Overview: Switching to a new time-tracking system can be a significant change for your team, but you can make the transition smooth and stress-free with the right approach. This guide walks you through best practices to help your staff understand how Buddy Punch works, set expectations, and feel confident using the system from day one.
You may utilize all, one, or just a few of these steps in your process.
Steps:
Notify Your Team & Communicate Benefits Early
Provide Training
Share Helpful Resources
Set Clear Expectations
Assign Points of Contact
Monitor Progress & Gather Feedback
Celebrate the Transition
Final Thoughts
1. Notify Your Team & Communicate Benefits Early
Before launching Buddy Punch, ensure a successful offboarding from your previous time-tracking solution, even if it was just paper timesheets. In addition to sending the Welcome Emails with login credentials, you may wish to send a message to your staff outlining the transition away from your old time tracker and to Buddy Punch.
You may use these templates to help communicate with your team! Below is an example of what your onboarding email to staff could look like:
You’ll also want to explain why your company is making the switch. This helps employees understand the benefits and reduces resistance to change. Key points to highlight include:
Accurate Time Tracking—Buddy Punch helps ensure hours worked are recorded seamlessly and correctly.
Easier Payroll Processing—Automated calculations mean fewer payroll errors.
Flexible Access—Employees can clock in/out from their own devices or a shared kiosk.
Transparency & Accountability—Employees can track their hours and schedules in real-time.
Clear communication will help ease any anxiety about the change and encourage buy-in from your team.
2. Provide Training
Organize hands-on training to familiarize employees with Buddy Punch’s core features. Focus on essential functions, such as:
Viewing Timecards, Time Off Calendar, and Schedule, as applicable
Accessing the mobile app (if applicable)
Encourage employees to ask questions and offer real-time assistance during these sessions.
Need a 'train-the-trainer' session first before you train your staff? Or want to set up a special Onboarding Meeting for your group of administrators and/or management staff? We'd be happy to help! Sign up here.
3. Share Helpful Resources
Provide your team with all the tools and information they need to succeed! Some useful resources include:
Employee Help Center for advice and answers from the Buddy Punch Team in article and video formats.
Buddy Punch's Contact Us page so it's quick and easy to reach out whenever they need help.
4. Set Clear Expectations
Outline what’s expected of your team when using Buddy Punch. Clarify important policies, such as:
When employees should clock in/out
How to handle missed punches
The process for submitting Time Off requests
Be transparent about how time data will be used for payroll and scheduling to foster trust and accountability.
Check out our Resource Library for additional savvy tools to use for workforce management as well as for help creating workplace policies such as a Clocking In and Out Policy, Attendance Policy, and/or GPS Tracking Policy. Ensure your staff are aware of your policies and how they relate to the Buddy Punch system.
5. Assign Points of Contact
Designate someone from your team, such as a specific Administrator or Manager, if you’re using managers, to handle Buddy Punch-related questions. Having a go-to person will help employees feel supported during the transition.
6. Monitor Progress & Gather Feedback
After implementation, check in with your team regularly to gather feedback and address any issues. You can:
Send out a short survey like this one for feedback.
Hold follow-up meetings to discuss any challenges.
Make adjustments based on team suggestions.
Reach out to Buddy Punch Support to consult on any changes you’d like to make, concerns you'd like to raise, or features you may like to request.
7. Celebrate the Transition
Once your team is fully onboarded, acknowledge their efforts in adapting to the new system. This could be as simple as sending a thank-you note or organizing a small celebration. Thank you for choosing Buddy Punch!
Final Thoughts
Introducing Buddy Punch effectively ensures that your team feels confident and supported throughout the transition. Clear communication, helpful training, and ongoing support will help make Buddy Punch a valuable tool for everyone in your organization.
For additional support, feel encouraged to contact the Buddy Punch team or visit our Help Center for more resources.
FAQ
Q: Can I/how can I resend the Welcome Email?
A: Yes, if you need to resend the Welcome Email or send it out for the first time, you can do this from within each employee's profile by clicking the Resend Welcome Email button. More information here.
Q: I've sent/resent the Welcome Email but my employee isn't receiving it. What's happening?
A: After verifying that the employee's email address is correct and free of typos, please contact the Support team and we can check the backend logs for any bounces or anything else blocking the successful delivery of the Welcome Email.
Q: Can employees access Buddy Punch from their mobile devices?
A: Yes, Buddy Punch has a mobile app available on Android or iOS, allowing employees to clock in/out, request time off, and view schedules on the go. Employees can also use a web browser on their mobile device.
Q: What if I don't want employees to use their mobile devices to punch time?
A: If you don't want employees to punch time from their mobile devices (whether using our app or mobile web browser), you can disable mobile punches from the Account Settings page.