface and powerful scheduling features. It offers shift planning, time tracking, and real-time labor cost reporting.
- Homebase: A budget-friendly option that’s ideal for small restaurants and cafes. It offers free plans with basic scheduling and time tracking features, along with paid plans that include payroll integration and advanced reporting.
- Planday: Designed for shift-based businesses. It offers advanced scheduling tools, employee communication features, and integration with payroll systems like Xero and QuickBooks.
- Restaurant365: A comprehensive platform that combines time tracking with accounting, payroll, and inventory management, ideal for larger restaurants or chains.
- Shiftboard: Excels in managing complex schedules and compliance requirements, making it a great choice for businesses with high employee turnover or multiple locations.
- Open Time Clock: An affordable and straightforward option for restaurants and cafes. It offers basic time tracking features, such as clocking in and out, employee schedule management, and reporting. It’s particularly appealing for small businesses looking for a no-frills solution that gets the job done without unnecessary complexity.
Pro Tip: Always request a demo before committing to a system. This allows you to see how it works and ensure it meets your needs.
Implementing a New Time Tracking System
Once you’ve chosen the right system, implementation is the next step. Here’s how to ensure a smooth transition:
- Train Managers First: Managers should be comfortable using the system before introducing it to employees.
- Start with One Location: If you have multiple locations, pilot the system at one site to identify and address any issues.
- Customize Settings: Take time to configure schedules, pay rules, and other settings upfront to avoid complications later.
- Communicate the Changes: Explain to staff why the new system is being implemented and how it will benefit them (e.g., fewer payroll errors, faster scheduling).
- Provide Onboarding Help: Have someone available to assist employees during the initial rollout.
- Monitor Adoption: Check in regularly to ensure employees are using the system correctly and address any concerns.
Real-Life Example: How Deputy Transformed Labor Management
Sarah, the owner of a small cafe in Chicago, struggled with managing her staff’s schedules and tracking overtime manually. After switching to Deputy, she was able to automate scheduling, track employee hours via mobile apps, and receive real-time labor cost insights. Within three months, Sarah reduced her labor costs by 12% and freed up hours of administrative time each week.
Final Thoughts
Choosing the right time tracking system for your restaurant or cafe is an investment in efficiency and profitability. By selecting a solution that meets your needs, you can save time, reduce errors, and focus on delivering an exceptional customer experience.
Ready to find the perfect system for your business? Start by evaluating the features and options mentioned in this guide, and don’t forget to request demos to see what works best for you.
Need help deciding? Contact us for personalized recommendations or a free consultation!
With the right tools, managing your team doesn’t have to be a headache. Take the next step today and transform the way you handle time tracking and scheduling.