Setting up a new workforce management system brings up a lot of logistical questions, especially regarding hardware. One of the most common challenges HR and IT professionals face is figuring out exactly how much hardware to procure to avoid bottlenecks without overspending.

Recently, a user in our community forum reached out for help with this exact calculation:

“Looking for guidance on determining the number of time clocks needed for our organization using UKG Pro Workforce Management WFM. Is there a recommended time clock assessment template or guideline available to help us accurately calculate the number of time clocks required?”

While there isn’t a rigid, one-size-fits-all assessment template, our experience deploying CloudApper AI TimeClock for UKG Pro Workforce Management (WFM) has provided a highly reliable framework. Here is how you can determine the optimal number of terminals for your facility.

The Baseline Calculation

As a general guideline, a safe starting point is to allocate one time clock for every 100 employees working at any given point in time.

If you have a shift of 300 employees arriving, you would want a minimum of three time clocks available to handle that influx. However, this is just the baseline. To get an accurate count, you must weigh several operational variables that can quickly change the math.

Variables That Impact Your Hardware Needs

Every facility and industry has unique requirements. When auditing your physical space and workforce habits, consider the following factors:

  • Facility Layout and Entry Points: If your building has multiple widely used entrances, exits, or locker rooms, you will need to distribute clocks accordingly so employees aren’t walking halfway across the warehouse just to punch in.

  • Shift Overlaps and Rush Hours: Are all 100 employees clocking in at the exact same minute, or is there a staggered arrival window? High-traffic shift changes require more terminals to prevent long lines and late punches.

  • Complex Punching Requirements: If your workers are just tapping a badge, the line moves quickly. However, if employees need to select specific job codes, transfer departments, or input activity data, each transaction takes longer, meaning you will need more devices.

  • Employee Self-Service (ESS): If your staff uses the time clock to check schedules, view accrual balances, or request time off, the device will be occupied for longer periods.

  • The “Spare” Factor: Hardware breaks. It is always a best practice to have spare time clocks configured and ready to swap out to prevent payroll disruptions.

A Modern Alternative to Traditional Clocks

If you are currently using UKG Pro WFM and evaluating your hardware needs, deploying CloudApper AI TimeClock for UKG on off-the-shelf iPads or Android tablets can be a great option.

CloudApper AI TimeClock gives organizations the option to turn standard smart devices into highly capable workforce terminals.

Here is why many UKG users are incorporating tablet-based clocks into their workforce strategy:

  • Enhanced Flexibility: Tablets offer excellent mobility, allowing you to easily scale the number of devices up or down based on your facility’s needs, or even move them across different job sites.

  • Multiple Punch Modes: Employees can clock in quickly and securely using advanced facial recognition, PINs, barcodes, or QR codes.

  • Seamless Integration: As a proud UKG partner, CloudApper interacts effortlessly with your existing UKG ecosystem, ensuring attendance data flows perfectly into your WFM environment.

  • Robust Employee Self-Service: Empower your team to easily check timecards, view schedules, monitor balances, and request shift covers directly from the tablet, reducing the administrative burden on HR and managers.

You don’t have to guess how many expensive, rigid time clocks you need. By transitioning to a flexible, tablet-based solution like CloudApper AI TimeClock, you can easily scale your hardware to match your workforce’s exact needs.

Contact us today to get a personalized demo of CloudApper AI TimeClock for UKG.