The Benefits of a Digital Time Sheet  

The digital time sheet addresses the shortcomings of the paper version:

• It clearly and legibly displays the time of the last check-in.
• It maintains a tamper-proof record of staff check-ins: these records can be verified remotely and linked to current tools like Microsoft Excel or Google Sheets.
• It also enables users to report potential issues.

It also contributes to enhancing the cleaning company’s image and showcases its efforts.

This device stands in stark contrast to the timesheet we will discuss later. Its primary goal is to smooth the interaction between the service provider and their client. The data it gathers can include employees’ id.

Digitalize Your Processes with Skiply

Don’t wait for your clients to dictate solutions. Regardless of your requirements, Skiply’s specialists are ready to assist you in refining your methods to enhance both proof of service and sign-out processes efficiently. Our objective: to empower you to secure more contracts by offering a digitized solution at an unbeatable cost.

What is a timesheet?

The timesheet is also known as a time card. Employees use it to indicate their arrival and departure times at work. It can take the form of a simple paper document. It must be signed by both the employee and the employer every week or month.

Content of a timesheet

The purpose of the timesheet is to control the effective working time of a person in the company. However, no legal formalism is imposed. It can therefore also take the form of an Excel table. At the very least, it must contain an employee’s daily arrival and departure times down to the minute, with a weekly and monthly summary.

Types of time clocks (or badges)

In some companies, time clocks are set up to automate and control the recording of hours. These devices must be:

• Reliable
• Adapted (especially in view of the respect of individual freedom)
• Allow consultation of the data by the labor inspectorate
• Provide employees with easy access to data

Mobile time clocks can be used when employees are seconded, i.e. they do not usually work on the premises of the company that employs them. This is the case on building sites and in cleaning companies. Employees will then be equipped with magnetic or RFID badges or cards. They can also be assigned a personal code to enter on the time clock.

QR code-based time and attendance systems (such asSkiply’s Ubiqod) can also facilitate the recording of employee hours, both inside and outside the company.

Click on the image to download this template in PDF format or click here to download the Excel score sheet.

What is a sign-out sheet?

A contractual tool different from the sign-out sheet

Unlike the timesheet, the role of the sign-out sheet is to ensure that a person has come through a location as part of a contractual relationship. Today, most of the time, it is an A4 sheet hung on the wall and signed by the staff when they pass. For a cleaning contract that provides for 3 visits per day, the client will be able to check the work done by their facility management provider.

For certain missions, we also talk about intervention forms.

A means of informing the public

The sign-out sheet can also be used to inform the public about a service. It can reassure users of public toilets that they are clean by indicating the time of the last visit of the disinfection team.

However, this paper device has many drawbacks:

• Easy to cheat: a 16-hour passerby can add fictitious past or future check-ins, which require additional checks by the principal.
• Pain to fill out: staff have to take the sheet down, find a pen, fill it out and put it back up.
• Waste of time: the consolidation of information can only be done by going on–site and collecting all of the different sheets.

With Skiply, you will avoid all of these annoyances by having your staff use a digital timesheet. Get in touch with us today to get started.

Also to be discovered: how to trace cleaning services with seconded personnel.