Time-tracking software that your team actually uses.
Your team clocks in from their smartphone — breaks and overtime are calculated automatically.
- UK GDPR compliant
- EU data centres
- Payroll export
- One tap
- for clock-in, break and clock-out
- 100% mobile
- no hardware, no swipe cards
- Timestamped
- every clock-in, with a full audit trail
In short: your team clocks in, PlanState does the maths.
- Clock-in, break, clock-out — one tap each, in the app or the browser.
- Breaks are deducted, overtime goes to the overtime balance — no manual maths.
- Start, end and duration are on record — the hours evidence a National Minimum Wage check needs.
- Export as CSV, PDF or a payroll export file for payroll prep.
- From £4 per employee/month, from 5 users · UK GDPR, EU data centres, optional GPS check.
Time tracking can swallow whole days
Slips of paper in a drawer, a spreadsheet on the office PC, corrections over WhatsApp. Whatever's missing gets estimated — and then argued about.
- 08:15
Collect the timesheets
Two sheets are missing, one's illegible, one's still in the car.
- 10:40
Deduct breaks by hand
The spreadsheet calculates what someone typed in — not what actually happened.
- 13:20
Chase the team for answers
"When were you in on the 14th?" — six messages, three replies.
- 16:05
Several days with no record
Hours get estimated. In a dispute it's your word against theirs.
for the same month-end close — review, approve, export.
- Recorded the moment work starts, with a tap
- Breaks and overtime calculate automatically
- Export as CSV, PDF or a payroll export file
- Every change logged in a tamper-evident audit trail
Everything you need for accurate time records .
Mobile time clock
Clock in and out via app or browser — no terminal, no swipe cards, nothing to buy. Your team taps once; everything else happens in the background.
Breaks & overtime
Breaks are deducted, extra hours go to the overtime balance — no manual maths.
Planned vs actual
Scheduled shifts and actual hours side by side — any discrepancies show up straight away.
Absences built in
Leave and sickness sit in the same calendar as the recorded hours.
GPS check
optionalClock in only inside the geofence. Off by default.
Tamper-evident corrections
Late entries go through approval, every change stays logged.
Anchored to the rota
Recorded times attach to the planned shift — so the rota and the hours are one record, not two.
Overview & export for payroll
Reports per person, week or month — as CSV, PDF or a payroll export file, ready for payroll.
Corrections and payroll prep — no hunting for slips
A forgotten clock-out and the month-end close are the two places time tracking usually creates work. Both have a fixed flow in PlanState.
Correction with an audit trail
Forgot to clock out? Submit the time afterwards. A manager approves it, and every change stays logged with a timestamp and the person behind it.
Change will be logged in a tamper-evident audit trail
Month-end close & export
At month end you review the report per person, approve it and hand it to payroll — as CSV, PDF or a payroll export file.
Mareike T.
Philipp N.Pick a format, then approve
A digital timesheet in three steps .
No hardware, no terminal on the wall, no training.
Invite your team
Add or import employees, send the invite. The app runs on any smartphone, and it works in the browser too.
Clock in with one tap
Clock-in, break, clock-out — one tap each. Optionally only at the workplace, if you enable the geofence.
Hours ready for payroll
Breaks and overtime are calculated, discrepancies visible. Export as CSV, PDF or a payroll export file.
Three details — captured automatically
Every clock-in and clock-out is captured, and the day's working time, breaks and overtime are calculated automatically.
Source: Working Time Regulations 1998 (regs 4, 10 and 12) and National Minimum Wage Regulations 2015 (reg 59).
Why analogue time tracking becomes a risk in 2026
There's no UK duty to log every worker's daily hours — but there is a duty to show you've paid at least the National Minimum Wage, and HMRC can go back six years. Since 6 April 2026 you also have to keep annual leave records for six years, and failing to keep them is a criminal offence, enforced by the new Fair Work Agency. A timesheet filled in days later isn't solid evidence; a record made the moment work starts is. And what's calculated automatically doesn't have to be argued about at month end.
Clocking in works differently everywhere
Care
Rotating shifts and handovers push the end of the day by minutes that add up by month end. PlanState records the actual time, and breaks and overtime are calculated automatically.
- Clock-in and clock-out captured on the ward via app
- Night and weekend premiums calculated automatically
Restaurants
The evening rarely ends on time, and casual staff come in for single shifts. They clock in on their own phone, and overtime lands straight in the overtime balance.
- Clock in and out right at the counter via app
- Breaks and overtime cleanly split per shift
Beauty & Wellness
Between appointments there's no time for paperwork, and breaks vary. One tap on the way in and out is enough — the break rule handles the rest.
- Working time captured per appointment and employee
- Overtime and extra hours shown transparently
Hotels
Reception, housekeeping and breakfast work to separate rhythms. Each department clocks in on mobile, and reports come sorted by cost centre.
- Clock in across departments, one time account per person
- Night and Sunday premiums calculated automatically
Retail & Fashion
Part-time and casual contracts mean everyone has different contracted hours. The planned-vs-actual view shows you early on who's over and who's under.
- Clock in at every store, evaluated centrally
- Extra hours and breaks captured correctly each day
Construction & Trades
Work happens where the project is — not in an office with a terminal. Clocking in happens on site, optionally only inside the geofence.
- Hours captured per site via mobile
- Travel time booked separately from working time
Other industries
Retail, trades or agency — your people clock in anywhere via app, breaks and overtime run automatically.
- Mobile time tracking for any industry
- Breaks and premiums calculated automatically
Is time tracking mandatory?
There's no UK duty to record every worker's daily hours. The Working Time Regulations 1998 ask only for records adequate to show you're inside the 48-hour average week and the night-work and young-worker limits — and reg 9(3) says explicitly that daily hours need not be recorded. The real pressure comes from elsewhere: HMRC can go back six years for the hours behind a National Minimum Wage check, and since 6 April 2026 annual leave records have to be kept for six years too.
Nothing dictates how you record it — the regulations let you keep records in whatever manner and format you reasonably think fit. Paper is allowed, but it's laborious and error-prone. Digital time tracking handles recording, calculation and documentation in one step — and stands up as evidence when it matters. So time-tracking software does two jobs at once: it gives you the hours evidence, and it replaces the month-end maths.
The mobile time clock needs no hardware. You arrive and tap to clock in; same for your break and the end of your shift. In the background, break times and overtime run straight into the overtime balance, and the planned-vs-actual view shows discrepancies before they turn into an argument. Setup takes about half an hour, once — after that, tracking just happens as you work.
Click "Calculate breaks & overtime"
What our customers say
Seven questions to ask every vendor
Whichever system you go for, these are the points where day-to-day use shows whether the time tracking holds up.
Does tracking run without hardware — smartphone and browser?
Are breaks and overtime calculated automatically?
Do corrections go through approval and an audit trail instead of overwriting?
Does it export in a format your payroll software or bureau can take?
Is the data held in EU data centres, and is there a UK GDPR data processing agreement?
Does the location check stay optional rather than forced?
What does it really cost — including setup and support?
PlanState answers yes to all seven questions.
Try it free →PlanState vs. "the usual way"
- Recorded the moment work startsRarely
- Breaks & overtime automaticNo
- Hardware requiredNo
- Tamper-evident correctionsNo
- Payroll exportRetype by hand
- CostNo licence cost, lots of time
- Recorded the moment work startsYes
- Breaks & overtime automaticYes
- Hardware requiredNo
- Tamper-evident correctionsYes
- Payroll exportCSV, PDF, payroll file
- Costfrom £4 / employee
Transparent from £4 per employee
What it costs
All prices exclude VAT, billed annually.
What you want to know
Common questions about time-tracking software, and our answers.
Not in the way you might expect. UK employers have to keep records adequate to show they're within the 48-hour average week and the night-work limits (Working Time Regulations 1998, reg 9) — and reg 9(3) says you need not record each worker's daily hours. What you do need is hours evidence for National Minimum Wage checks, which HMRC can go back six years on, and, since 6 April 2026, annual leave records kept for six years. Digital tracking is far easier to evidence than paper.
Time tracking is UK GDPR compliant when only the necessary data is collected, it's stored securely and a data processing agreement is in place. With PlanState your data is held in EU data centres, a data processing agreement is available on request, and the sub-processors we use are listed.
PlanState starts from £4 per employee per month billed annually, from 5 users, with no setup fee. All modules are included — time tracking is part of the platform, not an add-on.
Your team clocks in on their own smartphone or in the browser: clock-in, break and clock-out with a tap. No time clock on the wall, no swipe cards. If you like, clocking in can be limited to the workplace with a geofence.
Yes. Breaks are deducted by your rules, and extra hours go to the overtime balance. The planned-vs-actual view shows discrepancies straight away — no month-end maths.
Yes. You export the reviewed and approved hours per person, week or month — as CSV, PDF or a payroll export file, ready to hand to payroll or your accountant.