You can’t talk about the best workforce productivity tools without getting into the Hubstaff vs. Insightful debate.
Thousands of teams use these tools to boost productivity through advanced time tracking and productivity management features. But which one can help you optimize employee performance and make informed decisions better?
Time tracking is no longer just about punching in and out. Modern workforces need detailed reports and insights into employee performance to determine team success. In this article, we'll explore Hubstaff and Insightful's key features to see how they compare.
Which one should you use?
The shortest answer is that whether you use one or the other, your productivity will increase.
However, each of these apps has its unique advantages. Depending on your goals and business needs, one will better fit your organization. Here's what they offer at a glance:
Time tracking. Automated time tracking with features like manual time entry adjustments, idle time, and project tracking.
Productivity tools. Understand employee performance through activity levels, productivity reports, and daily activity summaries.
Reports. Detailed reports on employee time usage, project progress, and productivity trends.
Understanding what each tool offers will help you make an informed decision to optimize your team’s performance. Let’s dive in.
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Time tracking features
Hubstaff
Hubstaff offers seamless, automated time tracking. With a user-friendly interface, Hubstaff enables teams to accurately record their work hours and better prioritize the work that matters.
Accurate time entries. Precisely log hours worked to eliminate the guesswork, improve payroll accuracy, and reduce the administrative burden of manual time entries.
Idle time detection. Automatically detects and flags idle time. Managers can customize idle timeout settings on a per-user basis to prevent unwanted overtime costs and keep timesheets accurate.
Online timesheets. Using the tracked time, Hubstaff generates online timesheets that managers can easily review and approve. From there, users can streamline payroll processes with one-click approvals.
One-click task switching. This feature lets employees switch between tasks, projects, and devices with a single click without losing a second of tracked time.
Insightful
Insightful promises to deliver an efficient time tracking experience. Its features help address the needs of several workforce types, but primarily remote teams.
Manual time adjustments. Allows employees to manually adjust their tracked time to accurately reflect their actual working hours.
Detailed timesheets. Insightful generates comprehensive timesheets that show how time is allocated across projects and tasks.
Idle time. Like Hubstaff, Insightful can detect when a team member isn’t active while the timer is running to keep records accurate.
Hubstaff vs. Insightful time tracking overview
In terms of pure time tracking functionality, you can't go wrong with Hubstaff or Insightful. Whether you choose one or the other, you can track time without disrupting your work and keep accurate records of your work hours.
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Location tracking
Hubstaff
Hubstaff has mobile apps with built-in GPS location tracking capabilities, which allow field teams to track time on the move. Managers can see the Job sites team members visit and how much time they spend working in each location.
GPS location tracking. GPS tracking features provide the location of mobile employees in real time to ensure that field teams are where they need to be.
Geofenced job sites. Geofenced time tracking allows you to create designated job sites and automate clock-ins and clock-outs when workers enter or leave. This helps keep time entries correct even when employees forget to start their timer.
Detailed location reports. Get comprehensive reports on employee locations, the time they spent on tasks, and the routes they took to get to Job sites.
Insightful
Insightful takes a different approach, focusing on tracking the location of employees’ work computers. This feature is more suited for monitoring work-from-home and office employees.
Computer location tracking. Monitors the location of computers, showing managers where employees are working from, whether at home, in the office, or on the go.
Employee monitoring. Offers detailed data on employee activities, helping managers understand time spent during work hours.
Location-based metrics. Identifies areas where workers excel or struggle to help optimize work environments for better productivity.
Hubstaff vs. Insightful location tracking overview
Regarding location tracking, Hubstaff and Insightful target fundamentally different use cases. Hubstaff's GPS-powered tracking is perfect for field teams and remote workforce management, helping employees be where they need to be. It's a practical solution for businesses that rely on mobile employees.
On the other hand, Insightful’s approach to tracking the location of computers may seem excessive for employees who already work at desks all day. While it provides detailed monitoring for remote employees and those in the office, this level of location data is a bit too much attention to detail — especially for non-mobile teams.
The choice between Hubstaff and Insightful will depend on whether your business needs to monitor a mobile workforce or if you’re more focused on monitoring the location of your remote and office-based teams.
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Productivity monitoring and optional screenshots
Hubstaff
Hubstaff is equipped with all the features you'll need to increase your team's productivity. With Hubstaff, you’ll have access to an array of workforce analytics features like:
Activity tracking. Hubstaff calculates activity rates based on mouse and keyboard activity. It does not log keystrokes; it only checks whether input from the mouse or keyboard is present.
App and website monitoring. Tracks applications and websites employees spend time on, giving managers in-depth insights into time-wasting activities and potential distractions.
Optional screenshots. Choose to enable, blur, remove, or adjust the screenshot frequency based on your manager's preferences. Hubstaff captures screenshots at regular intervals based on settings you can configure per user. Hubstaff notifies employees when a screenshot is taken, and they also have the option to delete screenshots if needed.
Insightful
Insightful offers a sophisticated suite of productivity monitoring features that provide in-depth workforce analytics.
App and URL monitoring. Similar to Hubstaff, Insightful offers web and app monitoring to help teams understand how time is spent.
Activity tracking. Monitors the time employees actively work on their computers, helping managers identify productivity trends and areas for improvement.
Live screen recording. This feature allows real-time viewing of employee screens, which can be helpful in high-security environments.
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Hubstaff vs. Insightful productivity features overview
Hubstaff and Insightful both have detailed app and URL monitoring to help businesses increase productivity.
Hubstaff’s optional screenshots and user notifications provide a considerate approach to employee privacy that allows for trustworthy and transparent monitoring practices supported by managers and employees alike.
Insightful, on the other hand, offers the added capability of live screen monitoring. This feature can be particularly useful in environments where security is paramount. However, for everyday productivity purposes, the need for such intensive monitoring may be debatable.
It boils down to what you need these activity tracking features for. If it’s for security purposes (particularly in jobs where there are legal or financial concerns), a screen recording feature may come in handy.
In contrast, if your team is really only looking to increase remote productivity, watching employees’ computer screens in real time may break their trust and ultimately alienate them.
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Reporting features
Hubstaff
Hubstaff provides a suite of reporting tools that transform time tracking data into actionable insights. These reports help managers keep a close eye on productivity levels and make data-driven decisions.
Multiple report types. Access over 20 different reports on employee activity, project budgeting, payroll, and more. This gives you a 360-degree view of your business’ administrative operations.
Detailed reports. Hubstaff offers clear, detailed reports that show time spent on specific projects and helps managers understand team productivity and efficiency.
Customization and export options. Get the exact reports you need and export them for further analysis.
Insightful
Insightful focuses on providing in-depth reporting features that offer a comprehensive view of employee activity and productivity. By utilizing its robust user activity monitoring capabilities, Insightful enables managers to track and analyze how time is spent across an array of different tasks and projects.
Custom reports. Generate reports that analyze time spent on tasks and projects, helping businesses gain specific insights relevant to their operations.
Live dashboard. A real-time dashboard offers immediate insights into team online activities to make it easier to monitor productivity levels.
Activity summaries. Insightful’s reports provide summaries of employee activities, helping managers make informed decisions based on comprehensive data.
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Hubstaff vs. Insightful reporting features overview
Both tools provide highly detailed workforce analytics. However, Insightful focuses primarily on productivity metrics, while Hubstaff can produce reports for broader business aspects such as project budgets, payroll, and schedules. This makes Hubstaff a more versatile option for businesses.
Hubstaff also offers an Insights add-on that takes productivity metrics to the next level. You’ll get access to industry benchmarks, time spent on meetings, and focus time, providing businesses with a deeper understanding of their operations. With its extensive report types and versatility, Hubstaff stands out as the superior choice.
Invoicing
Hubstaff
Hubstaff is more than a workforce analytics tool. It’s designed to make life easier for businesses that also need efficient billing processes.
Streamlined invoicing. Create invoices directly from tracked time entries. This reduces manual work and increases accuracy.
Automatic line items. Create your own custom, automatic line items to streamline invoice creation. This makes it easier to create templates and get paid faster.
Multiple billing rates. Set different billing rates for various projects or clients for more flexible, precise billing.
Online payments. Accept client payments directly on the Hubstaff app to streamline the payroll process. You can also access payment records and billable time records on the same platform.
Insightful
Insightful also offers invoicing capabilities that help businesses bill clients accurately based on tracked time.
Billable hours tracking. Accurately track work hours and bill clients correctly for the work completed.
Invoice exporting. Generate and export invoices from your employees’ tracked time.
Detailed work breakdown. Provide clients with detailed reports that break down the time spent on tasks and projects.
Hubstaff vs. Insightful invoicing features overview
Both Hubstaff and Insightful simplify the invoicing process significantly. However, Hubstaff has a clear advantage with its more automated approach. Hubstaff allows businesses to create and send invoices directly from tracked time entries and allows clients to pay for the invoice through the same invoice.
Insightful, while offering robust invoicing capabilities, requires exporting invoices from billable time records before sending them to clients. It also can’t support direct payments from clients on the platform, which means this is an extra step in the billing process.
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Project budgeting features
Hubstaff
Hubstaff offers robust project budgeting features that allow businesses to keep track of project costs in real time. It’s a great tool for keeping projects within financial constraints.
Real-time cost tracking. Monitor project costs as they accumulate to stay on budget. See real-time insights from the dashboard or pair Hubstaff with a project management tool for task-based updates.
Budget notifications. Receive alerts when project costs approach set limits. This lets you manage budgets proactively and prevent project cost overrun.
Detailed budget reports. Generate reports that provide a clear overview of how project funds are being utilized.
Insightful
Insightful takes a different approach to project budgeting. It focuses on capacity management, providing tools to ensure that employee workload is balanced effectively.
Capacity planning. Identify whether employees are underutilized or overutilized to make resource allocation more effective.
Workload management. Monitor how teams work and allocate tasks to balance workloads. This can help prevent burnout and improve efficiency.
Employee utilization reports. Generate reports that show how employee time is being used. Use these for informed decisions about resource planning.
Hubstaff vs. Insightful project budgeting features overview
Hubstaff excels in providing direct project cost management with real-time cost tracking, budget notifications, and detailed financial reports. This makes it a great tool for businesses needing to closely monitor project expenses and stay on top of them. Project budget reports also make it a powerful tool for forecasting future projects.
Insightful, on the other hand, focuses on capacity management, helping businesses understand and optimize employee workload. While it doesn’t track project costs directly, it offers tools that support cost management through efficient resource allocation.
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Scheduling
Hubstaff
Hubstaff’s scheduling tools help teams simplify shift management and task planning. With powerful features built into an intuitive user interface, Hubstaff lets you do a lot with minimal effort.
Visual employee scheduling. Easily create and manage employee schedules. Keep shifts covered and tasks assigned appropriately.
Shift planning. Plan shifts in advance and make adjustments as needed, preventing conflicts and ensuring smooth operations.
Automated reminders. Send automatic reminders to employees about upcoming shifts, reducing the likelihood of missed work.
Insightful
Insightful’s time and attendance features help teams check when employees are present and working during their scheduled hours. This helps businesses manage workloads and complete tasks on time.
Time and attendance. Track when employees start and finish their work. See a clear picture of team attendance and punctuality.
Shift tracking. Monitor shift adherence and manage attendance. See when employees are working during their shift hours.
Task scheduling. Assign tasks to employees and track their completion. This helps balance employee workloads and improve productivity.
Hubstaff vs. Insightful scheduling features overview
Both Hubstaff and Insightful provide effective scheduling tools that can have a positive impact on how your team works. No matter which you choose, you’ll get a tool you can rely on for scheduling either way.
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Payroll management
Hubstaff
Hubstaff offers integrated payroll management features that streamline the payment process for in-house teams, remote employees, and freelancers.
Fully automated payroll. Automates payroll calculations based on tracked hours. This eliminates incorrect payment amounts from erroneous time records.
Payments from timesheets. Hubstaff lets businesses pay employees directly from their timesheets, simplifying the payroll process and cutting down several hours on administrative work.
Payment integrations. Supports integrations with popular payment platforms like PayPal, Wise, Gusto, and more. Pay teams across an array of payroll providers, all from one central location.
Insightful
Insightful does not offer payroll management features. While it provides robust tools for tracking time and productivity, businesses will need to handle payroll separately using other software solutions.
Hubstaff vs. Insightful payroll management overview
Hubstaff is the clear winner in terms of payroll capabilities. Hubstaff's ability to pay employees directly from timesheets fully streamlines the payment process and saves businesses a lot of time and money. Insightful's lack of payroll features makes Hubstaff the obvious choice here.
Hubstaff vs. Insightful:
Which one is right for you?
There’s a reason why Hubstaff and Insightful are well-known in the realm of time tracking and workforce analytics — they belong to a small group of tools whose feature sets are head and shoulders above the rest.
Pricing information
| Hubstaff | Insightful |
|---|---|
Starter: $7 per user/month. Time tracking, timesheets, activity levels, and limited reports. Grow: $9 per user/month. Project budgets, expenses, reports, and one integration. Team: $12 per user/month. Unlimited app and URL tracking, time off, scheduling, payroll and invoicing, and timesheet approvals. Enterprise: Custom pricing. HIPAA and SOC-2 Type II compliance, account provisioning, single sign-on, and enterprise deployment. | Productivity Management: $8 per user/month. App and web activity, attendance, and screenshots. Time Tracking: $10/user/month. Time tracking, budgeting, and invoicing. Process Improvement. $15 per user/month. Automated project and task time tracking and workflow analysis. Custom: Custom pricing. License management, capacity analysis, insider threat detection, and advanced reporting. |
Insightful is a powerful workforce analytics tool with security features. It provides detailed insights into productivity levels and employee utilization metrics, making it ideal for businesses that require comprehensive data on employee performance.
Features like live screen recording offer the highest level of monitoring capabilities, though this may raise privacy concerns. It may also be more extensive than necessary for typical productivity tracking.
Hubstaff, on the other hand, is not only a top choice for analytics and productivity tools but also offers comprehensive workforce management features — it’s a more versatile option.
In addition to providing in-depth productivity metrics, Hubstaff includes automated invoicing and payroll management, which save businesses significant time and money in the long run. This combination of features makes Hubstaff a more efficient and holistic solution for productivity management and operational tasks.
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