When you are running a project or a business, you have enough on your plate without worrying about which employee is in the office today and what they are working on. You can use staff management software to manage your employees, their records, and schedules. A staff management software streamlines the entire employee management process and takes a whole lot of work off your shoulders.
A staff management app provides your small business or team with a wide range of benefits. Choosing the right app is all about knowing why you’re investing in a staff management app. There’s a wide range of benefits you can receive from a staff management software, including:
If you’re wondering how to find the right staff management software for your business, it’s really quite simple. Run a quick Google search and you’ll get a list of all the apps available in the market. Many of these apps offer a free trial or a free demo so you can try them out before committing to one. You can also compare the features and find which one will suit your business size, needs, and pain points.
Here’s what we recommend looking into while you’re evaluating multiple apps in the marketplace:
Find an app that fits your budget. Study the pricing strategy. Some apps charge per number of users while others charge based on the number of people you are managing (scheduling/assigning tasks too). Also, see what features are available at each price point. Many apps are free for life (yes!) but the features which might be of value to you will come at a charge.
The software should be intuitive and easy for everyone to use. Any app that requires long-term specialized training or coding is one to steer away from. Features that make an app easy to use are drag-and-drop, one-click scheduling, automatic saving, a simple interface, and the use of known icons.
It’s highly likely that your company already has some form of technology stack for payroll, finance, operations, sales, or communication. You probably have a system for tracking employee attendance or storing data. While you are browsing staff management apps, dig deep into seeing how the app can fit into your existing technology stack. Will you be able to import and export data or will you have to manually upload it? Can the app integrate with your e-mail and calendar system? This will make it easier to use and streamline the technology at your organization.
Mistakes and errors are bound to happen, no matter how much you try to minimize them. In such cases, the customer support team of the software plays a huge role. Therefore, interact with the app’s development and customer support team. Get first-hand experience with how helpful they are and whether they can provide you with the best solution. We also recommend you read reviews from other users on GoogleMyBusiness and consumer websites like GetApp, G2.com, and Gartner.
Features are the bread and butter of a staff management app. Here’s our rundown of the necessary features a staff management software should have:
These are the must-have features of any staff management software. Other features like instant chat, clock-in and clock-out, document storage, or onboarding and training would be nice to have — but they aren’t the core of what a staff management app is designed to do.
The staff management apps listed below offer the best range of features for just the right price. Depending on your business and the number of employees, you can determine what options you need and how much you’re willing to pay for the conveniences offered by the staff management app. We've got all the details you need to start your research and find the software that's right for you.
The best all-in-one resource and staff management software is eResource Scheduler or eRS. Why do we put eRS on top of our staff management app?
eRS offers everything you need to easily identify, track, and monitor all your employees. It’s a cloud-based app that provides real-time information for everyone, even if they are on the go. eRS has five modules that you can pick from scheduling, scheduling plus, timesheets, finance, and authentication plus. eRS is also renowned for its customization and integration capabilities. eRS is favored by all types and sizes of businesses from across the globe.
Let’s understand what else eRS brings to the table in its features:
The main features of eRS include task management, scheduling, and data reporting. Under task management, you can easily create tasks and identify the correct resource for the job. You can then assign the task and monitor its progress.
In the scheduling module, you can use the app’s drag-and-drop feature to build schedules and rotas within minutes. The software’s search function will highlight qualified and available resources for tasks. Visual Gantt charts will help you see everyone’s schedules and assign tasks appropriately.
A unique point of eRS that we must highlight is that each company has access to their dedicated account manager who can help them navigate the software. In addition, users have access to their online knowledge base with insightful videos and articles on the app’s major features.
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eRS’ Top Features |
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Each module of eRS is priced differently. The scheduling and timesheet features are priced at $5 per user, per month, while the financial module comes at an additional $4 per user, per month. There are no hidden fees or additional costs.
We truly believe eRS is for every company. Whether you have remote workers or are in industries such as construction, health, professional services, or retail, eRS will make managing your staff a breeze.
Gusto is a modern, online HR and payroll management software that helps organizations on-broad, pay, and calculate payroll taxes for employees. Gusto was originally launched as ZenPayroll in 2012. Since the last decade, it’s become the number one HR app, especially for payroll and benefits.
The main benefit of using Gusto is reducing errors and saving time. Gusto also helps with calculating payroll taxes, overtime, and workflow calculations.
Let’s take a closer look at the features and services provided by Gusto.
One of the best features of Gusto is its payroll processing for domestic and international employees. With this feature, you can be rest assured that all employees will be paid on time, and the process will become independent from human interaction and thus less prone to mistakes.
Want to start payroll for new employees or a freelancer? Simply send a customized link to them where they will enter all of their personal information and bank details. Once the information is saved and verified, Gusto will manage the payroll processing for you. The employees will get an automatic alert when they get paid.
One of the newer features of the app is time management. If you are looking to move away from manual time tracking, then this is the feature you want. Through Gusto, employees can clock in and clock out via a web browser or the Gusto app. Next, they can tag and track time spent on each project. This feature helps managers to identify who is performing well or struggling. This time-tracking feature also allows employees to make necessary adjustments to their schedules.
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Gusto’s Top Features |
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Gusto’s base rate starts at $46 with $6 per user, per month. The Plus program is priced at $80 with an additional $12 per user, per month. There is no free plan or demo offered.
As Gusto started as an exclusive payroll app, we recommend it for small to medium-sized companies looking for a robust payroll solution. The software does have add-on staff management capabilities like onboarding and employee information storage. For those looking for time-tracking features, there might be better choices than Gusto.
If you’re looking for a staff management app, Kissflow is one of the best. The app has a wide range of features and remains easy on the pocket. With lots of workflow customization options, Kissflow offers a lot of flexibility.
Kissflow has built its name as a cloud-based Business Process Management (BPM) tool that allows users to automate processes and make changes with minimal coding. Many companies use Kissflow to create staff schedules, track hours worked, and manage projects. Some of Kissflow’s top clients include Pepsi, Dominos, Flipkart, and Michelin Tyres.
Kissflow has over 50 workflow templates that will allow you to onboard employees, track time and mileage, and even make vendor payments. You can install these templates, customize them, or build them from scratch.
Kissflow's workflow management system supports running multiple core processes at once. It also has advanced reporting features that allow users to view KPIs, export report data, and analyze dynamically created data.
Another top-selling service of Kissflow is that it offers product support in English, Spanish, and Portuguese.
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Kissflow’s Top Features |
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You can get Kissflow for $24 per user, per month. While they don’t offer a free plan, they will give you a free 14-day trial so you can examine the features and judge if the software is right for you.
Kissflow is ideal for enterprise-sized organizations. Some users have noted that the software needs a lot of training and dedicated IT staff or developers to oversee its functioning. Opt for this staff management app only if you have the backend resources available.
Depending on the business, you might need an all-in-one staff management software that will drive efficiency, collaboration, and productivity. If you want an affordable app that does all of the above, Zoho Workplace fits the bill. Zoho Workplace offers task management, an activity dashboard, customizable reports, file storage and management, and easy integration with a huge range of technology solutions. It also provides in-app collaboration tools that will make it easier to prioritize tasks and reduce misaligned efforts and duplicated efforts.
We put Zoho on our list because the software has features that ensure continuity and collaboration and is extremely convenient to use.
Zoho Workplace boasts a suite of communication tools, including Mail, Cliq, and Connect, that allows efficient and convenient interaction between team members and clients, regardless of their geographic location. The workdrive also allows members to store and share documents from a single location. This centralized storage ensures that all necessary project information is stored securely and is easy to access. This leads to improved workflow and proper flow of information.
For scheduling and task management, Zoho offers two options: Zoho To-Do and Zoho Projects. Employees can use Zoho To-Do to keep track of individual tasks, create task lists, and prioritize them. Zoho Project is for managing complex, large-scale projects with multiple moving parts and timelines. It also has Kanban boards, Gantt charts, time tracking, and live reporting capabilities.
A service that makes Zoho Marketplace stand out from other apps is that it offers its clients 24/7 live customer support. So no matter where your business is located in the world, if you have an issue, you can be rest assured a person will be there to assist you.
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Zoho Workplaces Top Features |
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Zoho Workplace has a free forever plan for 5 users with up to 5GB per person. Their standard plan starts at an affordable $2.97 per user, per month. They also offer a 15-day free trial for the professional plan.
Zoho Workplace is best for solopreneurs to medium-sized businesses. Industry experts state that Zoho Workplace is really for those looking to improve efficiency in the workplace and increase collaboration in the workplace. 14.3% of Zoho’s customers have reported an increase in teamwork.
ConnecTeam has been in the business since 2016 and is serving over 36,000 customers across 80 countries. It’s another all-in-one staff management app that is popular because of its ease of use, superior customer support, and high ability for customization. While giants like Nike and Sodexo use Connecteam to manage their workers, 70% of the company’s clients are small businesses.
Organizations use the ConnecTeam app to create shifts, clock in and clock out, assign work, and build forms and checklists. The app also has a communications module that allows one to share announcements and updates, chat with other team members, create surveys and polls, and store all important documentation and knowledge in one place.
ConnecTeam’s growth has been fuelled by the remote work trend. Their newer features are designed to make scheduling easier for blue-collar workers as well.
ConnecTeam has three solutions that can help companies manage their staff: communication, operations, and HR. The HR module has features that will help you train and onboard employees directly via the app. It also allows centralized storage of all employee documentation, which they can upload themselves. A neat feature of the HR module is that it also allows managers and HR personnel to send digital rewards and recognition. This could be words of appreciation or digital rewards that can be turned into gift cards.
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ConnecTeam’s Top Features |
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ConnecTeam has three tiers of pricing. Organizations who wish to use ConnecTeam’s basic plan, for any module, have to pay a monthly fee of $29 for up to 30 employees. The expert plan is priced at $49 per month for the first 30 users. However, they do offer a lifetime free program that’s a smart choice for start-ups and small businesses.
ConnecTeam’s price point makes it an ideal choice for those looking for an all-in-one staff management solution within the budget. It can be used by small to medium-sized firms to manage both their remote and blue-collar workforce.
Seeking a centralized tool for project and resource management that fosters collaboration and communication? Look no further than ClickUp. With ClickUp you won’t have to go out and invest in more technology tools to increase efficiency and productivity — it has the features to do it all for you.
ClickUp offers unmatched customization options. For example, instead of standard Kanban and lists, the software offers over 15 options that include Gantt charts, calendars, timelines, and mind maps. So, you can choose the perfect visual for every task and team.
You can also create unique fields to track specific data points that are relevant to your business. This could be the number of website visitors, client budget, or the number of software tests that have failed.
One drawback to using ClickUp is that it doesn’t have attendance tracking capabilities.
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ClickUp’s Top Features |
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Like many other staff management apps, ClickUp does have a lifetime free plan that is best for personal use. Small businesses or teams can use the “Unlimited” plan for $7 per month, per user. Larger teams and companies are advised to opt for the “Business” plan. That starts at $12 per month per user.
Any industry can use ClickUp, but most use it for combining resource management with document storage and sharing. ClickUp can be used by solopreneurs to large, enterprise businesses.
If you are a project leader, or running a business (in any industry) that is project and schedule-focused, you may benefit from investing in staff management software.
Here are a few specific examples of who could benefit from staff management software:
A staff management software is not a traditional time or attendance tracking program. Neither is it strictly just an HR or payroll software. A staff management software does much more and plays an integral role in enhancing a company’s project success rate, employee productivity metrics, and profits.
If you aren’t sure whether a staff management software can be a worthwhile investment for you and your company, understanding the range of benefits the app can provide is helpful.
Using a staff management app can help your business in the following ways:
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Benefits of Using a Staff Management App |
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Workplace dynamics have been evolving at a rapid pace. Handling the remote employees, on-site workers, leaves, attendance, payrolls, onboarding new clients/projects, and managing task progress is a lot for anyone to handle. Traditional paper and Excel-based scheduling methods and manual clock-in and clock-out processes aren’t equipped to handle the current business needs. Furthermore, those methods are prone to a lot of human error.
Also, manual tracking methods are subjected to time thefts. Employees can just say a task or client visit took them “x” number of hours when it took much less. With a staff management app, employees can no longer tamper with their attendance and payroll records. The app can be used to monitor the employee’s login time, departure, overtime, breaks, and other such information efficiently.
With an increasing number of organizations having a mix of remote, hybrid, and in-office workers, having a staff management app can be a game changer when it comes to managing employees. With the software, you can assign and track task progress in real-time. You can also set deadlines. The manager and the employees have a clear picture of what is expected and how their work ties into the greater picture. The visual dashboard increases transparency and accountability.
Project managers can also see all the employees that are available to them, regardless of their location. This increases the possibility of finding the right resource for each job. Lastly, some software also provides valuable insights into employee productivity and identify areas for improvement. For instance, with the help of an overload meter, the manager can quickly see that an employee’s productivity is decreasing because they have been given a large workload.
The staff management app will automate the scheduling, data, and reporting processes. Repetitive tasks such as assigning schedules, sending notifications of changes, and generating reports can be done by clicking a few buttons. This frees up time and allows managers and employees to focus on strategic and billable work. Reports like resource utilization and estimated project cost vs. actual project costs can allow management to make informed decisions on how to prevent a project from going off track.
The reports and analytics can help managers and HR teams make informed and data-based decisions about the company’s long-term goals and employee strategy. Data can also be used to build plans or capacity reports for upcoming projects.
Learn the answers to common questions concerning staff management software. Discover how it streamlines operations and increases staff efficiency.
Make the right decision by knowing why your company needs staff management software. What is the pain point that you are trying to resolve? Next, consider the most important features and budget. You can do a quick brainstorming meeting with key stakeholders to identify the must-have features of the staff management app.
Refer back to things such as ease of use, scalability, and customer support to further narrow down the right app for you. Lastly, read customer reviews, get references, and do a free demo or a free trial to get first-hand experience of the best software for your needs.
For the majority of the apps in the marketplace, the price point varies based on number of features, capabilities, and number of users. For example, eRS starts at $4 per module per user, but Gusto has a baseline package that is priced at $46 per month.
With so many different benefits, it’s no wonder that more and more small business owners are opting to use staff management software. Whether you are having a hard time creating schedules, or finding the right employee for a task, there’s just the right employee management app for you.
If you’re interested in learning more about staff management apps, be sure to check out eRS. eRS provides service for a standard rate fee, making it a great fit for small businesses looking for an easy-to-use, mobile-friendly, and cost-effective way to manage their employees located anywhere in the world.
