Using Hubstaff to Create a Team Environment
About Hubstaff Services
Hubstaff gives you the opportunity to turn your remote team into a connected team with a central work location online.
As a manager, you can add your team members and employees to the platform, assign tasks, create deadlines, watch the progress of tasks, pay your team, and view reports.
With this employee management service, you can improve your teams productivity, efficiency, and how they complete their work.
Why You Should Use Hubstaff
If you are a business where most of your staff are working remotely – then this is a fantastic option in creating a workspace for your team. It’s also affordable and starts at just $5 a month.
Having a platform where your workers can login – and see everything they need to do on one platform, can make all the difference in team moral and individual moral. You can also use this to incite competition by providing incentives for the best work completed by the end of the week.
Creating a workspace for your remote workers can also boost self-esteem, work ethic, proficiency, efficiency, and lower late deadlines and over working.
You can even integrate services so your team can get their work done through Hubstaff.
Hubstaff gives you the opportunity to make your remote workers have a place to feel like part of a team.
How to Use Hubstaff
Using Hubstaff is something you can accomplish at any skill level. If you’ve never worked with management software before, you’ll need a little help, but for the most part, Hubstaff takes care of all the hard parts – so you can focus on your team and business.
There are many ways you can utilize Hubstaff for your benefit:
- Track your team members locations
- Set up limits to the work hours per day
- Set up a budget
- Automate payroll for your employees
- Easy to use invoicing
- Monitoring services
- Easy to understand reports
I’ll show you all the parts of Hubstaff that you should use to benefit your business and help your team become the best they can be.
The dashboard on Hubstaff is very easy to understand and is completely straightforward.
You can see there are two sections to your dashboard: team and me. The default is the team section where you can see the total number of hours your team has worked for the day, the average activity for the day, the total hours over 1 week, and the average activity over 1 week.
You can view this by looking at your members, or selecting the projects tab at the top to change the view. Clicking on the Me tab will take you to your page, and selecting another tab will take you to that part of your management.
The me section offers you the averages for your working hours and percentages, and shows you the projects you’re working on.
Once you assign your team and they begin working and activate their desktop app to keep track of their time – your dashboard will look more like this.
Remote Teams with Tracking
With your employees working all around the world, you might wish there were better ways to find out where they are and what they’re doing.
There is when you use Hubstaff – in fact, this makes everyone accountable for where they go, what they do, and what they get done on work time.
Clicking on the members tab on the left-hand side, will take you to view all the members that are currently signed-on to the platform. You can switch to see who you’ve invited and who hasn’t accepted, and invite more team members as your business grows.
From here, you can also set hourly pay, decide the projects they work on, set a limit, and more.
Clicking on the Timesheets tab will take you to the default daily page. This is where you’ll see the daily duration and time spent on a project each day.
You can manually override the time and days if someone forgets to track their time, log in, arrived late on the platform, etc.
The weekly section will give you overview of each user and the time spent on projects.
The calendar will show you who worked on what project at each time of the week. You can view this throughout the entire day and check hourly as it updates.
You can also see where your team members are working from, if they go somewhere else, or if you notice no work has been finished or changed since they signed in and need to question it.
Set Limits & Budgets
Setting limits and budgets is all about business. You must keep your numbers in order or could quickly find yourself in the red.
If you select the projects tab, you’ll find yourself on your projects dashboard. You can view all your projects and set budgets for them. You can even add another project if you need to.
Select the edit budget button will activate a pop up where you can edit the type of cost, how much you want to spend max, when to start the budget calculator, and when to be notified when you’re reaching your cap. Select save to continue.
Now, the budget will update as employees work on the project and their time adds up into money.
Once your employees begin to work on a project – you can always check the status by refreshing the page and watching how fast the blue bar rises to your budget cap.
Beyond budgeting, you can also set schedules for your employees and cap their maximum work hours.
If you click on the schedule tab, the scheduling dashboard will appear and list all your employees. You can click on the add schedule button.
The pop up will activate and you can decide the user you want to create a schedule for (I recommend for employees who have a tough time getting started), the duration of their shift, time zone (which can be changed to theirs) the minimum hours allowed to be put into one day, and you can choose to repeat this daily, weekly, change days, etc.
Once you schedule your employees and save, you’ll be taken back to the updated dashboard and you can see the times you entered are now available.
Automated Payroll & Easy Invoicing
Having automated payroll is wonderful. I like not having to worry about paying my employees on time because it’s done for me.
Clicking on the reports tab will open a dropdown menu. Select the amount owed section and you can see how much money your employees have currently added up to.
Clicking on the payments section will show you who you’ve made a payment to, and how much. This helps me to keep track of all the payments that have gone through, so if someone has a problem later – we can look back and see why.
If you do want to add an automatic payroll system, click on the payments tab and then click on the add payroll account button to get started and Hubstaff will walk you through everything.
Creating invoices can be very time consuming and some people don’t figure it out. However, Hubstaff takes the pain out of creating invoices by utilizing parts of the system Paypal does; making this a simpler system.
Click on the invoice tab and your invoice dashboard will appear. If you have made an invoice it will appear here, and if not then click the new invoice button.
This is where you can choose your contact for the invoice, describe what you did, line by line for different things, add in notes, look at the totals, add in taxes and discounts, make sure everything is correct and you can choose to save as a draft, or save and send it.
Monitor Apps and Website Usage
Sometimes, remote workers like to take breaks, surf the internet and then get back to work – others like to play while they work. As an employer, you may never know what your team is up to, but Hubstaff makes it easy to get involved and see what everyone is doing (which should be their work).
Clicking on the activity tab, it will default you to the screenshots dashboard. This is where you can choose to view by day and member and see the screenshots of their work. These can show delayed times – but that is a feature the site warns you about.
You can click on the apps section to see the apps your employees have opened and are using.
Lastly, you can click on the URLs section to see the URLs they are browsing while they work.
You always want to know how your team is doing, so it’s important to view your reports and understand them. Hubstaff has straightforward reports on all the details pertaining to your team.
Click on the reports tab and then click on the Apps & URLs section. This is where you can view all the apps and URLs used by your employees and by the percentage they’re used the most.
Next, click on the time & activities section to view what your employees are doing, the time they’ve spent and how much they’ve earned thus far from the project. You can choose the filters you like to view a customized way.
Time Management Software for Your Team
Hubstaff dedicates its services to giving you and your team better opportunities to succeed.
As a business, it wants you to be able to take care of your budget and projects while keeping your staff on track.
As a manager, it wants to give you the tools to monitor your employees like in an office setting, and provide you with the abilities to manage your team.
As an employee, it wants to make sure you stay accountable for your actions and time spent while on the clock. Random screenshots help this process by making sure you’re doing what you’re supposed to while on the clock.
If your team is remote and you’re looking for a way to create an office setting and keep them accountable – you should consider Hubstaff.