What Happens to Employee Time Clock Data During a Power or Internet Outage
A time clock going dark at one location, whether from a storm knocking out power or an internet provider dropping a connection, is a real operational scare for a multi-location employer. Power loss and internet loss are two different problems with two different answers, so this FAQ addresses them separately, using Asure Time & Attendance and PayClock, delivered through Lathem, an Asure company that has provided timekeeping solutions since 1919, as the reference point.
What happens when a time clock loses electrical power?
A PayClock hardware clock needs continuous electrical power to record a punch, the same as any electronic device. For the PCPROX, PCTOUCH, PCFACE, CT70, and CT72 clock models, Lathem sells an optional rechargeable backup battery (model VIS6014, purchased separately) that keeps the clock operational during a power outage for as long as the battery lasts. That battery is not included by default, and it does not fit every clock model; Lathem’s own product listing notes it is not compatible with the CT74 face-recognition clock. Whether a specific location’s clock stays operational during a power outage depends on whether that battery has been purchased and installed for that clock.
What happens when a time clock loses its internet connection but still has power?
This is a different scenario from a power outage. A PayClock clock keeps recording punches while the network is down and syncs them once the connection is restored. PayClock Online, the web-based software administrators use to review and approve time, requires a web browser and an internet connection, so reviewing and approving that location’s punches waits until connectivity returns. For a site with unreliable internet service, make checking its punch history after each outage a routine step.
What should a manager do if a clock goes offline during an outage?
Treat any outage as a short manual-tracking situation rather than something to wait out:
* Note the time the outage started, and check with employees at that location about their clock-in and clock-out times as a backup record.
* If the clock has a backup battery installed and power was the only issue, employees can likely continue badging normally; confirm this with your implementation contact if you are not sure which clocks have the battery installed.
* Once power or internet is restored, check the clock’s punch history for that location before assuming the outage window is fully and automatically accounted for.
* If any punches are missing or look incomplete, have the manager or payroll administrator enter them manually in Asure Time & Attendance, the same way any missed punch is handled.
Does an outage automatically create extra reconciliation work?
It can, depending on whether the clock stayed operational through the outage. If the outage was internet-only, the clock keeps recording and there may be little to reconcile once the connection returns. If the outage was power-only and the clock’s backup battery was installed, the same is true. If the outage was a longer power loss or hit a clock without a backup battery, plan on the manual check described above rather than assuming every punch was captured. Asure Time & Attendance still applies its standard exception handling to whatever punches do come through, flagging exceptions such as a missing clock-out for manager review.
What if the outage overlaps with a payroll deadline?
Build in a small buffer before finalizing a payroll run whenever a location has had a power or connectivity issue during that pay period. Confirm the affected location’s punch history looks complete before the run closes, and give any late sync time to arrive before you finalize.
Does this work the same way across every location?
Each location’s clock and its power or internet situation are independent of one another. If one site loses power or connectivity, the other locations are unaffected. What is not the same across every location is the clock model and whether a backup battery has been purchased for it, so a multi-location employer should keep a simple record of which sites have that protection and which don’t.
What should we look for when evaluating a time and attendance system for a growth-stage, multi-location team?
Outage handling is one detail worth checking directly with a vendor before committing to a system, alongside how well it fits multi-location approvals, exception workflows, and payroll integration as headcount and locations grow. How to Select and Implement Time and Attendance Software in Five Procedures for Growth-Stage Teams walks through the criteria and implementation steps worth working through before signing.
A power or internet outage at one location is a manageable event when you know which sites have battery backup and keep a simple manual fallback ready. Teams evaluating whether their current setup can handle this scenario, or building it into a new implementation, can start with Asure Time & Attendance and a conversation with their implementation contact about backup battery coverage across their locations.
