Name: Time Tracking Made Easy with Paychex Flex®
Uploaded: 2026-03-18T18:37:07.569Z
Duration: 18 min 54 s
Description: Time Tracking Made Easy with Paychex Flex®

Transcript for "Time Tracking Made Easy with Paychex Flex®": Hello everyone and welcome to today's webinar, time tracking made easy with Paychex Flex. My name is Rob Parsons, and I lead the content marketing team here at Paychex. I'll be hosting today's session. So I just wanna cover a couple things for you real quick. On the right side of the screen there, there's a, sidebar. You can enter a question at any time by clicking on the QA panel and just typing in your question and hitting that little arrow. You'll also see resources on that sidebar. You can do that. And also, when we do polls, you'll be able to click on that poll. There'll be a little red light comes on and you can answer that. Also, if at any time you'll see a little white bubble above the screen where it says talk with our team. That's if you want to talk to anybody about the solutions we're talking today at any time, you can click that talk with our team and we'll be ready to help you out. So, of course, let me move on now to our legal disclaimer. As always, this presentation does not constitute legal advice. It's for informational purposes only. And now, I'd like to introduce today's speaker, Dan Hinman. Dan's worked with Paychex for eleven years. He began his career in MMS sales out of the Brooklyn, New York branch, where he has since transitioned into sales engineering, where he demos our products for prospects and customers and shows them how the solutions can really work for their specific needs. And now I'm going to cover real quick what Dan's going be talking to us about today. First, he's going to show us the flexible methods that employees can use to track their time. And he's also going to talk about how time and attendance software can improve that employee experience, how that all works together. Finally, he's going to talk about how you automate that record keeping to keep payroll compliant and accurate. So making everything smoother, making everything easier. And now Dan, I'm going to turn it over to you to take us through it. Awesome. Thanks Rob. Really appreciate it and great to be with everyone today. So first thing that we do want to cover here when we talk about Paychex time are the different ways that we can collect time. Know with Paychex time employees can really clock in and out using a method that works best for their role in their environment. They can clock in right from their computer using Paychex, the same place they get their check stubs, their W-2s. They could also submit a timesheet if that's more of a culture at your organization. Additionally we have our mobile app that they can clock in right from their smartphone in the palm of their hand. For shared workspaces we do offer tablet kiosks. Those can include facial recognition features that will obviously help prevent body punching. But if you prefer a physical time clock, we also offer on-site hardware. So our Iris biometric clock, the most accurate clock at Paychex. Right the employee can go ahead and clock in and out completely touchless using their eyes. We also offer proximity badge clock for quick tap in tap out punching and all these options feed directly into Paychex Flex so the hours flow directly into payroll. So I'm going to share on my screen now and go into the live view of Paychex Flex time. The first thing that we're going to take a look at here is the employee experience. I have the employee point of view here and everything your employees need to manage their time is really right here from this one app. I can obviously view my check stubs and w-2s as I referenced previously but with one tap I could potentially clock in and out for my shift. And that app would record the exact time that would apply all the rules automatically that we would create with you. And if needed you can also apply labor assignments or job codes to any of our clocking in and out. The same process can be used for meals or breaks. Now, if I want to access some other features as an employee, again, it's all optional. You can roll these features out as needed. The one I'm going to cover here, I could enter in my time on my time card here. If I wanna put in my hours, maybe I don't necessarily clock in and out, but I submit my time at the end of the week or the pay period. So I can even go ahead and even approve my own time card from here and see things like hours worked, punches, totals for the pay period. As we look at the calendar, employees can view their current and upcoming schedules right from this view. This cuts down on schedule confusion, last minute calls of the managers. And additionally, employees can request, shift swaps right here from the app. That's really where they would select an open shift to work. And once it's approved the schedule would update automatically without any manager back and forth. Lastly, employees can scroll down and access their time off. So I could see all of my balances here. I could be sitting on my couch at night planning a vacation with my family and access my vacation hours and send that right off to my manager. No emails, no paper forms, no follow ups. The nice thing about Paychex you know all of our notifications a manager could receive that through a text message or an email right away and approve or deny that. So now what we're going to do is actually flip back over to a manager or an administrator view and talk about what that would look like for them and how they could approve time. So managers land on a single dashboard really showing them what needs attention almost like a live command center so to speak. So in the top right here I have my tasks. These are really actions for managers that are neatly arranged for that. Maybe I am busy during the day. I can't get to everything at once. So I can go here to see those prioritized items. I have time off requests, for example. And then I also have things like missed punches. So I can always go in and fix those missed punches here. All right, or approve or fix those from the mobile app as well. So with this, again, can always toggle between different companies that I have here. And again, I can always see those same requests if I have multiple IDs with Paychex. Now moving on here with the main dashboard at Paychex, When you first log in, can you have your time and attendance features? And you'll have this main status board. So this status board is going to give us a live view of who's clocked in and who's clocked out in real time. This helps us to prevent mispudges, early clock ins, unauthorized, overtime before it becomes a payroll issue. I can always filter or search for any employee group that I need here. From a time off perspective I have a full calendar here showing me all of my employees who are out on any particular day, week, month. Okay so everything comes here again I can approve these requests from this view right and I can also see things like balances availability and maybe I don't want to approve somebody if it's going to impact my workforce maybe I just don't have the coverage here. From the time card view that's where managers are going be able to go to review their time cards in real time. We're also going to alert them on those human errors. I would receive a text message that I have two employees here that have a missed punch and then I'd come here to view that and fix that. So this is a bird's eye view of all of my employees and their time. And then I can scroll through any of those employees and view their individual time cards. So I'm looking at Patty here, maybe we can view that time card that she has. And we can see any of her human errors that have occurred as well, like missed punches or an early clock in or a late clock in. This here is a missed meal. So again, can always jump back out of that view and I can toggle between my different employees and approve them as needed. All right, so I can approve just a single time card or I can hop back here to my bird's eye view and approve all of my employees at one time. So when I'm at this overview screen, just jump right back here just do that big batch approval. Really the main theme though of Paychex Flex time is that it interacts with payroll. So here I would go to my payroll button. I would choose my check date and my pay period and that's gonna produce all the time that's gone through my approval process here. So you can select any of those dates that'll work for you. And that would send the time over to payroll. Which would then pre populate our payroll for us here at Paychex. And that's really the end game is that all the time flows directly here I'm not typing it in I'm not manually inputting that in any way All right. And it's just seamlessly married under one system. All right. And with that, that really concludes the live presentation part of the presentation here. Excellent, Dan. So maybe you can tell us a little bit about why people choose Paychex. Absolutely, so a little bit about why people choose Paychex. Really, we have a number of customizable solutions. So we showed you time and attendance today. We have a lot more than just time and attendance that we can offer human resources, benefits, and all these things are designed to be under one scalable platform that is depending on the package you have and the features you need. Ease of use, accessing paychecks from multiple different devices, being able to send in payroll from anywhere at any time and get a notification about that. These are all things that give our clients a peace of mind. And then at the end of the day, we have human support behind everything. So if you would need to reach out to your customer service specialist at Paychex, they can always help you with anything. That's great. Thanks, Dan. And I want to touch on real quick, that last point, the flexible options. We absolutely have service levels on your terms And there's a variety of ways it happens. And I want to talk about the different packages that are available. Our time and attendance software can be added to any of these packages. And as Dan mentioned, integrate seamlessly with the payroll to make everything easy, seamless, and also help eliminate errors. So, have Paychex Flex Select. It's a basic bundle, good for smaller companies, people that are just starting out. A lot of people prefer to go into that Paychex Flex Pro. It's easy to set up, do everything you need online, but you'll also get additional HR software, handbook tools and a lot of things that help with that. Then finally, there's Paychex Flex Enterprise. Very robust, all in one scalable platform, helps with hiring and onboarding, and you get an assigned account manager to support your business needs. So let's cover what we talked about today, what you've all learned. First of all, we learned how employees can easily track their time. Dan showed us that mobile view, how it looks on their phone, which I think is just a great help. There's also, we saw the simple management solutions that can keep employee absences, time off and shifts organized. Another thing I liked that Dan was doing, is you saw all your employees and you were easily able to click through all the actions around each employee. You didn't have to go to separate screens or separate tools. And finally, maybe most importantly, you saw how time to time software integrates with your payroll to make everything seamless, everything easy to eliminate any mistakes from manual entry, and save you both time and money. So, if you'd like to learn more about Paychex time and attendance solutions, we're going to bring a quick poll to pop up on the screen. As I mentioned earlier, there'll be a little panel on the right side there, that right sidebar, they'll come up with a poll. Just indicate yes, if you'd like to speak with a Paychex expert about Paychex payroll or Paychex time and attendance. And of course, you can always click that Talk with our team button at the top of the screen. And now I believe we have just a few minutes for Q and A. So let's see what we've got here. Looks like we have about six minutes left, Dan. So let me go through some of the questions we've got coming in here. And this is from Eva, who asks, what happens when an employee misses their clock in? Yeah, it's a great question. Something that's very common. Humans make errors so we want to help you manage those errors the best we can. You can get a text message right away, an email notification or a push notification letting you know about that mispunch. You can fix that error right away. You put in a note on that and, also rectify that any way you want, whether it's a discussion with that employee or checking the camera to make sure they were on time. All those things, are really things that you can manage using Paychex Flex. Love it. Thank you, Dan. I had a question of my own. It came up when you were going through some of the schedules, some of the time off schedules and getting people lined up. I know that can be really challenging. And you also talked about employers, how managers get notified when things are happening. How about for employees? Can employees get notified about their schedules, about changes to their schedules and things that are happening there? Yeah, absolutely. So it goes both ways. Not only can managers get notifications, but employees can receive notifications on schedules. If there's open shifts or if their schedule changes, also time off requests that have been approved or time cards approved. Those are all examples of notifications that the employee could get. Absolutely. I love that that's all built in. There's nothing like not having to feel those questions yourself and letting the system handle it automatically. Real time saver there. Absolutely. And this one comes from Jeff. Jeff's in New York. He says, Oh, our company's in New York. Can the system handle our state sick time line? I know New York isn't the only one. All the states seem to have different laws, different regulations. How do we handle that in paychecks flex, Dan? Yeah, we have a very robust time off accrual engine, where we can set up that calculation. So we are very familiar with all these, different, sick laws, from a state to state basis. For example, here in New York, it's one hour for every thirty hours work could absolutely set that up. We do it for clients around the country. And you know, again, we want to make sure that our clients are fully compliant with the law. So it's important for Paychex to be able to provide that. That's great. And I understand too that Paychex is constantly updating the software. So whenever these laws change, the software is going be up to date and keep you compliant. Yep. And finally, yep, I know you showed us this real quick, Dan, but can you give us a little more detail about how the time moves into payroll? Is it complicated? Do I have to do more? Was it really as easy as you showed us? Yeah, absolutely. It's really as easy as clicking a button, pushing it over to payroll. Once you decide everything's kind of approved and it looks good, you can always go back and make a change if you need, but it all flows over to payroll. So it's almost like a human being went in there, typed in all your hours or you've imported hours. It's just immediately pushing that there in real time. You'll be able to go in and access that and process payroll much faster. It's more of a review process than an entry process now. That's great. Dan, I want to thank you for taking the time today to walk us through it. Was great from all the different options for collecting time to how the system makes it work. Just really great. Thanks a lot. Appreciate your time. Thanks, Rob. And I'd like to thank all of you for joining us today for Time Tracking Made Easy with Paychex Flex. So you may have seen our survey pop up during the Q and A. If you haven't yet had a chance to respond, you can spare a few moments. We'd like your feedback as it helps us improve resources like this to strengthen your business. Also, remember on that right sidebar, you can click the Resources tab, you can download a printable copy of the presentation deck, also some other related resources. And as a reminder, we'll be sending out a follow-up email. It will have a recording of this presentation, so you can dig into it. You can share with other people who may be interested. And of course, as always, if you'd like to consult with a member of the Paychex team about adding these time and attendance features to your solution, or if you're just interested in the Paychex solution overall, just go ahead and click the Talk with Our Team button there at the top of the screen. And thanks again, everybody. I really appreciate you joining us today and I hope everybody has a great rest of your day. Thank you.