With the rise of online work-from-home jobs and freelancing, our concept of a workplace is steadily changing. Today, our notion of a conventional workplace can be different from the rooms full of 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, remote, or even entirely online workplaces.
An employee tracking software is used to track whether or not employees are keeping on with their responsibilities, as well as screen and look out for unwanted or prohibited activity. Apart from monitoring behavior, it may also be used to handle any type of workplace and make it more productive.
Monitor Productivity and Improve Coordination with HubStaff Running Hubstaff in Virtualbox
HubStaff includes the features that you would expect from an employee tracking software such as:
Online Activity Monitoring:
All of us know full well that social media kills productivity. All too frequently, a few swipes on any social networking app will wind up consuming hours of our time, even in the workplace. 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 an excessive amount of social media and other applications that hamper productivity.
HubStaff can take note of the websites (and even the url of the specific page) that workers visit during work hours, as well as the time they spend on it. Traffic from applications may also be tracked and the time spent on them is also recorded.
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 go to the links displayed to verify if workers really are letting time slide on sites unrelated to work.
Tracking individual screens is too much of a hassle and can be quite awkward if done personally. But then, it is necessary for when a remote workplace setup is in order where it’s impossible to handle employees in person.
HubStaff has a quality 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 could 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 potential sensitive information.
It should 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 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 detect times of inactivity where none of these instances are found.
HubStaff can then compare the total 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% may mean 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 team. In this way, the tool may also be used to see how many members of the team are working on a project at a specified time.
Work Limit Monitoring Running Hubstaff in Virtualbox
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 want to be working as much as possible.
However, it has been proven that too much work could be harmful as creativity and productivity declines without enough rest. There is a good reason why there is a regular 8 hours of work each day.
HubStaff can help managers track if employees are working too much hours each week. They could 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. This way, workaholic tendencies are curbed, and that workers will not be given the incentive to put in too much time to work and sacrifice personal and rest time.
Monitor the Location of Workers
Managers working with remote teams may find it tough to communicate and organize the team. Some employees may be jumping from place to place for work, and also be working 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 in their smartphones so that the employee place monitoring feature can be used. With this, managers and team leaders can monitor the location of their 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 requires employees to install HubStaff in their phones, this can be seen as overly intrusive of a tool. But 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 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 employees are online.
Payroll, Timesheets, and other Miscellaneous Features Running Hubstaff in Virtualbox
Besides tracking 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 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 salaries 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 period.
Project Tracking for Clients Running Hubstaff in Virtualbox
Becoming transparent to customers 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 simple for clients to take a peek into the progress of projects. This can be simply done by adding clients into the members tab. From there, they could see the stages of the project, in addition to the pending and completed tasks.
Third party Software Integration
HubStaff can integrate well with other project monitoring 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 may be asking yourself if using HubStaff to manage employees can be counterproductive since it might make a feeling of distrust between managers and team members. To ease your mind, you can be certain that HubStaff lets the entire team know of the whole monitoring system. Employees can make certain that their activities are monitored only during work hours, and precisely how they’re being tracked.
However, as a company owner or manager, it is 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 monitoring system.
To put it simply, HubStaff is a tracking system and not a surveillance system. Employees can be certain that only the cases of their keystrokes and mouse activity 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 $7, while the Premium and Enterprise plans cost $10 and $20 respectively.
Just the Premium and Enterprise plans unlock attributes associated with payroll management. The enterprise feature comprises 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 the paid programs will be slashed down to $5, 8$, and $16, respectively.
Verdict Running Hubstaff in Virtualbox
You can be certain that HubStaff can flawlessly perform 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 workers not knowledgeable about the software.
However, it has to be stated that not all businesses might benefit fully from utilizing HubStaff. HubStaff is specially suited to modern desk jobs, and for projects where team members use computers for most 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 on top of a reading assignment in fact
Business owners should also not completely depend on the information that HubStaff collects to determine whether their employees are being productive or not. HubStaff is merely a project management software using tools and features that can allow you to 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 Running Hubstaff in Virtualbox
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 can use HubStaff?
A: The paid plans have a minimum of two 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 can be found on their site. However, these are only based on United States laws. It’s 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 monitoring and have it run in the background. HubStaff doesn’t collect any data once tracking ends.