How to Use a Tablet to Create a D.I.Y Employee Time Clock

May 2, 2025 - by Nick Caracappa



Using a tablet to create a DIY time clock is a smart, budget-friendly solution for businesses aiming to track attendance and hours worked efficiently without investing in costly systems. Easy to set up and maintain, tablet-based time clocks leverage accessible technology to simplify attendance tracking, reduce admin workload, avoid time theft, improve data accuracy, and boost productivity.

This flexible approach works well for businesses of all sizes, offering easy scalability and adaptability as your workforce grows.

Benefits of a Tablet-Based Time Clock

For businesses looking to modernize their time-tracking system, tablets offer a flexible, budget-friendly solution. Compared to traditional time clocks, they’re easier to implement and packed with features that enhance efficiency, security, and user experience.

Affordable and Cost-Effective

The primary advantage is affordability. Tablets are generally cheaper than traditional time-clocking devices that often require custom hardware and professional installation. Many apps that track time are free or inexpensive, with affordable subscription options.

Highly Portable and Easy to Set Up

Portability is another plus. Tablets can be mounted on walls, placed on stands, or moved around as needed without complex wiring. Their touch-screen interfaces make them intuitive for employees to use, reducing training time and minimizing user errors.

For additional security, solutions like VidaBox enclosures provide added stability and protection for mounted tablets, helping ensure the device stays secure and tamper-resistant in high-traffic areas.

Versatile Functionality Beyond Time Tracking

Tablets also support a wide range of essential applications. Many time clock apps provide real-time syncing, schedule management, reporting tools, and employee analytics. Tablets can even run complementary business tools like messaging apps or feedback forms.

Enhanced Accuracy and Data Security

Accuracy improves with automatic digital logs, and automated backups ensure data is not lost. Security features – including passwords, biometrics, and encryption – help protect employee information.

In short, tablet-based DIY employees’ clocks offer a powerful blend of cost-effectiveness, flexibility, and data reliability.

What You Need to Set Up a Tablet-Based Time Clock

Getting started with a DIY tablet time clock is easier than you might think. With the right tools and setup, you can create an efficient, user-friendly system that fits your workspace and workflow. Here’s what you’ll need:

Choose the Right Tablet

Select a tablet that fits your environment. A screen size over 8 inches is ideal for easier interaction, and both iOS and Android mobile devices can be used, depending on the time clock app you prefer.

Ensure a Stable Internet Connection

A reliable connection is key for syncing data to the cloud. This can be achieved through Wi-Fi or mobile data, depending on your setup.

Secure the Tablet with a Stand or Enclosure

Use a sturdy mount or stand to keep the tablet in place. For added protection, companies like VidaBox offer lockable tablet enclosures that help prevent tampering while maintaining easy access for employees.

Install a Time Clock App

Apps like Timely, Clockify, TSheets, and When I Work are popular and versatile. Look for features such as user authentication, cloud backups, real-time reporting, and scheduling tools that best match your business needs.

Provide Consistent Power

Keep the tablet charged using a reliable power source. Chargers, docking stations, and even power banks can work. Some VidaBox enclosures support power over Ethernet (PoE), helping minimize cable clutter and streamline installation.

Installing and Setting Up the Time Clock App

Once you’ve selected your app, download it from the App Store or Google Play, then follow the installation prompts. Make sure to review and accept any necessary permissions to ensure the app functions properly and aligns with company policies.

Initial setup typically involves creating employee profiles and assigning credentials such as PINs or biometric data. You'll also configure business-specific rules, including:

• Shift schedules
• Break periods
• Overtime policies

Some apps offer customization options like language preferences or interface layout to better suit your team’s needs.

Before launching the system, run a few test sessions. Have several employees clock in and out to check for accuracy and usability. Use their feedback to make any final adjustments before full implementation.

How Employees Clock In and Out

Clocking in is simple. Employees launch the app on the tablet and log in using their assigned method—usually a PIN, badge scan, or biometric sensor. They then tap the “clock in” or “clock out” button. The system records the exact time and updates the employee’s digital log.

Some applications allow employees to record break times separately or leave notes. Real-time confirmation alerts help employees feel confident that their actions were recorded correctly.

Features like a PIN recovery option or manager override can resolve forgotten credentials. Review capabilities let employees verify their logged hours and report errors quickly.

Improving Employee Experience

To make your system even more employee-friendly, consider enhancements like notifications for successful clock-ins, schedule visibility, or available hours.

Time-off requests can also be integrated directly into the app to streamline leave management and reduce paperwork. Some platforms even allow employees to report system issues through the interface, minimizing friction between staff and administrators.

Multilingual support is another smart option, especially in diverse workplaces. Prioritizing intuitive, easy-to-read screens and feedback provides a more engaging and accessible experience for all users.

Keeping Your Time Clock System Secure and Compliant

Because tablet-based time clocks handle sensitive employee data, protecting that information is essential. From cybersecurity measures to compliance with data privacy and labor laws, taking a proactive approach will safeguard your business and maintain employee trust.

Use Secure, Encrypted Cloud Storage

Store all time clock data in encrypted cloud-based systems. To prevent breaches or leaks, implement strong cybersecurity measures such as:

• Firewalls and malware protection
• Two-factor or biometric authentication
• Secure Wi-Fi connections

Limit Administrative Access

Only authorized personnel—typically admin-level staff—should have full system access. Employee log-ins should be protected using secure methods like:

• PIN codes
• Passwords
• Fingerprint or facial recognition (if supported)

Stay Up to Date with Software and Audits

Keep your software updated to patch vulnerabilities and improve performance. Conduct regular security audits to verify that:

• Access controls are functioning properly
• Data is being stored and transmitted securely
• No unauthorized changes have been made

Comply with Data Privacy Regulations

Businesses must adhere to legal data protection standards such as GDPR, CCPA, or other local regulations. Ensure transparency by informing employees:

• What data is collected
• How it’s used
• How they can access or review their own records

Prepare for Emergencies and Train Staff

Back up your time clock data regularly, and create a recovery plan for scenarios like data loss or cyberattacks. Additionally, consider offering basic digital security training to staff so they understand how to protect their credentials and use the system safely.

Common Technical Issues and How to Resolve Them

Even the most reliable tablet-based time clock setups can occasionally run into technical hiccups. Fortunately, most problems can be resolved quickly with a bit of troubleshooting. Below are some of the most frequent issues and how to address them effectively.

App Crashes or Freezing

If your time clock app is crashing or lagging, a simple reboot or clearing the app cache can often fix the issue. Make sure the tablet’s operating system and the app itself are fully updated to maintain compatibility and performance.

Connectivity Problems

Tablets may lose connection due to weak Wi-Fi signals or network settings. Double-check your Wi-Fi configuration and consider restarting the router. If problems persist, switching to a wired connection or using mobile data can offer a temporary solution.

Lost Login Credentials

When employees forget their passwords or PINs, it can delay clock-ins and disrupt workflow. Use apps that include built-in recovery options and ensure there are clear instructions available for resetting login details. Giving supervisors admin access to assist with credential resets is also helpful.

Missed Clock-Ins or Clock-Outs

Missed punches are a common issue that can lead to time tracking inaccuracies. Setting up notifications or reminders within the app can help employees stay on schedule. Most time clock systems also allow manual adjustments or supervisor overrides to correct these errors.

Power and Charging Issues

Power loss or a dead tablet can bring the system to a halt. Always keep the tablet plugged into a reliable power source, and have backup chargers or cables available. If the tablet frequently powers off or fails to charge, faulty hardware may need to be replaced.

Maintaining a Smooth-Running System

A well-maintained time clock system runs more efficiently and reduces downtime. Regular upkeep of both the software and hardware components can prevent small issues from becoming major disruptions.

Stay on Top of Software Updates

Keeping the tablet’s operating system and time clock app up to date ensures smooth performance, access to new features, and better security. Enabling automatic updates is a simple way to stay current without manual intervention.

Keep Hardware Clean and Functional

Dust, grime, or physical damage can interfere with a tablet’s performance. Clean the screen and ports regularly, and check for signs of wear or damage. If the app continues to crash or glitch, uninstalling and reinstalling it may improve stability.

Listen to User Feedback

Employees are often the first to notice when something isn’t working right. Encourage them to report any issues or suggestions for improvement. Their feedback can help you spot recurring problems and improve overall system usability.

Optimize Network Reliability

A strong and stable internet connection is key to consistent time tracking. Check your Wi-Fi coverage and bandwidth periodically, especially in high-traffic areas. In locations with spotty connectivity, choose an app that supports offline tracking and automatic syncing when the connection is restored.

Invest in Long-Term Durability

Choosing reliable hardware and accessories can extend the life of your time clock system. Durable, ventilated enclosures—like those from VidaBox—protect the tablet and reduce the chance of overheating. Integrated power options and secure mounts also contribute to long-term reliability.

Cost Overview

The upfront cost for a tablet-based time clock system is generally much lower than for traditional models. A mid-range tablet costs between $200 and $500, with accessories like mounts adding another $20–$100. Time clock apps often use a subscription model, typically between $10 and $50 per month, depending on the features and number of users. Some offer one-time license purchases.

If aiming for payroll integrations, you may face additional software or licensing costs. Factor these in during your planning phase.

Recurring or Hidden Costs

Beyond upfront costs and subscriptions, be aware of operational expenses like equipment repairs, application upgrades, cloud storage, and technical support.

You may need to invest in periodic training if your staff changes or new features are added. Multi-device management, security software, or HR integration expenses can also emerge as your system scales.

Create a cushion for these in your budget by setting aside a contingency fund. Planning for annual software renewals, potential hardware upgrades, and growing usage ensures uninterrupted operation.

Evaluating Cost Savings

Compared to traditional time tracking systems—like punch card machines or proprietary biometric readers—tablet solutions deliver savings on hardware, consumable supplies, maintenance, and admin time spent on managing timesheets.

They also offer better scalability. Adding a new tablet station is relatively inexpensive compared to installing a new wired system.

Organizations can calculate value by comparing total project costs (hardware, software, training) against savings in labor costs, administration, materials, and human error correction. Over time, the DIY tablet system often proves significantly more cost-effective.

Take Your Time Tracking to the Next Level

Implementing a DIY time clock using a tablet is a cost-effective, efficient solution for managing time tracking. With the right device, app, and setup, companies can streamline attendance management, enhance security, and offer an intuitive, user-friendly experience for employees.

To ensure your time clock system is both reliable and secure, don’t overlook the importance of robust tablet enclosures. VidaBox’s commercial-grade tablet mounts provide superior stability, protection, and tamper resistance—making them ideal for high-traffic or shared work environments.

Investing in VidaBox tablet enclosures helps safeguard your devices, improve longevity, and ensure smooth, uninterrupted time tracking. Explore the full range of VidaBox enclosures today and optimize your DIY time clock system for maximum reliability and performance.