How to Create an RFP for a Comprehensive Time and Attendance System

So your school district is finally ready to ditch paper and spreadsheets for tracking hourly employees’ time — great! Now what?

You need to figure out exactly what you’re looking for in a time and attendance system, so you can select the right partner and the right solution for your district's needs. Most K-12 organizations focus initially on the time tracking software that will need to integrate with their payroll system. That’s essential, but it’s only half the equation. How time is captured (e.g. the employee experience) will make or break the rollout and employee adoption of your new system — failure to identify the right time capture technology has crippled more time tracking projects than you’d think. Crafting a list of key software and hardware requirements is crucial, and depending on your district or state requirements, you may even be required to put it out for bid. Even if you’re not required to publish an RFP, documenting exactly what you’re looking for in vendors and systems is key.

At Touchpoint Industries, we’ve worked with hundreds of districts that needed both time tracking software and reliable time collection hardware. Based on those partnerships, we’ve created the following guide to help you ask the right questions and attract the best-fit solutions. Use this RFP template to save time, reduce vendor confusion, and ultimately select a system that meets the unique needs of your schools, staff, and support teams.

First, draft a concise introduction that clearly states what the district is seeking:

1. Introduction

[District Name] is soliciting proposals for a comprehensive Time and Attendance system to support accurate, efficient employee time tracking and attendance management across all district locations.

The ideal end-to-end solution will include both:

• A cloud-based time tracking software system for administrative management, reporting, and payroll integration.
  
  
• Physical time collection hardware (e.g., SmartClocks) to enable secure, fast, and reliable employee punch-in/punch-out capabilities across multiple sites.
  
  

Our goal is to modernize time collection, eliminate manual errors, improve payroll accuracy, and enhance overall workforce accountability, while ensuring ease of use and a positive user experience for staff.

Next, outline the Scope of Work (SOW), with detailed bullets describing the non-negotiable requirements for your new system:

2. Scope of Work

The selected vendor(s) must provide:

A. Software Requirements

• Cloud-based time tracking system accessible via web and mobile devices.
  
  
• Seamless integration with our current payroll [system name] and HR systems [system name].
  
  
• Configurable scheduling, leave tracking, and absence management.
  
  
• Real-time punch visibility and reporting dashboards.
  
  
• Supervisor review and approval workflows.
  
  
• Automated exception reporting and alerts.
  
  
• Support for multiple work sites, departments, and job types.
  
  
• ADA-compliant interfaces.
  
  
• Role-based access and robust data security protocols.
  
  
• Full compliance with applicable labor laws and union agreements.
  
  
• US-based support services (phone, email, online).
  
  

B. Hardware Requirements

• Durable, tamper-resistant time collection devices.
  
  
• Support for both badge scanning and PIN entry.
  
  
• User photo capture at punch (without biometric data storage) to discourage buddy punching.
  
  
• Store punches locally during network outages and sync automatically when reconnected.
  
  
• Easy installation, low ongoing maintenance requirements.
  
  
• Backward and forward compatibility for system longevity.
  
  
• US-based support for remote management, device updates, and troubleshooting.
  
  
• Future-ready hardware capable of enabling new features (e.g., photo capture) with minimal upgrades.

What will be the key differentiating features and capabilities of the end-to-end solution you’re looking for?

3. Key Features Preferred

Proposals that meet the following additional criteria will be strongly favored:

• Photo Verification without Biometric Data: A solution that uses timestamped punch photos for security without collecting biometric information, avoiding complex legal and compliance issues.
  
  
• Cost Efficiency: Technology that offers high accuracy comparable to biometrics without the high associated costs.
  
  
• Seamless End-to-End Solution: Demonstrated tight integration between time collection hardware and the software platform, providing a unified user experience.
  
  
• Ease of Expansion: Ability to easily add new hardware or software modules without full system replacement.
  
  
• Proven K-12 Experience: References from school districts similar in size and complexity to [District Name].
  
  
• High Customer Satisfaction Ratings: Evidence of strong customer support, implementation success, and client retention.

That’s the hard part! After the Intro, SOW, and Key Features sections, you can use your standard district verbiage for the formal bid process.

Creating the right RFP isn’t just a paperwork exercise — it’s a chance to shape a smarter, more reliable future for your district’s payroll and operations. A clear and comprehensive RFP will bring better vendors to the table and help you avoid surprises during implementation.

If you're ready to modernize your time and attendance process, Touchpoint SmartClocks and our integrated software partners are here for you. We specialize in making time collection simple, accurate, and scalable for schools just like yours.

It’s about time, isn’t it?

Want help reviewing or customizing your RFP? Contact us and we’d be happy to assist.