menu-option Back to Case Studies
A Case Study on Overcoming the Challenges of Time Tracking for Staffing Companies

A Case Study on Overcoming the Challenges of Time Tracking for Staffing Companies

31st May 2023
Staffing  Industry

This case study is conducted through a combination of interviews and surveys with staffing industry experts to gain their insights on the current challenges in staffing companies when it comes to time tracking. The research will also involve analyzing the company's data before and after the implementation of time-tracking software, as well as its impact on employee performance, project deliveries, and improve their overall operations. This case study is intended to serve as a resource for staffing firms that are looking to enhance their time tracking and management practices, and ultimately, increase their bottom line.

The Client Introduction

The staffing industry has seen tremendous growth in recent years, with the global staffing market expected to reach a value of $566.3 billion by 2025. Staffing companies provide a valuable service to businesses by connecting them with skilled professionals, enabling them to meet their staffing needs and achieve their goals.

However, with growing technological advancement and remote working trends staffing companies often face significant difficulties in tracking employee time, which can have a detrimental impact on their operations and client satisfaction.

For staffing firms, managing time and expenses can be a complex and challenging task due to the unique requirements of tracking projects and contracts. Staffing agencies must adhere to contract-specific guidelines for capturing time and expense data, which can be difficult to ensure compliance with. Manually tracking these details can be labor-intensive, resulting in a waste of valuable employee time and effort.

In this case study, we will explore the current time-tracking challenges in the staffing industry and how the companies addressed the challenges through the implementation of a new solution. We discuss the results of the new solution and highlight any future plans for time tracking or similar initiatives.

By examining this case study, staffing companies and businesses can learn about effective time-tracking strategies and how they can improve their operations and client satisfaction.

Current Challenges

The staffing industry plays a critical role in connecting businesses with talented professionals across various industries. However, staffing companies face several challenges that are listed below in effectively managing their employees and ensuring that their clients are billed accurately.

Manual Time Tracking

Manual tracking methods that staffing companies use are time-consuming, prone to errors, and result in a waste of valuable employee time and effort.

For example, if a staffing company uses paper timesheets, employees may spend valuable time filling them out by hand, and there is a risk of losing or misplacing them, leading to inaccurate tracking.

Remote work:

With more employees working remotely, staffing companies struggling to find new ways to track employee time and attendance accurately. These companies must implement time-tracking software that allows remote workers to log their hours and activities from their devices.

Lack of visibility:

Manual time tracking methods such as paper timesheets or spreadsheets do not provide real-time visibility into employee activities, making it difficult for staffing companies to manage projects effectively and optimize employee productivity. Without accurate and timely data, staffing companies may not be able to identify and address issues such as employee absenteeism or delays in project timelines, resulting in lost productivity and revenue.

Time theft:

Time theft is a common challenge for staffing companies that do not have proper time-tracking measures in place. Employees may over-report hours worked, take long breaks, or engage in other unethical practices that result in overbilling or inaccurate invoicing. Time theft can have a significant impact on the profitability of a staffing company and may also damage its reputation if clients discover discrepancies in billing.

Difficulty in reconciling data:

Staffing companies often collect time and expense data from multiple sources such as paper timesheets, emails, and project management tools. Reconciling this data can be challenging, particularly when there are inconsistencies or errors. For example, an employee may have reported different hours worked in their timesheet and on a project management tool, making it difficult for the staffing company to determine the accurate hours worked.

Time-consuming administrative tasks:

Manual time-tracking methods can lead to administrative tasks such as data entry, reconciliation, and reporting, which can be time-consuming and take away valuable resources from other critical business activities. For instance, a staffing company's HR team may spend several hours each week manually inputting time and expense data into their payroll system, leaving them with less time to focus on employee engagement or recruitment.

Staffing Company Requirements

Time tracking is essential for staffing companies to manage their employees and bill their clients accurately. However, staffing companies have specific requirements for time tracking to ensure that they can meet their business needs. Some of the common staffing company requirements for time tracking include:

Accurate and real-time data:

Staffing companies require reliable methods for capturing accurate and up-to-date time and expense data for their employees. This data must be captured in real-time to ensure that it is timely and can be used for accurate billing.

Customizable reporting:

Customizable reporting allows staffing companies to generate reports tailored to their specific needs. Staffing companies require reports that display employee data, project data, and client data in a way that is easy to understand and analyze.

Customizable reporting allows staffing companies to filter data, sort it, and create graphs or charts to illustrate the data. This makes it easier for staffing companies to analyze employee data and identify areas that require improvement.

For example, a staffing company might generate a report that displays the hours worked by each employee on a specific project, along with the total hours worked by all employees on the project. This report can help the staffing company to identify if an employee is underperforming or if a project is taking longer than expected.

Remote time tracking:

With the increasing trend of remote work, staffing companies require a method for tracking employee time and expense data regardless of their location. This requires the use of cloud-based time tracking solutions that can be accessed from anywhere with an internet connection.

GPS tracking: Some staffing companies require GPS tracking of their employees to ensure that they are working on-site as required. This can be particularly useful for staffing companies that provide services such as security or cleaning.

Integration with payroll systems:

Time tracking data needs to be integrated with payroll systems to ensure that employees are paid accurately and on time. This integration also ensures that there is no duplication of effort and reduces the likelihood of errors.

Centralized management:

Centralized management is essential for staffing companies to effectively manage their employee time and expense data. A centralized management system allows staffing companies to store all employee data in one place, making it easier to manage and access the data. This reduces duplication of effort and ensures consistency across all employee data.

A Successful Solution — TrackOlap

GPS Tracking

Our time-tracking software provides GPS-tracking features, allowing staffing companies to track employee locations and monitor their activity. This ensures that employees are working when and where they are supposed to be, reducing the risk of time theft and ensuring accurate billing.

Customizable reporting:

TrackOlap's software offers customizable reporting features, allowing staffing companies to generate reports based on their specific requirements. Staffing companies can filter data, sort it, and create graphs or charts to illustrate the data, making it easier to analyze and identify areas that require improvement.

Centralized management:

We provide a centralized management system, allowing staffing companies to manage all employee data in one place. This reduces duplication of effort and ensures consistency across all employee data. The system tracks employee hours worked, expenses incurred, and time off taken, making it easier for the staffing company to manage and access the data.

Real-time data tracking:

We offer real-time tracking of employee time and expenses, allowing staffing companies to monitor their employees' activity in any URL in real-time. This ensures that staffing companies can quickly identify any issues and take action to resolve them. Thus, staffing companies can now track employee time in real-time, allowing them to monitor productivity and identify areas where improvements can be made. This will help staffing companies to increase efficiency and profitability.

Integration with payroll software:

This software can seamlessly integrate with a variety of payroll software systems, allowing staffing companies to streamline their payroll process. The software automatically transfers employee time and expense data to the payroll system, reducing the time and effort required for payroll processing.

Mobile app integration:

TrackOlap's time tracking software is mobile app compatible, allowing staffing company employees to track their time and expenses on-the-go. Employees can use their smartphones to clock in and out, take breaks, and submit expenses, ensuring that all data is tracked accurately and in real-time.

Compliance with labor laws:

Our software is designed to comply with labor laws and regulations, ensuring that staffing companies are in compliance with all applicable laws. This reduces the risk of legal issues and ensures that staffing companies are operating ethically and within the law.

In the staffing industry, time tracking is critical to ensure that employees are paid accurately, clients are billed correctly, and projects are completed on time. TrackOlap's time-tracking software is designed specifically to meet the needs of staffing companies, providing a comprehensive toolkit to manage employee time and expenses efficiently.

A One-Stop Solution

Looking to optimize your time tracking and management processes while minimizing errors and maximizing efficiency? Look no further than TrackOlap – the premier software solution for staffing companies.

With a suite of powerful features tailored specifically to the needs of the staffing industry, we can help you take your business to the next level.

From customizable reporting and centralized management to automated time tracking and compliance with labor laws, our toolkit has everything you need to streamline your operations and stay ahead of the competition.

  • Time tracking dashboard

  • Mobile time tracking app

  • GPS tracking

  • Customizable reporting

  • Centralized management

  • Project and task tracking

  • Time off and leave management tools

  • Employee performance analytics and reporting

  • Customizable timesheet templates to meet specific client and project requirements

Don't settle for subpar time tracking – upgrade to TrackOlap today and experience the difference firsthand. Contact us to learn more and get started on the path to success.

Seems Informative & Relative? click below to read fully detailed case study...