Each year, one NHS Trust in London went through a mountain of physical punch cards — literally. If stacked, the yearly consumption of time clock cards would have reached the height of Big Ben. Thousands of staff clocked in and out daily, and every single card had to be collected, sorted, and entered manually into the payroll system.
Beyond the environmental impact, the hidden costs were enormous. Manual handling created delays in payroll processing, consumed valuable administrative time, and required seven years of storage for audit and compliance purposes. Human error was also a constant challenge, with misplaced cards, incorrect data entry, and misread handwriting leading to frequent payroll discrepancies that required manual correction.
Today, that same Trust has completely redefined its timekeeping approach. By adopting ClockedIn.uk’s biometric time and attendance system, the Trust has replaced all paper cards with secure digital clock-ins. Staff now use biometric verification to record attendance quickly and accurately, removing the risk of duplicate or missing entries.
Seamlessly integrated with RLDatix Optima, ClockedIn ensures that each attendance event is automatically reflected within the rostering and payroll ecosystem. This alignment between front-line clocking and back-end workforce management eliminates manual data entry and drastically reduces payroll reconciliation time.
The results have been immediate and measurable:
Zero paper waste — saving both storage space and administrative hours.
Improved payroll accuracy, with human error virtually eliminated.
Automatic data flow from ClockedIn to RLDatix Optima, ensuring consistency across systems.
Faster reporting and compliance — all attendance records securely stored and instantly accessible for audit.
Enhanced employee experience, as staff no longer rely on outdated card systems.
This case marks a milestone in the NHS’s journey toward digital transformation. What once piled up to the height of Big Ben has now been reduced to a few clicks — accurate, secure, and future-ready.
ClockedIn.uk — powering workforce accuracy through biometric intelligence, fully connected with RLDatix Optima.
