How to Use Hubstaff and Hubstaff Tasks Together for Time and Project Tracking

What if your team could track time and manage projects from a single platform? Well, you can. This guide will show you how to use Hubstaff and Hubstaff Tasks together to manage time and projects more effectively. 

When you combine Hubstaff and Tasks, you’ll notice improved workflows, increased visibility into how work gets done, and better team accountability. 

Here’s a quick overview of the plans available for you:

Beyond the convenience and affordability, let’s take a look at why it’s worth using Hubstaff and Tasks together.

Managing hybrid and remote teams can be challenging — especially when time tracking and project management are done using different tools. 

With Hubstaff’s Tasks add-on, you’ll have access to a full-fledged Agile project management tool with features like: 

• Agile Sprints. Plan weekly or bi-weekly Agile Sprints with simple, drag-and-drop functionality for improved efficiency.
  
  

• Versatile project visualizations. Switch seamlessly between Sprint, Kanban, or Timeline views to visualize work the way you see fit.
  
  

• Automated Stand-ups. Take Stand-up meetings asynchronous with fully customizable Stand-ups. Add custom questions and tie submissions to timesheet approvals to gain better visibility into your team’s workload.
  
  

• Real-time budget tracking. Have your team track time for projects and tasks for live updates on project spending. Pay rates are tied to tracked time to provide real-time estimates to help you adjust before going over budget. 

Benefits of using Hubstaff and Hubstaff Tasks together:

• Workflow optimization. Streamline workflows and improve operational efficiency by labeling tasks based on progress without switching apps.
  
  

• Time allocation. Accurately allocate time to tasks/projects and effectively move tasks from one place. 
  
  

• Track project progress. You can track time and project progress as your team works without checking in with employees multiple times. 
  
  

• Budgeting. Understand how long projects take for better project delivery and budget accuracy.
  
  

• Team accountability building. Boost remote team accountability without micromanaging with task-level time tracking.
  
  

• Resource allocation. Balance workloads across distributed teams, improving resource allocation.

Hubstaff’s Agile project management tool provides project-based time tracking for a number of use cases like: 

Remote/hybrid/distributed teams. Whether your team is fully remote, hybrid, or globally distributed, integrating Hubstaff's time tracking with Hubstaff Tasks helps streamline collaboration and communication. Daily Stand-ups, real-time budget updates, and transparent time tracking keep everyone aligned to improve accountability, productivity, and overall workflow efficiency.

Project managers. With Tasks, managers can quickly switch between Kanban and Timeline views to get a clear picture of team workloads, project progress, and upcoming deadlines. These views make it easy to spot bottlenecks early and keep teams and projects productive.

Operations leads. Leaders can make smarter, data-driven decisions with a 360° view of team activity at a glance. Visualizing workflows in different ways allows operations managers to spot inefficiencies, reallocate resources effectively, and prevent burnout by identifying overloaded team members early.

Process and system-oriented individual. Anyone looking to streamline time tracking and project/task management in one place can benefit from using Hubstaff time tracking together with Hubstaff Tasks. Gain visibility and clarity into productivity trends and task completion rate, and optimize what matters most to scale operations effectively. 

Still not convinced? Check out how our clients have found success combining Hubstaff and Tasks.

Managing complex outsourcing workflows using Hubstaff Task

• Scenario: OS Solutions manages 150+ remote employees across three global locations, delivering custom outsourcing services to diverse clients.
  
  

• Challenge: Disorganized communication and task handoffs were causing inefficiencies and missed details in project delivery.
  
  

• Solution: Implementing Hubstaff Tasks to streamline task delegation, organize workflows using Agile boards, and centralize team collaboration.
  
  

• Result: Improved clarity, saved time on task management, and scaled operations efficiently—enabling expansion and better client service.

How Epic Coders keep projects on track without the overhead

• Scenario: Epic Coders is a globally distributed design team managing multiple projects for clients worldwide.
  
  

• Challenge: They struggled to coordinate tasks, track time, and keep projects on budget while working remotely with a small team.
  
  

• Solution: By adopting Hubstaff Tasks with sprint planning and easy task setup, plus integration with Hubstaff for time tracking, they were able to streamline project execution and onboarding.
  
  

• Result: Epic Coders improved team collaboration, reduced project overruns, and simplified management without adding overhead.

Scaling remotely: Cutting down on meeting and manual work

• Scenario: Yac is a fully remote startup helping teams replace meetings with async voice and screen recordings.
  
  

• Challenge: As the team grew, it became too chaotic to manage freelancers, time, tasks, and project costs across multiple clients using disconnected tools.
  
  

• Solution: Yac used Hubstaff + Hubstaff Tasks to streamline time tracking, budgeting, and project management in one system.
  
  

• Result: The team now saves 20 hours per month, makes faster, data-informed decisions, and continues to grow efficiently while staying remote-first.

When you combine Hubstaff and Hubstaff Tasks, you can boost productivity, gain complete visibility into project Timelines, improve resource allocation, and reach business goals with data-driven insights.

Let's explore how you can maximize operational efficiency with the Hubstaff Tasks add-on.

Track billable vs. non-billable work accurately 

When you add Tasks to your Starter plan (or use a higher-tiered plan with Tasks included), your team can track time to specific client projects and tasks for real-time visibility on billable work. 

From there, users can seamlessly convert hours to itemized timesheets with a detailed breakdown of hours billed to specific clients. Employees can add manual time, leave notes, and submit timesheets for approval. Approvals trigger automated payroll so you can pay internal employees, contractors, and freelancers on their preferred payment platform simultaneously. 

Let's say you run a marketing agency and hire hourly contractors for graphic design. One of your designers is working on a client's branding package (billable) while also helping with internal portfolio updates (non-billable). 

With Hubstaff, they can easily track time on each task separately. You'll know exactly how many hours were spent on client deliverables versus internal projects, making it easy to bill the client accurately and keep internal efforts efficient.

Streamline sprints and long-term projects for Agile project management

The Sprints feature in Hubstaff Tasks is designed to allow you to manage tasks requiring immediate attention. Sprints are time-bound phases, anywhere from one to seven weeks long. This provides organizations with an overview of active projects, sets weekly deadlines for tasks, and adds existing tasks to Sprints.

For example, you've assigned a website redesign project to a team member with a one-month deadline. You can break the project into smaller deliverables, such as wireframing, design, copy updates, and testing, and assign each to specific weekly Sprints. This makes progress easier to track, keeps the timeline on schedule, and ensures nothing falls through the cracks.

Assign and prioritize tasks clearly

Hubstaff Tasks gives you a complete, high-level view of all your projects and Timelines in one central dashboard. 

• The Everything view lets you manage and prioritize tasks across your entire team from anywhere.
  
  

• The Roadmap helps you visualize and manage projects and ensure timely completion. This view shows all assigned tasks per project in a timeline view, which task is assigned to which user, project, and each task's start and end dates. 
  

• Project timelines help you visualize work based on the due date. See project durations by day, week, or month and the task dependencies and blockers that could affect those timelines before it's too late.
  
  

• The Kanban board view lets you create your own custom workflows using the popular Kanban style of tools like Trello. Drag and drop tasks to move them through workflows or create rules to automate assignees, steps, and more.

You can quickly scan what's assigned, filter by status or due date, and focus on what needs attention. No more jumping between boards or missing deadlines.

Automate with recurring tasks and notifications

With Hubstaff Tasks, you can automate recurring work by scheduling tasks to repeat daily, weekly, or monthly. This is especially powerful when paired with time tracking. It saves your team from manually recreating routine tasks and ensures nothing slips through the cracks.


For instance, your design team has a weekly creative review every Friday, and your project manager sends a monthly client update. With recurring tasks, both events are automatically created and assigned — complete with due dates and reminders. This way, your team will stay on track without the extra admin.

Monitor team workload and productivity holistically

Hubstaff Tasks can help you build custom workflows, labeling each workflow step based on the task's progress across the project lists. From there, you can drag and drop tasks and ideas wherever they need to go based on their progress. 

You can easily view and manage your team's workload with Sprints and intuitive Timelines, which help your team focus on high-priority tasks. Make the most of automated Stand-ups to spend less time in check-ins and meetings and more time getting things done.

Who benefits most from using Hubstaff and Hubstaff Tasks together?

Not sure if you need tasks in your day-to-day schedule? Take a look at the individuals, teams, and industries that benefit most from project management software with time tracking:  

• Remote and distributed teams. When your team is spread across different time zones, visibility becomes challenging. Hubstaff and Hubstaff Tasks work together to give you a real-time view of who's working on what. This reduces the need for constant check-ins to provide clarity without micromanaging. It’s a great way to help remote teams stay aligned and productive.
  
  

• Agencies billing by the hour. Every minute counts when revenue depends on billable hours. With integrated time tracking and task management, agencies can accurately log hours for specific client work, generate clean itemized timesheets, and confidently bill clients while tracking internal work separately.
  
  

• Product Teams managing Agile Sprints. Keeping track of fast-moving sprints across developers, designers, and PMs can get chaotic. The Tasks add-on provides Agile-friendly workflows like Sprints, checklists, and boards. Hubstaff tracks time per task, making velocity, burndown, and sprint planning easier and more accurate.
  
  

• Operations Managers Needing Visibility. If you're responsible for making systems run smoothly, unclear expectations, workloads, and scattered tools get in the way. Hubstaff's time tracking shows time spent on projects, while Tasks ensures work progress. Together, they give you actionable data that you can use to hold teams accountable.

Ready to get started with Hubstaff Tasks?

Here are a few simple steps to configure the add-on and start combining time tracking and project management features to boost ROI and productivity:

• Step 1: Get the Tasks add‑on. Go to Settings →  Billing in your Hubstaff account, click Try it for free, then confirm by selecting Add add‑on. The add-on will take effect with a 14-day free trial. Once the trial has concluded, the subscription will be paid.
  
  

• Step 2: Access your Tasks workspace. Click your avatar, select My Account, then under Apps click Open. This takes you straight to your Tasks dashboard.
  
  

• Step 3: View and manage tasks in Hubstaff. In Hubstaff Time Tracking, head to Project Management → Tasks, choose a project marked with the Tasks icon (which indicates projects that are linked) and start working.
  
  

• Step 4: Add tasks and track time. Use the + button in Kanban or Timeline view to create tasks (title, workflow, assignee, etc.). Then, click the play icon on any task to start the timer. You’ll be able to see real-time updates on hours and dollars spent on tasks. 

Once everything’s set up, you’ll be able to:

• Gain full visibility and control. Gain better visibility and control over projects with synchronized task tracking.
  
  

• Collaborate seamlessly. Update statuses, add comments, attach files, and move tasks through workflows.
  
  

• Track time & cost together. Every tracked minute shows up in task logs and roll‑up cost reports.
  
  

• Supercharge ROI. Optimize resource allocation, close process gaps, and scale profits with project-level cost insights.

Tasks is currently a paid add-on for the Starter plan, but comes free with the Grow plan and up. To find up-to-date pricing information and explore all the features we offer, head over to our pricing page.