The biggest barrier to digitalising time tracking is not technical — it is psychological. 'We've always done it this way' is the most costly phrase in SME management. A company with 20 employees can be up and running in less than a day.

When it is time to leave paper behind

• Monthly processing takes more than 2 hours
• There are frequent discrepancies between what employees say and what is recorded
• The ACT has already visited — paper records may not meet reliability requirements. See the ACT fines for 2026
• The company is growing (5 employees: paper works. 20: it is chaotic. 50: it is unworkable)

For a detailed comparison of available options, read paper, Excel, or automated system: which is best.

The migration in 5 steps

Step 1: Choose the system (1 to 2 days)

The relevant questions: do employees have a smartphone accessible during work? (If not → RFID) How many employees? Do I need full HR or just time tracking?

Step 2: Prepare the base data (1 to 2 hours)

Before installing anything: list of active employees, each person's schedule, existing shifts, who has a special schedule.

Step 3: Install and configure (30 to 60 minutes)

For an RFID system like Picco: plug in → connect to network → create profiles → assign cards → test. In less than an hour the system is operational.

Step 4: Present to the team (15 to 30 minutes)

This is the step where many managers go wrong — they skip it. Communication is essential. To learn how to do it well, read how to communicate a process change without creating resistance.

Step 5: Transition period (1 week)

Maintain paper records in parallel during the first week — to identify forgotten items and correct configurations. Not as a permanent backup.

What to communicate to the team

• 'From [date] we record attendance with an RFID card instead of paper'
• 'It is very simple: tap your card when you arrive. Tap again when you leave'
• 'Your records are saved automatically — no one can dispute what is in the system'

Do a practical demonstration — 30 seconds and everyone understands.

What changes in the first month

Inform your accountant that time tracking data will arrive in a new format. To prepare that flow correctly, read how to export time tracking data to your accountant.