Replacing Legacy Time Clocks in UKG Workforce Central

Time clock in the Museum at Wookey Hole Caves

If you run UKG Workforce Central, it's time to look at replacing your wall time clocks when the hardware keeps failing, repairs take weeks, buddy punching is showing up in audits or a move to UKG Pro Workforce Management is on the roadmap. Tablet clocks that integrate with UKG can capture the same punches, but only a careful pilot will tell you if they're accurate and reliable at your sites.

This guide is for payroll, HRIS and operations leaders who own timekeeping across several locations and need a replacement plan that won't break payroll.

Disclosure: The author works at CloudApper, which makes CloudApper AI TimeClock for UKG (listed on its site as Time Clock for UKG, RightPunch), which is discussed in this article.

Key takeaways

  • Aging wall clocks bring repair delays, limited features and extra work during a platform migration.
  • Whatever replaces them must produce complete, accurate records that meet FLSA recordkeeping rules.
  • Biometric punching carries notice, consent and retention duties under some state laws.
  • Pilot at one site, punch in parallel for a full pay cycle and reconcile before you retire old terminals.

Why are Workforce Central customers rethinking their time clocks?

Plenty of organizations have run Workforce Central, the platform originally sold under the Kronos name, for a decade or more with dedicated wall terminals. UKG's current lineup centers on UKG Pro Workforce Management, which UKG describes as a suite for shift-based and frontline workforces covering time tracking, scheduling, compliance and labor analytics. That shift means many WFC customers are either planning a migration or already in one.

The clock review usually starts with one of these triggers:

  • Failing hardware. Readers stop working, badges wear out and spare parts get harder to find.
  • Expansion costs. Every new site or department needs another dedicated terminal.
  • Buddy punching. A badge or PIN proves someone had the badge, not that the right person was there.
  • Limited data capture. Older terminals may not handle attestations, job transfers or custom questions well.
  • Migration timing. If the platform is changing, nobody wants to buy clocks twice.

A common mistake is treating the clock as a hardware purchase. It's really a data entry point for payroll. If you're weighing whether you need dedicated hardware at all, our comparison of alternatives to hardware time clocks lays out the main options.

What should a replacement time clock do?

Start with the legal baseline. The US Department of Labor's Fact Sheet #21 says covered employers must keep records for each non-exempt worker, including hours worked each day and each workweek. Payroll records must be kept for at least three years, and time cards and other records used to compute wages for two years. The DOL also says employers "may use any timekeeping method they choose," as long as the records are complete and accurate. So the question is not which device is legally required, but which one gives you the cleanest records.

Use this checklist when you evaluate options:

RequirementWhat to verify
UKG integrationPunches land on the right employee, timecard and pay rules with no manual re-entry
Identity verificationFace matching, badge, QR or PIN, configurable by site
Offline capturePunches stored securely and synced when the connection returns
Data captureJob transfers, pay codes, attestations and break prompts at the clock
Hardware flexibilityRuns on standard tablets so a broken device can be swapped the same day
Privacy controlsBiometric consent, retention schedules and deletion when someone leaves
Support and rolloutRealistic deployment timeline and a named escalation path

Offline behavior deserves its own test, because it's where tablet clocks most often disappoint. Our article on what happens to punches when Wi-Fi drops covers what to check. For a broader scoring method, see our guide to evaluating tablet time clock apps.

What about biometric privacy?

Face matching can cut buddy punching, but it comes with legal duties. Several states regulate biometric identifiers. Texas is a useful example: according to the Texas Attorney General, its biometric law bars capturing identifiers such as face geometry for a commercial purpose without first informing the person and getting consent. It limits sharing, and requires destroying the data within a reasonable time and no later than one year after the purpose for collecting it ends. The Attorney General can seek civil penalties of up to $25,000 per violation.

Other states have their own rules, and they differ. Before you turn on biometrics:

  1. Map which states your sites and employees are in.
  2. Work with counsel on notice and consent language.
  3. Set a written retention and deletion schedule, including what happens at separation.
  4. Offer a non-biometric punch method where the law or your workforce requires it.
  5. Confirm where the vendor stores templates and who can access them.

Our guide to stopping buddy punching with face ID and geofencing covers these safeguards in more detail.

One option: CloudApper AI TimeClock for UKG

CloudApper AI TimeClock for UKG, which CloudApper also lists under the RightPunch name, is a tablet-based time clock built to work with UKG. According to CloudApper's product pages, it supports touchless face ID check-in, QR code, barcode and NFC punches, geofencing, shift bid, swap and confirm, PTO and overtime automation, a 24/7 AI assistant, employee self-service and customizable data capture for job changes, pay codes and tips. It runs on Android, iOS, iPad, FireOS and ChromeOS devices and smartphones.

CloudApper has published case studies from UKG Ready users, including Brightwater Senior Living, which describes deploying touchless time capture on standard tablets with time data submitted back to UKG Ready. Results depend on your configuration, sites and policies, so test any product, this one included, in a pilot against your own pay rules.

Questions to ask any time clock vendor

  • Which UKG products and versions do you integrate with today, and what changes if we migrate from Workforce Central?
  • How are punches stored and synced offline, and what happens if a device is lost or stolen?
  • Where is biometric data stored, how is it protected and how is it deleted?
  • Can we set punch methods, prompts and attestations by site or employee group?
  • What does deployment involve on our side, and who supports us after go-live?
  • Can you share references from organizations with a similar number of sites?

Frequently Asked Questions

Can tablet time clocks fully replace wall terminals in UKG?

In many environments, yes, as long as the tablet solution integrates reliably with your UKG system, handles offline punches and is mounted securely. Sites with dust, heat or heavy traffic may need rugged enclosures. Run a pilot at a representative location and compare punches against payroll results before you retire any existing terminals.

Is facial recognition required to stop buddy punching?

No. Face matching is one option. Supervisor verification, a photo captured at punch and geofencing all help too. Biometrics give stronger identity confirmation but bring consent and retention duties in some states. Many employers use a mix, turning on biometrics where it's legally and culturally appropriate and using other methods elsewhere.

Should we replace clocks before or after migrating from Workforce Central?

It depends on hardware condition and timing. If clocks are failing now, pick a replacement that works with both your current system and your target platform, and get that in writing. If clocks are stable and the migration is close, changing once at cutover is usually simpler. Either way, confirm vendor support for both environments first.

What to do next

  • Inventory every clock by site, age, punch volume and failure history.
  • Turn the checklist above into a scored requirements sheet, with payroll and legal signing off.
  • Pilot at one site with parallel punching for at least one full pay cycle, then reconcile line by line.
  • Expand in waves using our tablet time clock rollout plan.

Last reviewed: October 2026.

Sources

Comments

Post a Comment

Popular Posts

Why Workday Onboarding Breaks Down for Frontline Employees

Image
Workday onboarding breaks down for frontline employees because its default setup assumes every new hire has an email address, a personal device, time at a desk and comfort with a web portal. Warehouse, retail, food service and healthcare aide roles often have none of those. The fix is mostly configuration and process, not a new system. This guide is for HR, HRIS and operations leaders who run Workday and keep seeing incomplete onboarding records, late I-9s and new hires who quit before their first paycheck. Key takeaways Default Workday onboarding is built around desk workers. Frontline failures are predictable and mostly fixable through configuration. The five usual breakpoints are email-based logins, no reliable device, digital comfort, shift timing and language. Split compliance-critical tasks (I-9, tax forms, direct deposit) from tasks that can wait, and handle I-9 in person. Kiosks, ID-based logins, text reminders and a supervisor checklist close most of the gap. Measure...
Read more

Interview Tips for Beginners: A Step-by-Step Prep Plan

Image
The best interview tips for beginners come down to preparation you can repeat: study the job description, research the employer, prepare four to six short stories that prove your skills, practice answering out loud, prepare your own questions and follow up within a day. Confidence comes from rehearsal, not from experience you don't have yet. This plan is for students, recent graduates and career changers facing their first few interviews, and for anyone who freezes when asked "tell me about yourself." Key takeaways Match your preparation to the job description, line by line. Use the STAR format (situation, task, action, result) for behavioral questions. School, volunteer and part-time examples count when you have little work history. Practice aloud at least twice; silent rehearsal isn't enough. Prepare two or three thoughtful questions for the interviewer. What does a one-week interview prep plan look like? If you have an interview scheduled, this plan s...
Read more

Are Biometrics Better Than Passwords? What NIST Says

Image
Biometrics beat passwords in some ways and lose in others. You can't forget a fingerprint, reuse it across sites or type it into a phishing page, so logins get faster and harder to steal. But you can't change a face if its data leaks, which is why NIST says a biometric should never be used alone, only alongside a physical device. This guide is for IT, security and HR leaders deciding how far to move their workforce away from passwords. Key takeaways Biometrics fix common password problems: reuse, weak choices and forgotten credentials. NIST SP 800-63B says a biometric "is not recognized as an authenticator by itself." The strongest pattern is a biometric that activates a key stored on a device, as with passkeys and security keys. Workplace biometrics bring notice, consent and retention duties under some state laws. Always offer a non-biometric alternative. Why do passwords keep failing? Passwords depend on people choosing, remembering and guarding secret...
Read more

How to Improve the Customer Experience (CX)

Image
To improve customer experience, find the moments where customers struggle most, fix those first, and make good service consistent across every channel. Then close the loop on feedback, give front-line staff the time and tools to solve problems, and track a small set of metrics someone actually owns. This guide is for leaders and managers who own some part of the customer relationship, whether that's support, sales, operations or the product itself. Customer experience is the sum of every interaction someone has with your company, from the first ad they see to how a return is handled years later. Teams that struggle usually confuse a good satisfaction score with real improvement, or fix the wrong things. Key takeaways Look at behavior (drop-offs, ticket spikes, failed searches), not just surveys. Fix the biggest sources of friction before polishing what already works. Collecting feedback and doing nothing with it makes customers more frustrated. Consistency across people a...
Read more

How to Market Your Handyman Services to Small Business Owners

Image
To market handyman services to small business owners, position yourself as the reliable, flexible vendor who can handle many small jobs with little disruption. Make your Google Business Profile and website clearly commercial, pick two or three business types to target, visit them in person, offer a simple service account, and ask every client for reviews and referrals. This is for independent handymen and small maintenance crews who rely on word of mouth and want a steadier flow of repeat commercial work. Referrals are great until they dry up for a month. Small businesses are a strong target because they have constant maintenance needs, little in-house help, and a clear preference for vendors they can call again and again. Key takeaways Business owners buy speed, reliability and minimal disruption, not just repairs. Say that in your marketing. Your Google Business Profile should clearly describe commercial work and the business types you serve. Focus on a few business types (r...
Read more

Are Mobile Apps Tracking Your Every Move? How to Check

Image
Mobile apps can track your location and activity, but only as far as the permissions on your phone allow. Open your privacy settings, find apps with "always" location access, switch most to "while using" or off, limit your advertising identifier and delete apps that ask for more than they need. Ten minutes covers most of it. This is for anyone who has noticed ads that seem to know where they've been, or who simply hasn't looked at app permissions since setting up the phone. Key takeaways Location, contacts, photos, microphone and camera access are all controlled by per-app permissions. Background ("always") location access is the setting most worth reviewing. Advertising identifiers let companies link your activity across apps; you can limit or reset them. Turning off location doesn't stop account-based tracking inside apps you sign in to. Work phones can carry extra monitoring set by your employer, governed by company policy. How ...
Read more

Predictive Scheduling Laws: Where They Apply and How to Comply

Image
Predictive scheduling laws require covered employers to give hourly workers their schedules in advance, usually 14 days, and to pay a premium when the employer changes a shift after posting. Oregon has a statewide law, and cities including Seattle, New York City, Chicago, Los Angeles, San Francisco and Philadelphia have their own ordinances. This guide is for HR, operations and payroll leaders who schedule hourly staff in retail, restaurants, hospitality and similar industries across more than one location. This article is general information, not legal advice. Key takeaways The federal Fair Labor Standards Act has no rules on scheduling adult employees, so predictive scheduling (also called fair workweek or secure scheduling) duties come from state and city law. Oregon, Seattle, Los Angeles, Philadelphia and New York City fast food all require schedules at least 14 days in advance for covered workers. Coverage usually depends on industry plus a size threshold, such as 500 emp...
Read more

Dollar General Store Walkout: Lessons for Retail HR

Image
In March 2024, every employee at a Dollar General store in Mineral Point, Wisconsin, quit at once and taped "We quit" signs to the doors. They cited a lack of appreciation, being overworked and being underpaid, plus a dispute over a rule about which unsold items could be donated. The store reopened about three hours later. The story went viral because it was so visible, but the lesson is quieter. For HR and operations leaders who run hourly, small-team locations, this is a case study in how a minor policy can become the last straw. Key takeaways A policy change triggered the walkout, but the notes employees left pointed first to workload, pay and recognition. Rules that clash with frontline values, such as throwing away usable goods, become flashpoints when trust is already low. Explaining why a rule exists, and giving local teams a way to push back, costs far less than losing a whole store team. Treat a mass resignation as a lagging indicator. The warning signs show...
Read more

Boss Retaliation and False Accusations: Protect Yourself

Image
To protect yourself from boss retaliation and false accusations, keep a dated written record, answer accusations with facts rather than anger, use your employer's complaint channels, and learn which laws cover you. Retaliation for protected activity, like reporting discrimination or a safety hazard, is illegal under federal law, and agency filing deadlines can be very short. This guide is for employees who sense that something changed after they spoke up, and for anyone suddenly facing an accusation they know is untrue. Key takeaways Retaliation is illegal when it follows protected activity, such as reporting discrimination or safety concerns. A dated, factual record is your strongest protection. Respond to false accusations in writing, with evidence, and without counterattacking. Use internal channels first when it's safe, but know the external deadlines. An employment attorney can advise on your specific situation. This article is general information, not legal a...
Read more

End-of-Day Routines That Boost Productivity at Work

Image
A good end-of-day routine takes 15 to 20 minutes and does three things: it closes open loops, sets tomorrow's top priorities and draws a clear line between work and personal time. Done consistently, it makes the next morning faster to start and cuts the mental carryover that leaves you tired before the day begins. It's for anyone who ends the day with twenty browser tabs open and a vague sense of what they forgot, and for managers who want a simple habit they can encourage across a team without buying anything. Key takeaways Capture every unfinished task in one trusted place before you stop. Choose tomorrow's top two or three outcomes while today's context is still fresh. Send handoffs and short updates so nobody is stuck waiting on you overnight. Use a consistent shutdown signal, then actually stop checking work messages. Why does the end of the day matter for productivity? Most productivity advice focuses on the morning. But the last half hour of the work...
Read more