With the rise of online work-from-home jobs and freelancing, our concept of a workplace is steadily changing. Today, our notion of a traditional workplace can differ from the rooms full of individual cubicles that we were used to. HubStaff, a software from a company of the same name established in the United States, offers its services for traditional, distant, or even entirely online workplaces.
An employee tracking software is used to track whether or not employees are keeping on with their responsibilities, in addition to screen and look out for unwanted or prohibited activity. Apart from monitoring behaviour, it can also be used to manage any sort of workplace and make it more productive.
Monitor Productivity and Improve Coordination with HubStaff Hubstaff How to Track Time
HubStaff includes the features that you would expect from an employee tracking software such as:
Online Activity Monitoring:
We all know full well that social media kills productivity. All too frequently, a few swipes on any social media app will end up consuming hours of our time, even at work. Assessing on important notifications from time to time is acceptable, but it is 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 take note of the sites (and even the url of the exact page) that employees see during work hours, in addition to the time they spend on it. Traffic from applications may also be tracked and the time spent on them can also be listed.
The information is displayed neatly, and supervisors can see the page name of the visited pages, the url, and the time spent, all in one glance. They can also visit the links displayed to verify if workers really are letting time slide on sites unrelated to work.
Monitoring individual displays is too much of a hassle and can be very awkward if done personally. But then, it’s crucial for when a remote workplace setup is in order where it is impossible to manage 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. If this sounds too much of an invasion of privacy, then it can be set to have the screenshots be partly blurred. This way, managers can determine if workers are working in their desks instead of playing games or watching movies, without exposing potential sensitive information.
It should be noted that workers would understand that this feature is activated on their screens. Employees would also be able to look at the screenshots taken from their displays just so that 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 displays 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 measure 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 busy to the overall time spent working. HubStaff considers a productivity rate of at least 60% as a good sign. Productivity rates of less than 60% may indicate that a worker 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 every member of the group. In 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 Hubstaff How to Track Time
Working overtime is also becoming more of a norm, even so in countries such as Japan where it is an unofficial standard. Reasons can range from employees wanting to complete their tasks early, catch up on projects, and some are just workaholics who wish to be running as much as you can.
However, it has been proven that too much work could be harmful as creativity and productivity declines without enough rest. There’s a great reason why there is a regular 8 hours of work every day.
HubStaff can help managers track if employees are working too much hours per week. They can set the maximum time every week that workers can stay logged on for work. After the maximum time has been reached, then the time tracking 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 Workers
Managers working with remote teams might find it tough to communicate and coordinate the team. Some employees might 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 one 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 utilized. With this, managers and team leaders can track the location of their 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 quick meetings.
As this requires employees to install HubStaff on their phones, this may be seen as too intrusive of a tool. However, same as the principles on iOS and Android applications, employees will know exactly when their locations are being monitored.
Project Progress Monitoring
HubStaff lets the entire team report on the progress of their tasks. HubStaff can then use this to offer a report on the status of every 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 Hubstaff How to Track Time
Besides 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 action of the day for each employee.
Managers can also pause the machine manually for breaks.
With HubStaff, maintaining a list of working hours and wages is also made simpler. 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. Money transfers for payroll can even be automatically set to weekly, monthly, or on a set interval.
Job Tracking for Customers Hubstaff How to Track Time
Being transparent to clients is key for establishing trust for your company. HubStaff makes it easy to communicate with customers, in addition to assure them that things are going as agreed upon.
HubStaff makes it easy for clients to have 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 phases of the project, as well as the completed and pending tasks.
Third party Applications Integration
HubStaff can integrate well with other project tracking tools including but not limited to Asana and Trello. This is good news for business owners who are already using other project management applications.
You might be wondering if using HubStaff to handle employees can be counterproductive as it may make a feeling of distrust between managers and team members. To ease your mind, you can be sure that HubStaff lets the whole team know of the entire monitoring system. Employees can be sure that their actions are monitored only during work hours, and precisely how they’re being tracked.
However, as a business owner or manager, it is your responsibility 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 monitoring system.
To put it simply, HubStaff is a tracking system rather than a surveillance system. Employees can be certain that only the cases of the 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 workers 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 related to payroll management. The enterprise feature comprises fleet tracking 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 programs will be slashed down to $5, 8$, and $16, respectively.
Verdict Hubstaff How to Track Time
You can be sure that HubStaff can flawlessly do the job that it promises to do. The user interface is clean and intuitive, and is not at all confusing, requiring only minimal orientation for employees not knowledgeable about the software.
However, it must be stated that not all businesses might benefit fully from using HubStaff. HubStaff is specially suited to modern desk tasks, and for projects where staff members use computers for most of their time. Take jobs that require a whole lot of reading for example, where employees might seem 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 fact
Business owners should also not completely depend on the information that HubStaff collects to determine if their employees are being productive or not. HubStaff is merely a project management software using features and tools that will allow you to gauge the performance of employees and other members of the group. This is certainly not 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 Hubstaff How to Track Time
Q: Where do the screenshots go?
A: HubStaff stores the screenshots and other data using Amazon AWS.
Q: Is there a maximum number of team members who can use HubStaff?
A: The paid plans have a minimum of 2 users and limit of 350 users.
Q: Is implementing HubStaff in companies completely legal?
A: HubStaff has complete legal permissions for use, and resources regarding them are available on their website. However, these are just based on United States laws. It is best to consult with a lawyer for international users.
Q: Can employees choose when they’re being monitored?
A: Yes, employees can manually start and end HubStaff monitoring and have it run in the background. HubStaff does not collect any data once monitoring ends.