Web Application and Dashboard Overview – Owners


This video is divided into chapters, to skip directly to the Dashboard section, please click here

Hubstaff’s Web Application provides a central location to access data regarding your teams’ tracking and performance.

Contents

Dashboard

The Dashboard is the home screen of your Hubstaff Web App. It provides an overview of your users’ activity and the main statistics across your organization; such as the total hours tracked and total amount spent.

Further widgets are available which provide useful data at a quick glance. A few metrics to note:

Recent Activity

This widget displays screenshot activity of users who have tracked time most recently within your organization. Their activity levels are shown as a percentage alongside their screenshot.

Members

The members widget contains an overview of the statistics across your entire team. It shows the total time tracked within the current day as well as week, as well as the user’s overall combined average activity level.

Low Activity

Members whose activity levels are particularly low will be displayed in this widget. This allows you to alert them and review their work performance if necessary.

Late & Missed Shifts

Once schedules are created for your staff, users who are late to or have missed their shifts will be displayed under this widget. Rather than checking their attendance individually this data is collected and displayed conveniently from the Dashboard.

The Widget section can be customized to suit your individual needs. Simply click the Manage Widgets button located at the top right hand side of the page. You have the option to add additional widgets or to remove ones that are no longer needed.

Activity

The Activity section displays data tracked by your users, broken down into a detailed daily format.

Screenshots

Depending on the settings within your organization, screenshots can be taken up to 3 x per 10 minute interval. The images are uploaded from your users’ tracking client and displayed in this section.

Each row of screenshots represents one hour of time tracked by a user. The timestamp of when the screenshots were taken is displayed above each row of images as well as the total time tracked within in that hour (1).

Multiple images representing each 10 minute interval are then displayed within each hourly row (2). The project the user was tracking against, at the time the screenshot was taken, is displayed directly above every image (3).

Directly under each image you will find the timestamp of when each screenshot was taken (1) as well as the activity level your user achieved (2). To learn more about how to interpret activity levels please see our detailed guide here.

To scroll between images, simply hover your mouse over the image, and select “View Screen”.

Pressing the directional arrows to the right and left hand sides of the gallery popup, will change the image.

It is possible to filter screenshots by user, project or timezone. Simply choose the relevant menu from the top of the screen. To display a different date, you can click on the calendar icon to select it.

Apps

Using Hubstaff, it is possible to monitor what apps are being used by a team member during their shift.

In this section you will find activity data regarding the name of the software used (app name), on which date it was accessed, how many times it was accessed (sessions), how long it was accessed for (time spent hrs) and under which project the user was tracking time against.

It is possible to filter this data by user, project, timezone and date by clicking on the relevant menu at the top of the screen.

Please note App and URL tracking is only supported in our premium subscription.
App and URL activity can only be captured when your team is using our desktop app to track their time. For more information about ensuring your staff are always tracking from our desktop apps, please see the allowed app settings guide here.

URLs

Your Team’s URL browsing history can be monitored with Hubstaff. When a user accesses a website during their shift, it is captured and then presented under this section.

As per the image below, you will find activity data regarding which URLs (websites) were accessed, which date it was viewed, how long the user browsed the website for and under which project the user was tracking their time against.

It is possible to filter this data by user, project, timezone and date by clicking on the relevant menu at the top of the screen.

Please note App and URL tracking is only supported in our premium subscription.
App and URL activity can only be captured when your team is using our desktop app to track their time. For more information about ensuring your staff are always tracking from our desktop apps, please see the allowed app settings guide here.

Locations

Location tracking enables you to monitor which geographical locations are being visited by your workers during their shifts.

Locations are displayed on a map with red markers which represent the locales visited. From this screen, you can zoom in and out to increase or decrease the size of the map and filter between map or satellite views.

Hovering your cursor over the large green pin marker will display the starting location of your user. It will also identify which project the user was tracking their time against and the specific date, time and location that was visited.

Likewise, hovering your cursor over the large red pin marker will display the end point location of your user. It will also show which project the user was tracking their time against and the specific date, time and location that was visited.

The smaller red markers represent locations that were visited between the starting and ending points. Hovering your cursor over them will display which project the user was tracking their time against and the specific date, time and location that was visited.

It is possible to filter the this screen by user, project, timezone and date, by clicking the relevant menu at the top of the screen.

Please note location tracking is only supported in our premium subscription.
Locations can only be recorded when tracking time from a mobile device.

Timesheets

Under the Timesheets section, data regarding the time tracked by your users in a daily, weekly or calendar format can be found. Timesheet approvals can be managed from this screen as well.

Daily

Daily Timesheets provides the daily time tracked by your users. It displays the exact time your users started and stopped their timer, the daily total number of hours tracked, which projects they were tracking time against, and how much manual time was added (if any).

From this screen you can manually add/edit the time in your users’ timesheets. For more information about manually editing timesheets please see our detailed guide here.

It is possible to filter the data by user, source (how time was tracked), timezone and date, by clicking the relevant menu at the top of the screen.

Weekly

The Weekly Timesheet section provides the weekly time tracked by your users. It displays the total number of hours tracked per day, as well as per weekly time span (1). It also shows a breakdown of how much time was spent per project (2) and the total number of weekly hours worked (3).

From this screen you can manually add/edit the time in your users’ timesheets. For more information about manually editing timesheets please see our detailed guide here.

It is possible to filter the data by user, source (how time was tracked), timezone and date by clicking the relevant menu at the top of the screen.

Calendar

The Calendar section displays your individual user’s timesheets in a calendar view.

Please note this is separate from the Schedules section which is used to creates shifts for your users.

When a time entry is clicked upon, a pop up box will appear, enabling you to edit or remove their time. For more information about manually editing timesheets please see our detailed guide here.

It is possible to filter the data by user, source (how time was tracked), timezone and date by clicking the relevant menu at the top of the screen.

Approvals

The Approvals section is designed to be used in conjunction with our payroll feature. When a pay period is configured, timesheets can be either automatically approved, or manually reviewed and approved by yourself.

Only approved timesheets will flow on to payroll to be processed and paid (depending on your payment method).  For more information about how to pay your team please see our detailed guide here.

The time span in which timesheets are generated for your staff is defined when you create pay periods for them. You can select weekly, bi-weekly, twice per month, and monthly.

The Approvals section displays a user’s name (1) followed by their pay period (2), the total number of hours worked (3), their average activity level (4) and the status of the timesheet (5) for that pay period.

Timesheet statuses can be categorized in the following ways:

  • Open timesheets are timesheets that are yet to be submitted by your users, generally because the pay period has not yet concluded
  • Submitted timesheets are timesheets that have been submitted and are pending approval/denial
  • Approved timesheets are timesheets that are approved and set to run to payroll
  • Denied timesheets are timesheets that were rejected and will not run to payroll

You can view the timesheets according to these categories by toggling the relevant menu, as shown below.

Click the Actions button at the end of a row to either View a timesheet in more detail, or to Approve/Deny it.

It is possible to sort the timesheets by user or date. Simply click the relevant menu towards the top half of the screen.

Please note Timesheet approvals are only supported under our premium subscription.

Reports

Hubstaff has an extensive reporting section in which detailed monitoring data can be reviewed regarding your team’s performance.

Please note, unlike the Activity section, where it is possible to navigate between both the user and organization’s timezone, reporting data is always reflected in the organization’s timezone.

Weekly

The Weekly Report provides an outline of the weekly time tracked by your users.  To view the data for your entire team simply click on the “Team” filter button as shown below.

Our Weekly Report displays the total time tracked per user per day (1), as well as a weekly total at the end of each row (2). At the top of the screen team statistics are shown (3), providing the number of members worked, average time tracked per user, average activity and total amount spent across the entire team.

It is possible to filter this report by Project and User via the filters available at the top right hand side of the screen. To navigate between dates click on the calendar icon as shown in the image below.

This data can also be represented in a graphical format. To toggle the graph filter please press the “graph” button as shown below. For more information about our graph feature please see our guide here.

Time & Activities

Our Time & Activities report is our most comprehensive and offers the most customization. It provides an outline of the time tracked by your users, their activity levels, and amounts earned across a custom time period.

If you are looking for a detailed overview of your team’s performance, this is the report you are after.

To view the data for your entire team simply click on the “Team” filter button as shown below.

Our Time & Activities report allows for custom date displays. Select the timeframe you wish to view via the calendar icon as shown below.

Data can be easily grouped by Date, Project or Member.

Additional filters are available via clicking the blue Filters button.

This will enable you to display a custom view of certain clients, projects, members or tasks.

Additional columns are available by clicking on the cog icon at the right hand side of the screen, allowing for further customization.

This data can also be represented in a graphical format. To toggle the graph filter please press the “graph” button as shown below. For more information about our graph feature please see our guide here.

Apps & URLs

The Apps & Urls Report outlines which apps and urls were accessed by your team during their shift.

Whereas the URLs and Apps section under the Activity section displayed data for one member at a time, this report combines activity for your entire time in one view. Simply click on the “Team” filter button as shown below.

In this report, a breakdown of the total time spent by your team accessing Apps or URLs is shown.

Additional filters are available by clicking the blue Filters button.

This will enable you to display a custom view of certain item types (app & urls, just apps or just urls), projects or members.

To navigate between dates click on the calendar icon at the top of the screen.

Manual Time Edits

The Manual Time Edits Report keeps a record of the manual edits made to your members’ timesheets. It is possible to manually add, edit, or delete time tracked using Hubstaff. For more information about editing timesheets please see our detailed guide here.

To view the data for your entire team simply click on the “Team” filter button as shown below.

The Manual Time Edits report provides an in-depth look in to when manual time changes were made, who made them, the reason for the change, the time span of the change and what changes were made against which projects and/or tasks. It will also show the total hours added and/or removed across a given time period.

Additional filters are available by clicking the blue Filters button.

This will enable you to display a custom view of certain projects, tasks, actions or members including time entries that were only changed by certain users.

To navigate between dates click on the calendar icon at the top of the screen.

Please note the timesheet approval feature is only available under our Premium subscription. However, timesheets can be manually modified (time can be added, edited, deleted or split) under our Basic subscription.

Amounts Owed

The Amounts Owed report calculates the pay your team members are currently owed over a given period, based upon their pay rates and hours tracked.

To view the data for your entire team simply click on the “Team” filter button as shown below.

The report shows the amounts owed to individual members, as well as the the entire team, based upon which filters are activated.

The current rate of each member is displayed, as well as how many hours were tracked in total, across the time period selected.

Additional filters are available by clicking the blue Filters button.

This will enable you to display a custom view of only certain projects or members.

To navigate between dates click on the calendar icon at the top of the screen.

This data can also be represented in a graphical format. To toggle the graph view please press the “graph” button as shown below. For more information about our graph feature please see our detailed guide here.

Payments

The Payments report provides an outline of the payments made to your team over a specified period. Employees can also view how much they’ve earned by navigating to this report from their account.

To view the data for your entire team simply click on the “Team” filter button as shown below.

At the top of the report, the number of payments that were made, as well as the amount that was paid, within a specified period is shown (1). Within the body of the report, the data will include the payment type that was made (if it was manual or automatic), what date it was paid on and the amount that was paid. You can also choose to display the data grouped by Member or the Paid On (3) date. As such, a total figure, according to member or date, will be displayed under these figures as shown in the image below (2).

For more information about the different payment methods available please see our guide here.

Additional filters are available by clicking the blue Filters button.

This will enable you to display a custom view of only certain projects or members.

To navigate between dates click on the calendar icon at the top of the screen.

This data can also be represented in a graphical format. To toggle the graph view please press the “graph” button as shown below. For more information about our graph feature please see our guide here.

View All Reports

The View All Reports section provides a directory of every report available to you within your Hubstaff organization. It includes a brief description of the contents of each report, below the title, with links to navigate to each one.

To-dos

Hubstaff offers a simple built-in tasks feature available straight from our web app.

Please note we also have a Hubstaff Tasks integration available which has an extensive amount of additional features that can be synced with Hubstaff. For more information please see Tasks here.

Our To-dos feature allows you to create, edit or delete a task directly from within the web app, without needing to integrate with one of our third-party project management tools.

From this section, all the To-dos within your organization will be displayed as a single list. You can identify whom the task is assigned to and when it was created.

To add a new To-do simply click on on the Add a to-do button.

Additional filters are available at the top of the screen. You can choose to only display tasks associated with a certain project via the projects drop down menu. Also, it is possible to search for individual tasks via the “search to-dos” field, or by whom they are assigned to, via the “select assignee” field. Include completed tasks or not, by toggling the “show completed to-dos” filter.

For more information about using our To-dos feature please see our detailed guide here.

Invoices

Hubstaff has a robust invoicing feature allowing you to create three types of invoices:

⦁ You can invoice clients for your teams’ hours
⦁ You can invoice clients for your own tracked hours
⦁ Your users can invoice you for their time worked

To display invoicing data for your client or team, simply click the “Clients” or “Team” filter, as shown below.

To create a new invoice please click on the New invoice button.

The Invoices section displays a list of all invoices created; including their invoice number (1), for which client the invoice was issued (2), the issue date (3), how old it is, the total amount invoiced (4) and the total amount paid. There is also a status column which allows you to track if invoices have been paid (5).

To navigate between dates click on the calendar icon at the top of the screen. You can also choose to display invoices from certain clients only, using the “Clients” filter.

Invoices can be edited or deleted from the Actions drop down menu.

For more information about how to use our invoicing feature please see our detailed guide here.

Please note our invoicing feature is only available in our Premium subscription.

Schedules

It is possible to create shifts (schedules) for your team by using Hubstaff’s scheduling feature. By doing so you can automatically monitor the attendance of your team.

You can create one-time or recurring shifts for team members, send reminders to them if they are late, issue notices to owners for missed shifts, notify members and managers of late shifts and/or shifts that have been abandoned.

Create a new schedule by pressing the “Add Schedule” button.

To navigate between dates click on the calendar icon at the top of the screen.

By default you will see all users’ schedules listed together under the same calendar view. You can, however, choose to display an individual user’s schedule only by selecting their name from the “All users” drop-down menu.

For more information about how to create schedules for your staff please see our detailed guide here.

Please note scheduling is only available under our Premium subscription.

Time Off

Hubstaff’s Time Off feature allows you to set policies for your team regarding leave, time off requests and paid holidays.

The Time off requests section displays an overview of members who have requested time off, what type of leave was requested, the time period of their leave, the specific hours requested off, when it was requested and the current status of their leave request.

By accessing the Time Off settings, you can create time off policies, which determine what kinds of leave requests your users can take.

Time off requests can be viewed, edited, deleted or denied by clicking on the Actions drop down menu to the right hand side of the entry request.

Data can be filtered according to status. Time Off requests that are submitted, but not yet approved or denied, will appear under the Submitted header. Once a leave request is approved it moves to the Approved section, or if it is Denied it is categorized under the Denied section. If you wish to view all types of leave requests please select the All column.

To view Time Off requests for certain members only, simply choose their name from the Member filter at the top of the screen.

For more information about creating Time Off policies and managing them for your team please see our detailed guide here.

Please note the Time Off feature is only available under our Premium subscription.

Projects

In order to track time in Hubstaff, a user will need to be assigned to a Project. The Projects section provides a central location to create and manage all projects within your organization.

As per below, each row outlines the name of the project, which members are assigned to it, the project’s budget (if one is designated), if it is trackable by your account as well as the current status.

To add a new project you can press the Add project button.

Active projects will be displayed by default, but if you wish to view archived projects you can do so by selecting the option at the top left hand side of the screen.

You can edit, manage, archive or transfer a project by clicking on the Actions drop down menu at the right hand side of the project’s row.

Search for individual projects from the Search projects menu.

To learn more about how to create projects please see our detailed guide here.

Members

The Members section allows you to manage the members of your organization from one screen.

Before a user can begin tracking their time, first you will need to “invite” them in to your organization as a member. To invite a user simply click the “Invite member” button towards the right hand side of the screen.

To learn more about the process of inviting team members in to your organization please see our detailed guide here.

By default, the Members filter will be selected, providing a list of all currently active members within your organization. However, to view users who were invited but have not yet accepted their invitation, select the Invites filter.

Under the Members section you will be able to view each user’s name, their role within the organization, edit which projects they belong to, adjust their pay/bill rates, define their pay period and timesheet approval settings, set their weekly limit of trackable hours and determine if they are enabled for tracking or not.

You can enable/disable a user for tracking or remove them from your organization by selecting the option from the Actions drop down menu. It is located towards the right hand of the screen at the end of each user’s row.

For comprehensive information about using the Members area, including an explanation of all features and settings available please see our guide here.

Please note, setting weekly limits for your team is only available under our Premium subscription.

Clients

Clients can be assigned to Projects for organizational purposes and can also be used in conjunction with our invoicing feature.

Within the Clients section, a list of your clients will be displayed, as well as their budget details; including total cost/total hours, bill rate, pay rate, the budget amount and the starting date of the budget.

To add a client simply press the Add client button.

By default, a list of all active clients will be displayed. However if you wish to view archived clients you can click the archived tab at the top of the screen.

To configure budget settings for each client simply click the edit budget button to enter/define these variables.

To edit or archive a client you can select the option from the Actions drop-down menu at the end of each row.

Please adding clients is only available under our Premium subscription.

Integrations

Hubstaff has an extensive list of integrations available which can be synced and used in conjunction with your Hubstaff account.

For a full list of available integrations please see our Integrations page here.

The Integrations section is used to both add new integrations and manage existing ones.

You can re-authenticate, disable or delete an integration by selecting the option from the Actions drop-down menu at the end of each row.

To manage the integration simply click on its name. From the next screen you can determine which projects and users are synced between Hubstaff and the integration (1), as well as the time period that data will be synced across the two (2). You can configure if you wish for project tracking to be enabled, or restricted to task tracking only (3).

Payments

The payments section is used to manage your organization’s payments and payroll. We have three payroll methods available.

  1. The first option is the manual payment method. This involves exporting time worked in a file format of your choice, so you can easily pay your team outside of Hubstaff. This is available on both basic and premium plans.
  2. The second option is automatic payroll, which allows you to set payment profiles for your team so they can be paid automatically through one of our payment gateways (Paypal, Bitwage, Payoneer or Transferwise). They will be paid according to the time they have tracked through Hubstaff (weekly, twice a month, bi-weekly, or monthly).
  3. The third option is to make a one-time payment. This allows you to send a single, one-time payment to one or multiple team members either manually (by exporting the payment) or via one of our payment gateways (Paypal, Bitwage, Payoneer or Transferwise). This is a great option for fixed rate, compensation, partial or bonus payments.
    Please note, to send payments using a payment gateway a Premium subscription is required.

Send payments

The send payments screen enables you to pay for hours (unrelated to auto-payroll), pay specific approved timesheets, or send a one time payment. Simply navigate via the top menu to do so.

The Pay For Hours screen displays a list of unpaid time which can be processed, the member’s name, their pay rate, the unpaid amount, how many hours are unpaid and the ability to edit their pay rate before the payment is sent.

Filters are available to select certain projects or members only, or to include archived projects or not.

To view more details regarding each member’s hours, select “Detailed” from the report type menu. This will reveal the date and edit pay rate options.

To navigate between dates click on the calendar icon at the top of the screen.

Under the Approved Timesheets tab you will find a list of approved timesheets, which can be then paid directly from this screen (1). You can navigate through dates via the calendars filer, as well as selecting specific members from the members tab.

To pay a timesheet select “Pay” from the Actions drop down menu.

Our one time payments feature allows you to make a one time payment that is not connected to the hours your members have tracked within Hubstaff. This is a great option for fixed rate, compensation, partial or bonus payments.

Simply select the member, enter the amount and press “Create Payment”.

For detailed instructions on how to send one time payments please see our guide here.

Payroll

The Payroll section is used to manage the payment gateways for both yourself and your team.

The initial screen displays all members connected to payroll. It includes their name, which payment gateway is configured for their account, their email address for that gateway, their pay period, rate type, their specific rate and status for receiving auto payments.

You can manage your own payment accounts or add members to payroll by clicking on the respective buttons towards the right hand side of the screen.

It is possible to disable auto payments, edit payment information or delete payment accounts by selecting the option from the Actions drop down menu located to the right hand side of each member’s row.

For more information about how to set up automatic payroll for your staff please see our guide here.

Past

The past payments screen outlines all past payments processed within your organization.

It displays the pay period, how many payees contributed to the payment, the amount paid, the status of the payment, when it was paid, who created the payment and the date on which it was created.

To navigate between dates click on the calendar icon at the top of the screen.

You can view, retry or export/pay a payment by choosing the option from the Actions drop down menu located at the right hand side of the every row.

Organizations

The organizations screen provides an overview of the organization’s within your Hubstaff account.

To add a new organization simply press the add organization button.

By default only active organizations will be displayed, however you can view archived organizations by selecting the Archived tab towards the top of the page.

You can edit, manage billing, leave or archive an organization by choosing the option from the Actions drop down menu.

Please note archiving an organization will also cancel your subscription for that organization. For more information about archiving your organization please see our detailed guide here.

Settings

The Settings screen allows you to manage the settings for your organization.

  • General – includes the general settings for your organization; such as the name, address, logo, tax ID, currency, which day of the week your organization’s working week begins and timezone
  • Billing – includes the settings for the subscription of your organization; such as your plan type, payment method and billing history. You can also change your subscription in this section
  • Members – includes the settings defined for your team members; such as Allowed apps, Auto-add users, Idle timeout and Keep idle time
  • Features – includes the feature settings for your team & organization; such settings for Activity, Timesheets, Invoices, Schedules, Time Off and Payments
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