The 5 Best Workforce Management Software for Your Small Business


Well-crafted workforce management solutions empower human resource managers and small-business owners to properly manage their workforce, and they also drive down costs by cutting down inaccuracies and automating time-consuming tasks. In fact, companies who have robust HR systems see a savings of 22% per employee.1

When human resource managers or small-business owners effectively manage employees, it can result in a more engaged and productive workforce—and workforce management software can make the whole process smoother. But before you decide to invest in an employee management software, be sure you understand what your organization’s needs are and what features would best suit your business.

Once you know those details, where should you start looking? Regardless of whether you have a human resources department or not, workforce optimization can benefit your company. To help you begin your search, here are our favorites for the best employee management software for small businesses.

The overall winner: Hubstaff

Hubstaff’s robust HR management software unleashes the power of your workforce. As a crowd favorite among HR managers, Hubstaff offers a slew of performance management solutions to give managers a clear view of employee online activity. Some of their employee monitoring features include keystroke monitoring, screenshots, time tracking, employee scheduling, internet monitoring, and application monitoring—just to name a few. In addition, Hubstaff allows you to set budget limits based on time or cost and track activity levels for individual projects.

Depending on your HR needs, Hubstaff’s features may be slightly overreaching. In fact, Hubstaff’s HR management system may seem a bit Big Brother–esque, which can be seen as a negative to certain employees. However, its all-in-one HR solution is still a great choice for any business.

Hubstaff’s pricing starts at $0 per month, with the package above that priced at $5 per month. But if you have a sizable group of employees and HR managers, be prepared to pay a lot more money for the higher-end packages. To ease your financial burden, Hubstaff does offer two months free with their annual plans. And if you’re not sold on its services, take advantage of its 14-day free trial.

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Strengths

  • Screenshot capabilities
  • Keystroke monitoring
  • Third-party integrations
  • Productivity measurements
  • 14-day free trial
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Weaknesses

  • Second app requirement for stopwatch
  • Basic reporting

Best for cost-conscious businesses: DeskTime

If you need workforce management software that’s functional and affordable, we recommend DeskTime. DeskTime aims to make time and attendance tracking, app tracking, and mobile application easier—all at a bargain price.

Businesses with only one user account will benefit from its free Lite package. But its most popular Pro package is priced at only $7 per month. In addition to basic tracking features, the Pro package offers URL tracking, reporting, data history, project management, vacation and absence tracking, and screenshots.

As an added bonus, DeskTime offers a 14-day free trial with no credit card required for sign-up.

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Strengths

  • 14-day free trial
  • Affordable pricing
  • Calendar integrations
  • Task management tracking
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Weaknesses

  • Limited reporting
  • No keystroke tracking

Most user-friendly: Teramind

Teramind is a solid human resources talent management service that caters to businesses that desire an intuitive and easy-to-use interface. While some of its robust monitoring features can be daunting, Teramind’s well-designed platform is why it made our best workforce management solutions list. Although its user-centric approach is the focal point, its advanced performance management tool is also noteworthy. Plus, it offers a plethora of alerts and automations, analytics, and reporting. And to help businesses run more efficiently and securely, Teramind notifies users if there’s any suspicious activity.

Teramind has a plan that accommodates five users or less, which is priced at a healthy $125 per month. Also, like most human resources software, Teramind offers an annual payment discount.

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Strengths

  • Simple dashboard and interface
  • Advanced features
  • Solid reporting
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Weaknesses

  • Learning curve
  • Expensive subscriptions

Best for employee monitoring: Time Doctor

As an in-depth employee monitoring system, Time Doctor makes it easier for HR managers to track productivity. Plus, Time Doctor creates invoices and makes payments within its interface. In addition to its employee productivity capacity, Time Doctor offers an abundance of third-party integrations, including Salesforce, Slack, QuickBooks, Google Apps, and more.

However, while Time Doctor may be a beneficial tool for employee monitoring, it’s not ideal for businesses looking for an easy-to-use HR management tool. Its out-of-date user interface can be a pain to navigate. In fact, when you land on the Time Doctor home page, it asks you to answer three questions before you’re allowed to access and browse the rest of their website.

Another issue we have with Time Doctor? It requires users to download and install the mobile workforce management (WFM) app or add a browser extension to access their stopwatch feature. But don’t let that steer you away from this capable employee management tool.

In terms of pricing, Time Doctor offers a full-strength package for $9.99 per user per month. It also offers a limited-feature package for free. To give it a spin before you invest, try out their 14-day trial with no credit card required.

Fun Fact:

According to Skillsoft, 86% of end users apply what they learn in six weeks or less.2

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Strengths

  • Advanced employee monitoring
  • Affordable pricing
  • 14-day free trial
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Weaknesses

  • Out-of-date interface
  • Web-based operation

Best for time tracking: VeriClock

VeriClock, a cloud-based software for employee management, was designed to be a solid time tracking tool with additional workforce management system features, including a web and phone punch clock, reporting, and payroll integration. Plus, users can upload a batch of employees and then check into certain job roles to see how each employee is performing. This feature makes VeriClock one of the best batching systems we’ve seen.

In addition to its time tracking features, VeriClock offers QuickBooks integration, GPS tracking, one-on-one training, and much more. Furthermore, small-business owners will be happy to know that VeriClock charges only $10 per month for an account fee and an added $5 per user per month. Not sure if VeriClock is right for you? Start with their generous 30-day free trial.

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Strengths

  • Affordable pricing
  • 30-day free trial
  • Robust time tracking capabilities
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Weaknesses

  • Poor user interface
  • No data storage

WFM honorable mentions

Vibe HCM

As an all-in-one HR software, Vibe HCM combines payroll, benefits, employee onboarding, communications, talent management, analytics, and HR solutions. We recommend Vibe HCM for midsize to enterprise-level businesses, regardless of industry.

Kronos

Kronos is a feature-rich workforce management solution built for larger businesses. Its overall goal is to maximize your investment and focus on long-term success by offering a wide variety of services, including payroll capabilities, time and attendance management, employee scheduling, absence management, and more.

iSolved

If you’re a larger company that’s in need of a comprehensive HR management solution, consider this option. iSolved not only offers an abundance of HR tools, it also makes benefits enrollment for employees quick and easy, which maximizes productivity.

Reflexis

Reflexis is ideal for real-time store operations that are in need of labor and workforce management. It tracks budgeting, forecasting, labor scheduling, time and attendance, and mobility. Plus, it offers advanced analytics and reporting.

Everything you need to know about workforce management systems

Now that we’ve discussed the ins and outs of the best employee management systems, let’s get into the nitty-gritty of what employee management is and how it’s important for small businesses.

Why workforce management is important

Workforce management is an umbrella term that includes employee scheduling, time and work data collection, task management, leave management, and time and attendance tracking.

Hubstaff’s robust HR management software unleashes the power of your workforce.

Because employees are a company’s biggest asset, workforce management is a must for small-business owners or HR managers because it can lower labor costs and also increase employee engagement. With the correct data, HR managers or small-business owners can gain important insights into skill development or staff shortages to increase workforce optimization and make faster and more informed decisions regarding recruiting.

What factors to look for in workforce management systems and software

When searching for a solid employee management app, make sure it offers the following features:

  • Scalability
  • Applicant management
  • Employee self-service
  • Cloud platform
  • Analytics
  • Advanced security
  • Independent contractor and freelancer integration
  • Work-from-home (WFH) capabilities
  • Additional HR capabilities, such as employee onboarding and payroll

How to implement a workforce management system

An employee management system can be intimidating for some employees. For example, features such as time tracking can be seen as a negative thing, so it’s important for employees to feel like a management software isn’t a punishment but a tool to increase productivity. To do so, we recommend recognizing and rewarding employee performance by offering an incentive. Not only will this make employee management less daunting, it will also lead to an increase in employee engagement.

When to implement employee management systems

If you’ve been manually handling human resource operations, consider making the switch to an HR software system. Your company will most likely save time and money in labor costs while gaining valuable and accurate insights into your workforce. And if you’d like an easily accessible WFM solution for your managers or HR team, look into getting a mobile workforce management tool.

How often companies should do employee reviews

As a rule of thumb, HR managers should review employees twice a year. Well-executed performance reviews will motivate your staff and instill trust in your workforce.

The takeaway

Bottom line: the powerful Hubstaff HR management software is the best choice for most small businesses. But depending on your business’s needs, one of our other favorite employee management software may be the right one for you.

Do you have a different employee management software that works best for you? Let us know in the comments below.

Disclaimers

At Business.org, our research is meant to offer general product and service recommendations. We don’t guarantee that our suggestions will work best for each individual or business, so consider your unique needs when choosing products and services.

Sources
1. Capterra, “The Top 11 HR Technolgy Statistics for 2016