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 differ from the rooms filled with individual cubicles that we were used to. HubStaff, a software from a company of the same name based in the United States, offers its services for traditional, remote, or even entirely online workplaces.
An employee monitoring software is used to monitor whether or not employees are keeping on with their duties, in addition to screen and be aware of unwanted or prohibited activity. Apart from monitoring behaviour, it can also be used to handle any type of workplace and make it more productive.
Monitor Productivity and Improve Coordination with HubStaff Freshdesk and 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 networking app will end up consuming hours of our time, even in the workplace. Checking up on important notifications from time to time is acceptable, but it’s helpful if managers know when it’s becoming a problem. HubStaff can help monitor if workers use too much social media and other applications that hamper productivity.
HubStaff can take note of the sites (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 them can also be listed.
The data is displayed neatly, and supervisors can see the page name of the visited webpages, the url, and the time spent, all in one glance. They can also visit the links displayed to confirm if employees really are allowing time slide on sites unrelated to work.
Tracking individual displays is too much of a hassle and can be quite awkward if done personally. But then, it is crucial for when a remote workplace setup is in order where it’s impossible to manage employees in person.
HubStaff has a feature that could enable managers to take screenshots of the employees’ screens at a customizable time interval, with 10 minutes as the default. If this sounds too much of an invasion of privacy, then it can be set to have the screenshots be partially blurred. In this way, managers can determine if employees are working on their desks rather than playing games or watching movies, without exposing potential sensitive information.
It should be noted that workers would know that this feature is activated on their displays. Employees would also be able to look at the screenshots taken from their screens just so they’ll be assured that this feature is implemented only for reasons related to work.
That said, this still has an influence on the behaviour of employees as knowing that their screens are tracked is enough of a reason for them to perform 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 worker activity. HubStaff can detect keyboard strokes and mouse interaction and discover times of inactivity where none of these instances are found.
HubStaff can then compare the overall time where the mouse or keyboard is busy to the overall time spent working. HubStaff believes a productivity rate of at least 60% as a great sign. Productivity rates of less than 60% can indicate 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 displays the productivity rate of each member of the group. This way, the tool can also be used to see how many members of this team are working on a project at a given time.
Work Limit Monitoring Freshdesk and Hubstaff
Working overtime is also becoming more of a standard, even so in countries such as Japan where it is an unofficial standard. Reasons can range from employees wanting to complete their jobs early, catch up on jobs, and some are only workaholics who wish to be running as much as possible.
However, it has been demonstrated that too much work could be harmful as creativity and productivity declines without enough rest. There’s a great reason why there’s a standard 8 hours of work each day.
HubStaff can help managers monitor if workers are working too much hours per week. They could set the maximum time each week which employees can stay logged on for work. After the maximum time has been reached, then the time monitoring tool stops. This way, workaholic tendencies are suppressed, and that employees will not be given the incentive to put in too much time to work and sacrifice rest and personal time.
Monitor the Location of Employees
Managers working with remote teams may find it tough to communicate and coordinate the team. Some employees might be jumping from place to place for work, and also be working from cafes or other workstations.
Setting up unplanned meetings can be hard if employees are commuting from 1 place to another, or if they’re doing field work.
Members of the team can install HubStaff on their telephones so that the employee place 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 exactly when their places are being tracked.
Project Progress Monitoring
HubStaff lets the entire team report on the progress of their tasks. HubStaff can then use this to provide a report on the status of each project 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 displays whether employees are online.
Payroll, Timesheets, and other Miscellaneous Features Freshdesk and Hubstaff
Aside from monitoring employee productivity, HubStaff can also make it easier for managers and admins to manage payrolls and manage accounts.
Timesheet and Payroll Management
HubStaff can function as 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 first keyboard stroke or mouse activity of the day for each employee.
Managers can also pause the system manually for breaks.
With HubStaff, maintaining a list of working hours and salaries is also made easier. HubStaff’s citizenship handling tool can determine each employee’s payout based 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.
Job Tracking for Clients Freshdesk and Hubstaff
Being transparent to clients is key for establishing trust for your business. HubStaff makes it easy to communicate with customers, as well as assure them that things are moving as agreed upon.
HubStaff makes it simple for clients to take a peek into the progress of projects. This can be simply done by including clients into the members tab. From there, they can see the stages of the project, as well as the pending and completed tasks.
Third party Applications Integration
HubStaff can integrate well with other project tracking tools such as but not limited to Asana and Trello. This is good news for business owners that are already using other project management applications.
You might be wondering if using HubStaff to handle employees can be counterproductive since it may make a feeling of distrust between managers and staff members. To ease your mind, you can be sure that HubStaff lets the entire team know of the whole monitoring system. Employees can make certain that their actions are monitored only during work hours, and precisely how they are being monitored.
However, as a business owner or manager, it’s your duty to let your employees know beforehand that your workplace 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 sure that only the instances of their keystrokes and mouse activity are recorded, and not the actual keystroke that they register. HubStaff won’t let managers and admins know what exactly their employees are typing.
HubStaff has three paid programs that charge a fixed price per user per month. The Basic plan costs $10, while the Premium and Enterprise plans cost $10 and $20 respectively.
Only the Premium and Enterprise plans unlock attributes associated with payroll management. The enterprise feature includes fleet tracking and even a concierge accounts.
For those people who are ready to pay on an annual basis, then the price per person per month of the paid plans will be slashed down to $5, 8$, and $16, respectively.
Verdict Freshdesk and Hubstaff
You can be certain that HubStaff can flawlessly do the job that it claims to do. The user interface is clean and intuitive, and isn’t at all confusing, requiring only minimal orientation for employees not knowledgeable about the software.
However, it has to be said that not all companies might benefit fully from utilizing HubStaff. HubStaff is specially suited to modern desk jobs, and for projects where team members use computers for the majority of their time. Take jobs that require a lot of reading for instance, where employees might appear to be inactive based on computer interaction. The software might say that they are inactive, but they just might be on top of a reading assignment in reality
Business owners should also not completely depend on the data that HubStaff collects to ascertain whether their employees are being productive or not. HubStaff is simply 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 workplace manager.
All the same, HubStaff collects data seamlessly, and we all know that data helps you run your business effectively.
FAQ Freshdesk and Hubstaff
Q: Where do the screenshots go?
A: HubStaff shops the screenshots and other data using Amazon AWS.
Q: Is there a maximum number of group members that can use HubStaff?
A: The paid plans have a minimum of 2 users and limit of 350 users.
Q: Why is implementing HubStaff in businesses completely legal?
A: HubStaff has complete legal permissions for use, and resources regarding them can be found on their website. However, these are just based on United States laws. It’s wise to consult with a lawyer for international users.
Q: Can employees choose when they’re being tracked?
A: Yes, employees can manually start and end HubStaff tracking and have it run in the background. HubStaff does not collect any data once tracking ends.