What is a digital time clock? A guide to employee time tracking

A digital time clock records when an employee starts and finishes work. It can be a button in a mobile app, a shared tablet at the workplace or a dedicated physical terminal. The entries are stored in a system as employee working hours.

For shift-based businesses, the benefit is practical: people record their time during the working day instead of trying to remember it at the end of the week. The right system must also fit how the business checks entries and handles mistakes.

Time clocks, time tracking and timesheets

These terms overlap, but they do not always describe the same need.

Term	Typical purpose
Time clock	Clocking in and out to record the start and end of work.
Employee time tracking	Recording working hours, including relevant breaks and corrections.
Project time tracking	Assigning time to projects, customers or tasks, often for billing.
Time tracking system	The software that stores entries and provides the functions a business needs.

Before comparing apps, establish whether you need daily employee hours or billable project time. A tool can serve one purpose well without being suitable for the other.

Mobile app, shared kiosk or physical terminal?

A time clock app is useful when employees already use their phones to check the schedule. They can find their shift and clock in from the same place. Check supported devices and agree on an alternative for anyone without a suitable phone.

A shared kiosk runs on a workplace device, such as a tablet near the staff entrance. Employees identify themselves and clock in or out. It provides one predictable place to record time, but the device must remain available and avoid queues during shift changes.

A physical terminal may use a card, token or another identification method. Check the hardware cost and how its records reach the system where hours are reviewed.

Choose for your working environment. A mobile app may suit a team working across locations; a shared device may suit a single staff entrance. Compare the total cost and the everyday workflow, not just the number of features.

An example: from scheduled shift to recorded hours

Amalie is scheduled to work at Café Nord from 09:00 to 17:00:

1. She sees the time, workplace and position in the employee app.
2. She clocks in at 09:00 when work begins.
3. Closing takes longer than expected, so she clocks out at 17:15.
4. Her entry shows the actual start and finish. Breaks are handled according to the workplace's rules and the system configuration.

The interval is eight hours and fifteen minutes before any break deduction. It does not automatically equal paid hours. Scheduled hours, actual working time and payroll calculations are distinct.

A missed clock-out also needs a clear procedure. Agree whom employees should contact, who can correct an entry and how the correction is documented. Software does not replace those decisions.

What should you check before choosing a system?

• Daily use: Can employees find their shift and clock in and out easily?
• Access to records: Can they view their own entries and flag mistakes?
• Breaks and corrections: How are overnight shifts, breaks and missing entries handled?
• Location checks: What does the platform actually verify, and when is location collected?
• Plan boundaries: Are kiosks, approvals, timesheets and payroll reports included or part of a higher plan?
• Total price: Check the price per active employee, minimum charge, commitment, VAT and hardware costs.

Try an ordinary shift and one that changes unexpectedly. This gives you a more useful comparison than a feature checklist alone.

Location checks are different from continuous tracking

A system may check location when an employee clocks in or out. That is different from following a phone throughout the day. Ask what information is collected, when it is collected and how long it is kept.

Mobile apps and browsers may also have different network capabilities. A Wi-Fi feature does not necessarily prove that every phone is connected to the workplace network. Employers should explain the actual use of location to employees and choose controls appropriate to their needs.

Working-time recording requirements in Denmark

The Danish Working Environment Authority explains that employers have been required to record employee working time since 01.07.2024. The system must reliably measure daily working time and provide employee access. Choosing a particular app does not by itself establish compliance.

See the authority's explanation of working time and recording and our guide to Denmark's working-time recording requirements for requirements, exceptions and retention. Businesses must assess their own circumstances.

How Monoplan Starter connects the workflow

Monoplan Starter brings scheduling, the employee app and the mobile time clock together. Employees can see shifts, clock in and out, and find their own entries. Starter also includes templates, availability, shift requests and swaps, employee profiles, departments, positions and notifications.

Starter costs from 10 DKK per active employee/month with a 12-month commitment, billed monthly. The minimum charge equals 10 active employees. Flexible Starter costs 15 DKK per active employee/month without a commitment. Prices exclude VAT; see the pricing page for current terms.

Shared kiosks, timesheets with deviations and payroll reports are included in Plus. The free trial provides Plus or Pro, so compare the features you try with the plan you intend to keep.

Explore Monoplan's time tracking app and time clock for an interactive demo and the complete Starter package.

Frequently asked questions

Is a time clock the same as time tracking?

A time clock is one way to record hours. Time tracking covers the wider workflow, including other recording methods, breaks and corrections.

Do we need a physical terminal?

No. An employee app can provide clock-in and clock-out. Check that the app and your recording rules suit the devices and workplaces your team uses.

Is the cheapest plan enough?

That depends on your workflow. Compare daily recording and access to entries, then check whether you also need a kiosk, approvals or payroll reports. Consider both features and billing terms.