With the rise of online work-from-home jobs and freelancing, our concept of a workplace is steadily changing. Today, our concept of a conventional workplace can be different from the rooms full of 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 conventional, remote, or even entirely online workplaces.
An employee tracking software is used to monitor whether or not employees are keeping on with their responsibilities, in addition to screen and be aware of unwanted or prohibited activity. Apart from monitoring behavior, it may also be used to handle any sort of workplace and make it more productive.
Monitor Productivity and Improve Coordination with HubStaff Hubstaff Insightly Zapier
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 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 supervisors know when it is becoming a problem. HubStaff can help track if workers use too much social media and other programs that hamper productivity.
HubStaff can pay attention to the sites (and even the url of the specific page) that workers visit during work hours, in addition to the time they spend on it. Traffic from applications can also be tracked and the time spent on them is also listed.
The data is displayed neatly, and managers can see the page title of the visited webpages, the url, and the time spent, all in a single glance. They can also go to the links displayed to confirm if workers really are letting time slide on websites unrelated to work.
Tracking individual screens is too much of a hassle and can be very 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 can enable managers to take screenshots of the employees’ screens at a customizable time interval, 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. This way, managers can determine if employees are working in their desks rather than playing games or watching movies, without exposing potential sensitive information.
It must be noted that workers would understand 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 ensured that this feature is implemented only for reasons related to work.
That said, this still has an effect on the behavior of employees as knowing that their screens are tracked 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 measure of employee activity. HubStaff can detect keyboard strokes and mouse interaction and discover times of inactivity where none of those instances are found.
HubStaff can then compare the total time where the mouse or keyboard is active 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% may indicate that a worker is taking too much time on the desk doing nothing, or if an employee is doing too slowly.
The dashboard for this tool displays the productivity rate of each 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 Insightly Zapier
Working overtime is also becoming more of a norm, even so in countries like Japan where it is an unofficial standard. Reasons can vary from employees wanting to finish their tasks early, catch up on jobs, and some are just workaholics who want to be working as much as you can.
However, it’s been proven that too much work could be harmful as productivity and creativity declines without enough rest. There is a great reason why there is a standard 8 hours of work every day.
HubStaff can help managers track if workers are working too much hours per week. They can set the maximum time each week which employees 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 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 Employees
Managers working with remote teams may find it tough to communicate and coordinate the team. Some employees may be leaping from place to place for work, and even be operating from cafes or other workstations.
Setting up unplanned meetings can be difficult 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 smartphones 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 locations and how long is spent on each location. From these data, managers can determine the best time to do quick meetings.
As this needs employees to install HubStaff in their phones, this can be seen as too intrusive of a tool. However, same as the rules on iOS and Android programs, 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 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 the completed and uncompleted tasks. The dashboard also displays whether employees are online.
Payroll, Timesheets, and other Miscellaneous Features Hubstaff Insightly Zapier
Aside from 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 function as a digital check-in and check-out mechanism for companies. And, better than traditional systems where timesheets can be cheated, the HubStaff timesheet tool can capture the first keyboard stroke or mouse activity of the day for each employee.
Managers can also pause the system manually for breaks.
With HubStaff, keeping a list of working hours and salaries 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 simple. Cash transfers for payroll can even be automatically set to weekly, monthly, or on a set period.
Project Tracking for Clients Hubstaff Insightly Zapier
Being transparent to clients is key for establishing trust for your company. HubStaff makes it easy to communicate with clients, in addition to assure them that things are moving as agreed upon.
HubStaff makes it easy for clients to take a peek into the progress of jobs. This can be simply accomplished by adding clients into the members tab. From there, they could see the phases of the project, as well as the pending and completed tasks.
Third party Software 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 may be asking yourself if using HubStaff to manage employees can be counterproductive as it might make a feeling of distrust between managers and team members. To ease your mind, you can be certain that HubStaff lets the whole team know of the whole monitoring system. Employees can be sure that their activities are monitored only during work hours, and precisely how they’re being monitored.
However, as a business owner or manager, it is your responsibility to let your workers know beforehand that your workplace will be implementing HubStaff. Also, 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 and not a surveillance system. Employees can be sure that only the instances of the keystrokes and mouse actions are recorded, rather than the actual keystroke that they register. HubStaff won’t let managers and admins know just what 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.
Just the Premium and Enterprise plans unlock features associated with payroll administration. The enterprise feature comprises fleet tracking and even a concierge account.
For those 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 Hubstaff Insightly Zapier
You can be sure that HubStaff can flawlessly perform the job that it promises to do. The user interface is clean and intuitive, and isn’t at all confusing, requiring only minimal orientation for employees not familiar with the software.
However, it has to be said that not all companies might benefit fully from utilizing HubStaff. HubStaff is especially suited to contemporary desk tasks, and for projects where staff members use computers for the majority of their time. Take jobs that take 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 at the top of a reading assignment in reality
Business owners should also not completely depend on the information that HubStaff collects to ascertain whether their employees are being productive or not. HubStaff is simply a project management software using features and tools that can help you gauge the performance of workers and other members of the group. This is certainly not 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 Hubstaff Insightly Zapier
Q: Where do the screenshots go?
A: HubStaff shops the screenshots and other information using Amazon AWS.
Q: Is there a maximum number of group members who may use HubStaff?
A: The paid programs have a minimum of two 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 are available on their site. However, these are only based on United States laws. It’s wise to consult with a lawyer for international users.
Q: Can employees choose when they’re being monitored?
A: Yes, employees can manually start and finish HubStaff tracking and have it run in the background. HubStaff doesn’t collect any data once tracking ends.