How to Make Sure Your Employees Don’t Forget to Clock In and Out (+Sample Reminders)

Employees forgetting to clock in or out? It happens all the time, and it’s costing you more than you’d think. 

Every missed punch can throw off payroll, mess with compliance, and create unnecessary stress for you and your team.

The good news? A few smart, well-timed reminders can fix it.

In this article, you’ll learn simple, practical ways to help your team clock in and out on time, without the chasing or headaches.

Why Clocking In and Out Matters (and Why People Forget)

Missed clock-ins might seem like small slip-ups, but they can lead to big problems—think payroll headaches, compliance risks, and frustrated employees.

Under the Fair Labor Standards Act (FLSA), employers are required to keep accurate records of hours worked for all non-exempt employees.

That means that every missed punch puts your business at risk.

Clocking in and out might seem like a simple step in the workday, but when it’s missed, the impact adds up fast. Inaccurate time records don’t just mess with payroll, they lead to frustrated employees, potential compliance audits, and less visibility into hours worked. That makes it harder to control costs, plan schedules, and run your operation smoothly.

So, why do employees forget to clock in and out?

When employees forget to clock in or out, it usually isn’t about laziness, but about friction. Something in their environment, routine, or workflow is making it too easy to skip, too hard to remember, or too inconvenient to do in the moment.

Here’s what might be getting in the way:

No clear process: When there’s no set rule, people forget.

If you don’t have a clear, consistent policy for when and how to clock in and out, employees are left guessing. Without structure, it’s easy to forget, especially during busy shift changes when people are rushing in or heading out.

Disconnected teams miss cues: Field staff can’t rely on in-person reminders.

Employees who work in the field or don’t have regular access to email may miss digital reminders and can’t rely on in-person cues like time clocks or supervisor check-ins.

Start and end distractions: Clocking in/out gets lost in the shuffle.

Employees might be focused on prepping for tasks or getting ready to leave. In those moments, clocking in or out might not be top of mind.

No prompts in sight: Without visual or digital cues, it slips their mind.

If there’s nothing in your workplace to prompt employees to clock in or out, like a sign, sound, or quick reminder, it’s easy for them to forget.

The good news? These missed punches are fixable. With the right reminders—sent at the right time—you can build better habits and keep your records accurate without constant oversight.

The Best Times to Send Clock In/Out Reminders

When it comes to clocking in and out, timing is everything. A reminder only works when it shows up at just the right moment. Too early or too late, and it’s useless. The goal is to catch employees when they’ll actually see it and do something about it.

So, when exactly should you send out reminders? For shift-based schedules, try:

• Start of shift: Send a reminder 5–10 minutes before the scheduled start time. That way, you give your employees enough time to see it and clock in before starting work.
• End of shift: Set a reminder 5–10 minutes before the end of the shift. Catch employees before they’re focused on packing up or rushing through handoffs. 
• Field jobs: Use location-based triggers to remind someone to clock in/out when they arrive or leave the job site. 

How to Send Clock In/Out Reminders

Sending your employees reminders to clock in and clock out doesn’t have to be complicated. The best types of reminders are quick, simple, and fit naturally into the workday.

There’s no need to send long emails that your team can’t access on the job and won’t read. Use tools that your employees already interact with throughout the day, such as:

• Mobile app push notifications: These are instant, hard to miss, and great for teams already using a workforce management app like Connecteam. Push reminders can be tied to shift times, job roles, or locations, which makes them extra reliable.
• In-app chat: A quick nudge in the group chat or a direct message can do the trick. This works especially well if you already use chat for scheduling or updates.
• SMS/text messages: Texts are perfect for field teams or anyone not glued to a central system. Just make sure you’ve got permission and keep the messages short and relevant.
• In-person signage or digital displays: Posters near entrances, digital screens in break rooms, or even a sticky note near the time clock can serve as effective visual triggers.
• Alarm clock-style phone notifications: Encourage employees to set a daily alarm or calendar reminder as a personal backup. This can be especially useful for frontline workers who don’t always have internet access.

Sample Reminder Messages You Can Send Now

The most effective reminders are short, clear, and sound like something a real person would say. You don’t need to overthink it—just make sure your team knows what to do, and when to do it.

Here are some sample reminders you can send to your team right now (or right before they need to clock in or clock out): 

Clock in reminder messages

1. Good morning! It’s time to clock in ⏰
2. Your shift is about to start…Time to clock in ⏲️
3. Time to get started! Make sure you clock in ⏯️
4. Have you clocked in yet today?
5. Remember: It’s time to clock in 💡
6. You’ve got this! Start your shift by clocking in 😊
7. Are you on site? Time to clock in 📍
8. Clock in now before you join the team!
9. Get ready, get set…Clock in! 🏎️
10. Tick…tick…it’s clock in time ⏱️

Clock out reminder messages

1. Great work today! Clock out before you head out ⏰
2. Almost done? Clock out before you go. 
3. Please clock out before ending your shift 😊
4. Done for the day? Time to punch out 🥊
5. Reminder: Time to clock out❗️
6. Finish strong! Clock out before you leave 💪
7. Clock out before you go!
8. Before you head home, clock out 💡
9. Don’t forget to clock out!
10. Thanks for a great day! Clock out and you’re good to go 👋

Don’t Forget the Timesheets

It’s important to clock in and out, but it only matters if timesheets are submitted. Missing or late timesheets can lead to payroll delays, unhappy employees, and unnecessary back-and-forth. Most of the time, employees just forget to submit. 

A few well-timed reminders can make all the difference. Try reminding your team two days before the deadline, the morning it’s due, and again an hour or two before the cutoff. That way, you keep everyone on track.

Here are a few timesheet reminders you can send to your team:

1. Heads up! Your timesheet is due by Friday. If you haven’t submitted yet, now’s a good time.
2. Reminder: Check your hours and submit your timesheet by the end of the week 🗓️
3. The timesheet deadline is today! Make sure your timesheet is submitted before the end of your shift ⏳
4. Heads up…Timesheets are due in one hour. Double check and hit submit now!
5. Make sure your timesheet is in before we wrap up payroll 🔒

The Smarter Way to Remind Employees

Reminding people to clock in or out shouldn’t be a full-time job. Automation makes it easy to keep everyone on track without you having to think about it.

With digital time clock software, like Connecteam, you can set up reminders that go out automatically. Base reminders on shift times, job roles, or even location. No extra effort needed.

You can:

• Send clock-in/out reminders before shifts start or end
• Set reminders for when someone arrives at or leaves a job site
• Notify employees who forgot to clock in or out
• Customize reminders by team, role, or location

Automated reminders are fast to set up, run in the background, and help you avoid missed punches and messy timesheets.

The Bottom Line

The best reminders are the ones that run themselves. A quick heads-up before a shift or a prompt to clock out keeps your team on track and your records accurate, without extra effort or chasing down missing hours.

With Connecteam’s Time Clock, your team always knows when to clock in and out. Mobile reminders do the work for you, so nothing gets missed and everyone stays on schedule without needing constant check-ins. 

Try Connecteam for free today!