With the rise of online work-from-home jobs and freelancing, our notion of a workplace is steadily changing. Now, our concept 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 traditional, remote, or even completely online workplaces.
An employee monitoring software is used to monitor whether or not employees are keeping on with their responsibilities, as well as screen and look out for unwanted or prohibited activity. Aside from monitoring behaviour, it can also be used to handle any sort of workplace and make it more productive.
Monitor Productivity and Improve Coordination with HubStaff Hubstaff Quickstart Guide
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’s helpful if supervisors know when it’s becoming a problem. HubStaff can help monitor if workers use an excessive amount of social media and other programs that hamper productivity.
HubStaff can pay attention to the websites (and even the url of the specific page) that workers see 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 recorded.
The data is displayed neatly, and managers can see the page title of the visited pages, 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 allowing 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 is 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 interval, with 10 minutes as the default option. If it sounds too much of an invasion of privacy, then it can be set to have the screenshots be partially blurred. This way, managers can determine if workers are working in their desks rather than 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 screens. Employees would also be able to view the screenshots taken from their displays just so that they’ll be assured that this feature is implemented just for reasons related to work.
With that said, this still has an effect on the behaviour 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 measure of worker 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 total time in which the mouse or keyboard is busy to the total time spent working. HubStaff believes a productivity rate of at least 60% as a great sign. Productivity rates of less than 60% may mean that an employee is taking too much time on the desk doing nothing, or if an employee is doing too slowly.
The dashboard for this tool shows 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 Quickstart Guide
Working overtime is also becoming more of a standard, even so in countries like Japan where it is an unofficial standard. Reasons can vary from employees wanting to complete their jobs early, catch up on projects, and some are only workaholics who want to be working as much as you can.
However, it has been proven that too much work can be harmful as productivity and creativity declines without enough rest. There is a great reason why there’s a standard 8 hours of work each day.
HubStaff can help managers track if workers are working a lot of hours per week. They can set the maximum time each week that employees can stay logged on for work. Following the maximum time has been reached, then the time tracking tool stops. In this manner, 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 might find it tough to communicate and organize the team. Some employees may be leaping from place to place for work, and also be working from cafes or other workstations.
Setting up unplanned meetings can be hard if workers are commuting from 1 place to another, or if they are doing field work.
Members of the team can install HubStaff on their telephones so that the employee location monitoring feature can be used. With this, supervisors and team leaders can track the location of the members during work hours.
HubStaff can display how much time employees spend on commuting between places 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. But same as the rules on iOS and Android programs, employees will know precisely when their locations are being monitored.
Project Progress Monitoring
HubStaff lets the whole team report on the progress of their tasks. HubStaff can then use this to provide a report on the status of every project on a weekly basis. On the team dashboard, managers can view each individual employee’s working hours and a summary of the completed and uncompleted tasks. The dashboard also shows whether employees are online.
Payroll, Timesheets, and other Miscellaneous Features Hubstaff Quickstart Guide
Aside from tracking employee productivity, HubStaff can also make it easier for managers and admins to manage 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 capture the very 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 wages is also made easier. HubStaff’s citizenship handling 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. Money transfers for payroll can even be automatically set to weekly, monthly, or on a set period.
Project Tracking for Clients Hubstaff Quickstart Guide
Being transparent to customers is key for establishing trust for your business. 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 take a peek into the progress of jobs. This can be simply accomplished by including clients into the members tab. From there, they could see the phases of the project, in addition to the completed and pending tasks.
Third party Software Integration
HubStaff can integrate nicely with other project tracking tools including but not limited to Asana and Trello. This is great news for business owners who are already using other project management software.
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 entire team know of the whole monitoring system. Employees can be sure that their activities are monitored only during work hours, and exactly how they’re being tracked.
However, as a company owner or manager, it is your duty to let your employees 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 monitoring system.
To put it simply, HubStaff is a monitoring system and not a surveillance system. Employees can be sure that only the cases of their keystrokes and mouse actions are listed, rather than the actual keystroke that they register. HubStaff will not let managers and admins know what exactly their employees are typing.
HubStaff has three paid plans 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 features related to payroll administration. The enterprise feature comprises 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 their paid plans will be slashed down to $5, 8$, and $16, respectively.
Verdict Hubstaff Quickstart Guide
You can be certain that HubStaff can flawlessly perform the job that it promises to do. The user interface is clean and intuitive, and isn’t in any way confusing, requiring only minimal orientation for workers not familiar with the software.
However, it has to be said that not all businesses might benefit fully from using HubStaff. HubStaff is specially suited to modern desk tasks, and for projects where team members use computers for most of their time. Take jobs that require a lot of reading for example, 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 determine if 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 group. 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 Hubstaff Quickstart Guide
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 who may use HubStaff?
A: The paid programs have a minimum of 2 users and cap of 350 users.
Q: Why is implementing HubStaff in companies completely legal?
A: HubStaff has complete legal permissions for use, and resources regarding them are available on their site. But these are only based on United States laws. It is wise to check with a lawyer for international users.
Q: Can employees choose when they are 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 monitoring ends.