With the rise of online work-from-home jobs and freelancing, our concept of a workplace is steadily changing. Now, our notion of a conventional workplace can be different from the rooms filled with individual cubicles that we were used to. HubStaff, a software from a firm of the same name established in the United States, offers its services for conventional, distant, or even entirely online offices.
An employee monitoring software is used to track whether or not employees are keeping on with their duties, in addition to screen and be aware of unwanted or prohibited activity. Aside from monitoring behavior, it may also be used to manage any sort of workplace and make it more productive.
Monitor Productivity and Improve Coordination with HubStaff Can You Legally Ask Contractors to Use Hubstaff
HubStaff includes the features that you would expect from an employee monitoring software such as:
Online Activity Monitoring:
All of us know full well that social media kills productivity. All too often, a few swipes on any social media app is going to end up consuming hours of our time, even at work. Assessing on important notifications from time to time is acceptable, but it’s helpful if managers know when it is becoming a problem. HubStaff can help monitor if employees use too much social media and other applications that hamper productivity.
HubStaff can pay attention to the websites (and even the url of the exact page) that workers visit during work hours, in addition to the time they spend on it. Traffic from applications may also be monitored and the time spent on these can also be recorded.
The data is displayed neatly, and supervisors can see the page title of the visited pages, the url, and the time spent, all in a single glance. They can also visit the links displayed to confirm if workers really are allowing time slide on websites unrelated to work.
Monitoring individual screens is too much of a hassle and can be very awkward if done personally. But then, it is necessary for when a remote workplace setup is in order where it is impossible to handle employees in person.
HubStaff has a feature that could enable managers to take screenshots of their employees’ screens at a customizable time period, with 10 minutes as the default option. If this sounds too much of an invasion of privacy, then it could be set to have the screenshots be partially blurred. In this way, managers can determine if employees are working on their desks instead of playing games or watching movies, without exposing possible sensitive information.
It must be noted that employees would understand that this feature is activated on their displays. Employees would also be able to look at the screenshots taken from their displays just so that they’ll be ensured that this feature is implemented just for reasons related to work.
That said, this still has an influence on the behavior of employees as knowing that their displays are monitored is enough of a reason for them to execute their tasks.
Monitor Activity on Computer Peripheral Devices
In standard office setups, the sound of keyboard strokes and mouse clicks can be enough of a step of employee activity. HubStaff can detect keyboard strokes and mouse interaction and detect times of inactivity where none of those instances are present.
HubStaff can then compare the overall time in which the mouse or keyboard is active to the total time spent working. HubStaff considers a productivity rate of at least 60% as a great sign. Productivity rates of less than 60% can mean that an employee is taking too much time on the desk doing nothing, or if a worker is doing too slowly.
The dashboard for this tool shows the productivity rate of each member of the team. This way, the tool can also be used to see how many members of the team are working on a project at a specified time.
Work Limit Monitoring Can You Legally Ask Contractors to Use Hubstaff
Working overtime is also becoming more of a standard, even so in countries such as Japan where it’s an unofficial standard. Reasons can vary from employees wanting to finish their jobs early, catch up on jobs, and some are just workaholics who wish to be working as much as possible.
However, it’s been demonstrated that too much work could be harmful as productivity and creativity declines without enough rest. There’s a good reason why there is a standard 8 hours of work every day.
HubStaff can help managers track if employees are working too much hours per week. They could set the maximum time each week that workers can stay logged on for work. Following the maximum time has been reached, then the time monitoring tool stops. This way, workaholic tendencies are suppressed, and that workers won’t be given the incentive to put in too much time to work and sacrifice rest and personal time.
Monitor the Location of Workers
Managers working with remote teams may find it hard to communicate and coordinate the team. Some employees may be leaping from place to place for work, and even be working from cafes or other workstations.
Setting up unplanned meetings can be difficult if workers are commuting from 1 place to another, or if they are doing field work.
Members of the group can install HubStaff on their telephones so that the employee location monitoring feature can be used. With this, supervisors and team leaders can monitor the location of the members during work hours.
HubStaff can display how much time employees spend on commuting between places and how much time is spent on each location. From these data, managers can determine the best time to do rapid meetings.
As this requires employees to install HubStaff on their phones, this may be seen as overly intrusive of a tool. But same as the principles on iOS and Android applications, employees will know precisely when their locations are being tracked.
Project Progress Monitoring
HubStaff lets the entire group report on the progress of their tasks. HubStaff can then use this to offer a report on the status of every job on a weekly basis. On the staff dashboard, managers can see each individual employee’s working hours and a summary of their completed and uncompleted tasks. The dashboard also shows whether workers are online.
Payroll, Timesheets, and other Miscellaneous Features Can You Legally Ask Contractors to Use Hubstaff
Besides monitoring employee productivity, HubStaff can also make it easier for managers and admins to handle payrolls and manage accounts.
Timesheet and Payroll Management
HubStaff can be a digital check-in and check-out mechanism for businesses. And, better than traditional systems where timesheets can be cheated, the HubStaff timesheet tool can record the very first keyboard stroke or mouse action of the day for each worker.
Managers can also pause the machine manually for breaks.
With HubStaff, keeping a record of working hours and wages is also made simpler. HubStaff’s payroll managing tool can determine each employee’s payout depending on the hours logged for them. By linking their paypal accounts with HubStaff, then payment transfers are made easy. Cash transfers for payroll can even be automatically set to weekly, monthly, or on a set interval.
Project Tracking for Clients Can You Legally Ask Contractors to Use Hubstaff
Being transparent to customers is key for establishing trust for your business. HubStaff makes it easy to communicate with clients, in addition to assure them that things are going as agreed upon.
HubStaff makes it easy for clients to take a peek into the progress of projects. This can be simply accomplished by including clients into the members tab. From there, they could see the phases of the project, as well as the completed and pending tasks.
Third party Applications Integration
HubStaff can integrate well with other project monitoring tools including but not limited to Asana and Trello. This is great news for business owners that are already using other project management software.
You might be wondering if using HubStaff to handle employees can be counterproductive as it might make an atmosphere of distrust between managers and staff members. To ease your mind, you can be certain that HubStaff lets the entire team know of the whole monitoring system. Employees can be sure that their actions are monitored only during work hours, and exactly how they’re being monitored.
However, as a company owner or manager, it is your duty to let your workers know beforehand that your office will be implementing HubStaff. Additionally, HubStaff should only be installed on the devices necessary for work where it would make sense to have implement a tracking system.
To put it simply, HubStaff is a tracking system and not a surveillance system. Employees can be certain that only the instances of their keystrokes and mouse actions are listed, rather than the actual keystroke that they register. HubStaff won’t let managers and admins know what exactly their workers are typing.
HubStaff has three paid programs that charge a fixed price per user per month. The Basic plan costs $7, while the Premium and Enterprise plans cost $10 and $20 respectively.
Only the Premium and Enterprise plans unlock attributes related to payroll management. The enterprise feature includes fleet monitoring and even a concierge accounts.
For those who are willing to pay on an annual basis, then the price per person per month of their paid plans will be slashed down to $5, 8$, and $16, respectively.
Verdict Can You Legally Ask Contractors to Use Hubstaff
You can be sure that HubStaff can flawlessly perform the job that it promises to do. The user interface is intuitive and clean, and is not at all confusing, requiring only minimal orientation for workers not familiar with the software.
However, it has to be stated that not all companies might benefit fully from using HubStaff. HubStaff is especially suited to contemporary desk jobs, and for projects where team members use computers for the majority of their time. Take jobs that require a whole lot of reading for instance, where employees might seem to be inactive based on computer interaction. The software might say that they are inactive, but they just might be at the top of a reading assignment in fact
Business owners should also not completely depend on the data that HubStaff collects to determine whether their employees are being productive or not. HubStaff is merely a project management software with tools and features that will help you gauge the performance of employees and other members of the team. This is in no way a virtual or artificial intelligence office manager.
All the same, HubStaff collects data seamlessly, and we all know that data helps you run your business effectively.
FAQ Can You Legally Ask Contractors to Use Hubstaff
Q: Where do the screenshots go?
A: HubStaff stores the screenshots and other information using Amazon AWS.
Q: Is there a maximum number of team members that may use HubStaff?
A: The paid plans have a minimum of 2 users and limit of 350 users.
Q: Why is implementing HubStaff in companies completely legal?
A: HubStaff has complete legal permissions for use, and resources regarding them can be found on their site. But these are just based on United States laws. It is wise to consult with a lawyer for international users.
Q: Can employees choose when they are being tracked?
A: Yes, employees can manually start and finish HubStaff tracking and have it run in the background. HubStaff does not collect any data once tracking ends.