Pool Tech Time Keeping

We use Gusto for our payroll and they have a time clock feature. Can I ask why you wouldn’t want to use the same platform as your payroll provider? We used to use ADP and they had an integration with T Sheets and it was pretty nice. I think the joinhomebase.com has a free time tracker. They have some free features for scheduling and time keeping. 

Thank you so much for your feedback! My boss used Gusto prior to hiring me and he didn’t love it. I don’t have any experience with it.

The reason I don’t want to use the same platform is, if I use ADP for timekeeping, then it will force me to either pay my guys by the hour or override their time to pay them the full week pay, even if the hours are less. I need the timekeeping for proof in the long run that they are not working over time. I don’t want to penalize anyone for finishing early. 

Long story short, we have a colleague in the industry that was sued for unpaid overtime, and he was told that it’s not about what they can or cannot prove, you have to prove it on your side. needless to say, he had to pay. It is more for protection. I have heard from several others just pay them salary, but I am just not sure about the laws/legalities in the state of FL and if it would still hold up should someone be spiteful.

We pay our guys well and take good care of them. You just never know and just want to be protected.

Even with salary you sometimes have to pay overtime depending on their position. 

GREAT topic!

I’m having issues with a great tech of many years but who has started to constantly go over their scheduled hours and into over time…...reasons …….client wanted to chat, bathroom issues, had call from childs school, had to book hospital appointment, pool user asked questions about the pool, lost my phone……and more!  8 hours turns into 10..we have added work orders in the app for break times, personal reasons for time taken out, additional time with client and have gone down the warning route but tracking time is a difficult one when you have a team member who you desperately don't want to fire but who seems on a mission to to be fired!

Thank you so much for your response Sheila, I really appreciate it. I can imagine how frustrating that must be and it sounds like your company is super lenient and willing to work with said employee.

Through some recent research I found a time keeping app we are going to give a try to. Connecteam, and it is free for up to 10 users so doesn’t seem like we have much to lose. 

Still hoping that if anyone else in here has some other positive feedback to offer they will be willing to share.

Appreciate your time!

Crystal 

Hi ​@ohanapoolsoffl ,

It’s great that you’re thinking ahead! As you explore options, I’d recommend checking out TSheets (QuickBooks Time). It allows employees to clock in and out from their phones, track time by job or location, and sync seamlessly with payroll systems without complicating payroll processing. Plus, its geofencing feature ensures techs are on-site at the right job location.

You mentioned salaried employees. For salaried workers in Florida, as long as they meet certain criteria (like being exempt from overtime), I’d suggest consulting with a local HR or legal expert to ensure you're in compliance. I completely understand where you're coming from, having that extra layer of documentation for peace of mind is always smart.

Also, while Gusto offers great HR support, since you're already with ADP, I’d recommend leaning into their HR services. They can assist with everything from payroll to compliance and offer guidance on issues like overtime claims. Since you mentioned not being entirely familiar with Florida’s laws and legalities, ADP can help ensure everything is properly set up.

Hope this helps!

.

Hi Kerri- Thank you so much for this, I really appreciate it. 

The reason I don’t want to use ADP timekeeping is most of our techs work less than 40 hours a week. I don’t want to penalize them financially for working less. I was told that I would have to override their times to pay them the full week. I just need the hours as back up/records. But I truly appreciate the input and I will definitely have to reach out to ADP for the HR services. That is super helpful!

Best,

Crystal 

Hi Chrystal, ​@ohanapoolsoffl 
You're very welcome! I'm glad we could help. You could also check out TSheets (QuickBooks Time).

Hello Crystal,

Great topic—thank you for bringing it up! I believe our industry could benefit from more guidance on this matter.

I also use ADP for payroll, time tracking, and workers’ compensation, along with HR services for my employees. I’m in a similar situation as you, where I want to ensure my team is paid for a full 40-hour workweek, even if they work fewer hours, while remaining compliant with California labor laws.

So far, I’ve consulted with ADP’s HR and timekeeping departments, and they provided a couple of suggestions. One option is to pay the difference as a bonus. Another is to use a dedicated device, such as a tablet with the ADP Mobile Solutions app, to allow employees to clock in and out. However, their guidance on implementation wasn’t entirely clear. I’ve now set up a tablet for this purpose, and ADP helped me configure the account so I can make necessary edits when importing time card data.

Additionally, I initially tried using the mobile app for tracking lunch breaks, but it became cumbersome for my employees. They often faced technical issues with their work phones or simply forgot to clock in and out. ADP suggested using meal waivers, which I have on file, but as I understand it, they are only valid if employees work fewer than six hours. As a result, we typically make manual adjustments to ensure the 40-hour workweek is reflected accurately.

If you have any additional insights or findings, I would greatly appreciate it! I believe this could be beneficial for many of us in the industry.

Best,

Christian

Optimum Pools

Hi Christian!

Thank you so much for sharing. I am only just starting to use a time keeping app, we have decided on Connecteam for now as it is free. I intentionally do not want it to interface with my payroll software because I am still going to pay them the same, it is just for our records. We are also in the process of looking at new GPS devices but we are going to a pool and spa show here in Orlando, FL in two weeks and they have a class discussing this topic. We did not want to put out additional money on new devices if we find a better option a few weeks later. Once we see how this all works over a few weeks/ months I will be happy to report back and share our experience. I am definitely hoping that Skimmer will jump on this bandwagon and add this feature soon as it would be really beneficial for us all.