Use this checklist to ensure your ExakTime system is properly configured and ready to support accurate time tracking for your workforce. Completing these steps will help ensure smooth time collection, approval, and payroll processing.

Confirm Administrator Access

• Identify primary ExakTime administrators
• Confirm administrator permissions are assigned
• Add additional payroll or HR administrators if needed
• Review user roles and access levels

Limit administrator permissions to users responsible for managing time data and system configuration.

Review Company Settings

• Verify company profile information
• Confirm time tracking policies
• Review pay period settings
• Confirm overtime rules and labor settings

Accurate company settings ensure correct time calculations and reporting.

Configure Employees

• Confirm all employees are added to the system
• Verify employee IDs and demographic information
• Assign employees to appropriate crews or supervisors
• Confirm employees have mobile or clock access

Ensure employee IDs match payroll records to prevent payroll discrepancies.

Set Up Cost Codes & Locations

• Configure job sites or locations
• Create cost codes for labor tracking
• Assign cost codes to appropriate jobs
• Verify cost code naming conventions

Clear cost codes help improve labor tracking and job costing.

Configure Time Collection Method

• Confirm time collection method (mobile app, clock, etc.)
• Verify devices are configured and assigned
• Confirm employees can log in successfully
• Test clock-in and clock-out functionality

Test time collection in the field to ensure employees can record time without issues.

Review Supervisor & Manager Access

• Assign supervisors access to their crews
• Configure time review and approval permissions
• Confirm supervisors can view and edit time if required
• Review reporting access for managers

Proper supervisor access allows managers to correct time before payroll processing.

Configure Time Approval Process

• Define who reviews employee time
• Confirm approval workflow for timesheets
• Establish payroll cut-off timelines
• Train supervisors on time approval procedures

Establish clear deadlines for supervisors to review time before payroll processing.

Test the Time Collection Process

• Have a test employee clock in and out
• Verify time entries appear correctly in the system
• Confirm supervisors can review and approve time
• Test exporting time data to payroll (if applicable)

Testing ensures accurate data flow before relying on the system for payroll.

Train Supervisors and Field Users

• Demonstrate how employees clock in and out
• Train supervisors to review and approve time
• Review correction procedures for missed punches
• Explain payroll cut-off expectations

Supervisor training significantly reduces payroll errors.

Prepare for Your First Payroll

• Review all employee time entries
• Confirm supervisor approvals are complete
• Run time reports to check for errors
• Export time data for payroll processing

Continue Learning

• Explore additional ExakTime training in Arcoro Learning
• Review advanced reporting features
• Attend upcoming training webinars
• Contact support or training for assistance when needed

Congratulations!

Your ExakTime system is ready to support accurate time tracking and streamlined payroll preparation.