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Best Staffing Agency Software With GPS in 2024

Emily Maina
Last update on:
April 10, 2024 11:33 PM
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Effectively managing its operations is the lifeblood of any staffing agency. As the demand for top talent continues to rise, these companies must leverage advanced software solutions to stay ahead of the curve.

A recent survey indicates that winning clients is the top priority for staffing agencies, with digital transformation coming in second. This demonstrates that technology is necessary for business success, not just an afterthought. 

This article explores five software applications that will redefine how staffing agencies operate in 2024. From precise GPS tracking to seamless payroll integration, these staffing solutions provide unique features to address the specific needs of this dynamic sector. 

Keep reading to learn how the best staffing agency software can make all the difference for your company. 

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What Are the Benefits of Staffing Software With GPS?

The benefits of implementing staffing software are manifold and include the following:

  • Improved Workforce Management: Staffing software with GPS offers features for precise timekeeping, employee location tracking, and thorough reporting. These are features that recruitment CRM or basic recruitment software may lack. They enable agencies to maximize the distribution of resources and improve the overall productivity of their employees.
  • Cutting Labor Costs: Staffing companies can reduce fuel, travel, and payroll expenses using the best recruitment agency software. This is accomplished by providing accurate tracking that eliminates time theft and fraud, ensuring employees are not working side jobs on company time.
  • Time Savings: Automating recruitment processes saves agency employees a great deal of time. This frees them to concentrate on strategic talent acquisition projects rather than menial administrative work assignments. 
  • Simplified Payroll Processing: With integrated payroll systems and project tracking capabilities, staffing software guarantees precise billing for customer projects. This enhances the transparency of financial transactions while lowering the possibility of invoicing errors.
  • Ensures Compliance: Maintaining compliance with labor laws and industry regulations is a never-ending challenge for staffing firms. To help them stay on top of legal requirements, staffing software typically includes features like working hours, breaks, and overtime records. 
  • Improved Customer Satisfaction: Both clients and candidates benefit from a more seamless experience when staffing software is used. Client relationships are strengthened through transparent scheduling and automated communication. If candidate management is done right, potential candidates are more likely to interact with the agency for future opportunities.

What Are the Best Staffing Agency Software Systems?

Now that we’ve gone over the advantages let’s get to our list of the top staffing software options.     

After comparing several applications, we narrowed down the choices to the top five that would best fit your staffing company’s requirements:

  • Timeero – Best Staffing Agency Software With GPS
  • Timesheet Mobile – Best for Tracking Time
  • Deputy – Best for Task Management
  • QuickBooks Time – Best Software for QuickBooks Integration
  • When I Work – Best for Employee Scheduling

Timeero – The Best Staffing Agency Software With GPS

Timeero is a cloud-based SAAS designed to help staffing agencies track time, manage schedules, and improve productivity. Because of its extensive feature set and easy-to-use interface, this app has become the go-to option for agencies trying to maximize their workforce.

GPS Tracking

One of the most notable aspects of Timeero is its powerful and highly accurate location-based functionality. This feature is particularly useful for agencies dealing with temporary placements or field assignments. 

Picture this: A cleaning company with offices spread throughout the city is the target of your agency’s recruitment efforts. You advertise job openings for the business on social media, job boards, and recruitment platforms.

Afterward, you assign recruiters or agency staff to each location to conduct in-person interviews with job seekers and orient new hires. You can keep an eye on these workers’ whereabouts with GPS tracking. This feature allows you to monitor every team member’s location in real-time.

It provides valuable insight into their attendance, punctuality, and overall work habits. Having this level of transparency promotes accountability.

timeero who's working feature
Timeero’s Who’s Working dashboard.

Time Tracking

For agencies managing temporary placements, Timeero offers a solution beyond basic timekeeping. The app records work hours and meticulously tracks overtime, ensuring adherence to labor laws. Additionally, Timeero captures breaks, which is vital for precise payroll calculations. 

In the United States, where compliance and payroll intricacies abound, agencies can significantly benefit from Timeero’s Signatures feature that allows employees to sign off on their hours.

This feature provides tangible proof of work for billing and compliance purposes. Each timesheet that details the amount of time spent and the distance traveled can be physically signed by your employee. Your clients may also sign the timesheet to attest that the worker completed their job there. 

This is especially crucial in states like California, known for its strict break laws, where Timeero’s California Breaks Tracker becomes an invaluable resource.

timeero employee signature
Your employees can sign off on their timesheets.

Segmented Tracking

With its unique Segmented Tracking feature, Timeero is a game-changer for recruitment businesses with mobile employees. Employees only need to clock in once at the beginning of their shift and clock out at the end of the workday rather than making multiple entries. 

Every place visited is automatically tracked by the software using GPS data. The sites visited and the time spent at the location are visible to you in a single glance.

timeero segmented tracking
Segmented tracking on Timeero.

Geofencing

Timeero’s geofencing feature allows you to set virtual boundaries around specific job sites or customer locations. Geofencing apps ensure that your employees are where they’re supposed to be and alert you if they’re not. 

Unlike other tools, the Timeero GPS tracker allows you to restrict workers from clocking in and out offsite as an additional safeguard. This is great if your team is meant to interview candidates or speak to potential clients at specific locations.

Mileage Tracking

If your employees travel from one location to another during their shifts, you’ll appreciate Timeero’s mileage-tracking functionality. The app automatically tracks and records business mileage to calculate reimbursements accurately and save money on taxes and fuel.

timeero employee timesheet mobile app
You can view the mileage covered on the employee’s timesheet.

Scheduling

Timeero also offers robust project management and scheduling tools, allowing you to create and manage employee schedules easily. You can assign shifts, track employee attendance, and even send shift reminders to your team members. 

timeero scheduling
Adding a schedule on Timeero.

This helps avoid overstaffing or understaffing issues and allows you to make real-time adjustments as needed. You can easily organize shifts based on different tasks, including job posting on career pages, resume parsing, video interviewing, carrying out background checks, or even customer support. 

Reporting and Analytics

Staffing agencies require access to detailed reports and analytics to make informed decisions. Timeero offers customizable reports on attendance trends, project timelines, and worker productivity. 

It places useful information regarding mileage, employees’ hours, and breaks at your fingertips. These insights enable agencies to keep track of their costs, pinpoint areas needing development, and raise the overall effectiveness of operations. At the same time, in the case of an audit, you will always have accurate and reliable data ready. 

timeero reports
Timeero reports are customizable.

Integrations

Timeero’s seamless integration with popular accounting and payroll software facilitates the easy export of employee time data for payroll processing. This includes applications like QuickBooks, Gusto, Rippling, Zapier, Vieventium, Xero, ADP, Paychex, and Paylocity. 


It can minimize the possibility of mistakes and save agency managers a ton of time regarding employee compensation.

timeero integrations
You can connect to other applications using Timeero.

Other Key Features:

  • Route Replay
  • Facial Recognition
  • Message Blasts
  • Signatures
  • Offline Capabilities
  • Overtime Tracking 

Pricing:

Timeero offers four pricing plans:

  • Basic: $4 per user/month
  • Pro: $8 per user/month
  • Premium: $11 per user /month
  • Enterprise customized plans

Timesheet Mobile – Best for Tracking Time

Disclaimer: This information provided on TimeSheet Mobile was collected through app testing as of December 9, 2023. There may be changes to the app as a result of Wagepoint acquiring the software (https://www.timesheetmobile.com/news/)

 

Timesheet Mobile is a time-tracking solution powered by GPS and geofencing technology. As a web app and mobile app for iOS and Android devices, Timesheet Mobile provides a user-friendly experience for employees and administrators.

Time Tracking

Employees can easily clock in and out from the mobile app’s time clock. You’ll need to set them up in your Timesheet Mobile account for them to use the time clock. 

timesheet mobile web
Adding employees to your Timesheet Mobile account.

For workers without smartphones, the Dial-up IVR Punch In/Out option ensures all staff members can easily log their hours. For instance, if an employee uses a flip phone, they can dial the toll-free number, and the software will capture their clock-in time and location. Please note that this feature is only available in North America. 

The mobile app allows employees to clock in and out, switch between sites and jobs, and add audio or written notes to their entries. They can also view and submit their timesheets while receiving notifications for new shifts and break reminders.

timesheet mobile gps time clock
The Timesheet Mobile time clock.

Geofencing

Administrators can access powerful software options, such as setting up notifications for missed punches, implementing geofencing on job sites, and restricting offsite clock-ins.  

Timesheet Mobile notifies workers or contractors upon arrival when you establish a geofence around each of your job sites. It monitors the entire shift and alerts managers if they leave the location while clocked in.

timesheet mobile geofencing
Creating a geofence on Timesheet Mobile.

If an employee is not present at the job site, you can use the software’s features to prevent them from punching in. If they turn off their phone’s location to avoid being monitored, the app will clock them out and alert the admins.

Scheduling

Timesheet Mobile also comes with a solid scheduling feature for efficient employee management. You can create work schedules and add shifts in various ways. This makes it a great addition to your recruitment tools, as you can ensure employee shifts are aligned.

timesheet mobile schedule
Adding a shift on Timesheet Mobile.

Auto Travel and Mileage

The Auto Travel and Mileage feature is another noteworthy addition. The app detects when an employee travels during their shift, comparing the time to reach their destination with Google Maps’ estimated travel time. The app flags it for review if the travel time exceeds the expected duration. 

timesgeet mobile time and mileage
Enabling the Travel and Mileage tracking feature on Timesheet Mobile.

Timesheet Mobile is a versatile time-tracking and workforce management tool. Its GPS and geofencing technology, various clock-in options, and powerful administrative features make it a great choice for recruitment agencies. The software can take some time to set up at first, and while the app is running, it uses up battery life more quickly. 

Integrations

To help you streamline your workflow, Timesheet Mobile integrates with other software solutions, such as Run Powered by ADP, ADP Workforce Now, Accounting Suite, and Sage.

Other Key Features:

  • Auto Break Prompts
  • Overtime Warnings
  • PTO and Vacation
  • Employee Reminders
  • Project+ Team Messaging

Pricing:

Timesheet Mobile offers five pricing plans:

  • ‍Basic Plan: $3.49 user/month + $14.99 monthly subscription.
  • Per Punch Plan: 15 cents per punch + $29.99 subscription.
  • Small Businesses Plan $9.95 per user/month + $29.99 monthly subscription.
  • Medium Businesses: $2.49 user/month + $149 subscription.
  • Large Businesses: Customized quote.

Deputy – Best for Task Management

Deputy is a workforce management solution designed to optimize operations for businesses.

Time Tracking

With its user-friendly employee time clock, the Deputy reliably logs hours worked. It offers numerous clock-in and clock-out options, including touchless kiosk facial recognition. 

deputy time cloc
The Deputy time clock.

There are also more conventional ways, such as accessing it straight from mobile devices, using a PIN on shared devices, utilizing a browser to access the Deputy website, and even using smartwatches. 

Scheduling

Deputy provides advanced AI-assisted auto-scheduling, removing the need to create schedules shift by shift. Schedules are generated by this AI-powered feature using data analytics from various demand signals. 

This guarantees that the most ideal employees are assigned to each shift, resulting in optimized schedules and streamlined event management for staffing agencies. 

deputy scheduling
Adding a shift on Deputy.

Break Planning

Businesses can create compliant schedules with the Deputy’s break planning and compliance functionality, available on all devices. 

This is a handy tool that uses AI to create schedules that easily take complex workplace regulations into account. It removes the employer’s concern about compliance with laws and regulations about breaks.

deputy breaks mobile app
Employees can take breaks on the Deputy mobile app.

This feature ensures that workers take a break during the workday. Employees can easily forget to eat or take breaks when working nonstop. Still, you don’t have to worry about that as an employer when using this app.

Deputy is an excellent choice for companies needing administrative and HR software to boost efficiency and simplify procedures. However, the software’s geofencing feature is not the best, especially if this functionality is paramount for your staffing business.  

Integrations

The information obtained from the Deputy staff time clock is automatically converted into timesheets. These timesheets can be approved individually or collectively after being reviewed and verified using facial recognition technology and GPS location stamping. 

This reduces administrative workload by automatically determining the different pay rates for each employee, job, and location. You can also use it to adjust your applicant tracking system for better results. The data metrics can be exported to multiple Deputy third-party payroll integrations. 

deputy integrations
Deputy Integrations.

Other Key Features:

  • Timesheets
  • News Feed
  • Access Controls/Permissions
  • Activity Dashboard
  • Alerts and Notifications
  • Approval Process Control
  • Attendance Management

Pricing:

Deputy offers three pricing plans:

  • Starter: Free for 100 shifts per month
  • Premium: $6 per month 
  • Enterprise: Custom pricing

QuickBooks Time – Best Software For QuickBooks Integration

QuickBooks Time is a time-tracking solution that integrates seamlessly with QuickBooks accounting software. It provides staffing agencies with a solution for time management and payroll processing.

Time Tracking

The mobile time-tracking features of QuickBooks Time are another useful feature set. With the GPS-enabled QuickBooks Workforce app (previously known as QuickBooks Time), employees can track their work hours on the go.

This offers staffing agencies real-time data and enhances the overall accuracy of timekeeping. You can also track employee mileage, keep an eye on their whereabouts in real time, and ensure that their timesheets are accurate. 

quickbooks workforce mobile app
The QuickBooks Workforce time clock.

GPS Tracking

GPS tracking apps are crucial for managing mobile and remote workforces. The GPS tracking capability of QuickBooks Time guarantees that management is always aware of where its employees are while they are on the clock. This fosters a culture of accountability within teams.

Scheduling

One of QuickBooks Workforce’s best features is its sophisticated scheduling system. This feature makes it simple to create and monitor employee schedules. 

The drag-and-drop interface simplifies the scheduling process, and employees are updated with instant notifications. This is great for interview scheduling when you post jobs and have to set up meetings with qualified candidates for candidate tracking. 

quickbooks time schedule
Schedules on QuickBooks Time.

PTO Tracking

QuickBooks Time’s PTO tracker lets users easily streamline “time off” tracking. Employers can also select whether employees can enter time off directly without needing permission or they need to submit requests for approval.

Requests can be made via the web dashboard or the app. The time off appears in the calendar after it has been authorized. Managers can design unique alerts to inform team members at every stage of the request approval procedure.

quickbooks workforce pto mobile
Requesting time off on the QuickBooks Workforce app.

Because it allows for seamless integration, QuickBooks Time functions best for your staffing agency when used with QuickBooks for accounting and payroll.

Because the geofencing and mileage tracking features are exclusive to the more costly Elite Plan, small businesses and teams might find the QuickBooks Time entry package inadequate. There are better deals than this if you have a tight budget. Learn more about this solution from our comprehensive QuickBooks Time review. 

Integrations

All payroll information, employee hours, and expense information will be automatically synchronized owing to integration with QuickBooks accounting software. This reduces the chance of human error that comes from manual data entry. 

QuickBooks Time integrates with other software solutions too, such as Aero, ADP, and Paychex. Gusto, Square, JustWorks, etc.

Other Key Features:

  • Customized reports
  • Alerts and notifications
  • Photo attachment
  • See who’s working
  • Geofencing
  • Mileage tracking
  • Track project progress to plan

Pricing:

QuickBooks Time offers two pricing options:

  • Premium: $20 monthly fee + $8 per user/month.
  • Elite: $40 monthly fee + $10 per user/month.  

When I Work – Best for Employee Scheduling

This cloud-based workforce management tool can assist recruiting firms in managing their staff members while enhancing output and encouraging clear communication. 

Time Tracking

Users can easily track hours worked and breaks using the When I Work time clock. Timesheets display the information collected using the timeclock function. Users can add clarifying notes and edit timesheets for their managers to review.

when I work mobile
The When I Work time clock.

Administrators have access to timesheet edit histories and can examine and amend them. They can approve the timesheets and finish the process once they deem them accurate.

Scheduling

With its user-friendly system, When I Work allows managers to view team availability, adjust shifts, and stay on top of time off requests. This helps businesses save time on handling employee schedules. 

When I Work Scheduling
Creating a schedule on When I Work.

To stay on top of their daily to-do list, users can also view the tasks assigned to them for the shifts they must work. Additionally, the system integrates with When I Work’s other key features to simplify payroll, control labor costs, and facilitate break management. 

Team Messaging

Effective communication is vital in the staffing industry, especially when managing a diverse and often remote workforce. When I Work includes a communication hub where hiring managers can share real-time updates, announcements, and important information with employees.

This can prove very handy for customer relationship management and improving overall candidate experience since employees always have the necessary information.

When I Work Messaging
Employers can easily send out messages to the entire team or individual employees.

Reports

You can create and modify employee timesheets and view various reports using When I Work. For example, in the Attendance Notices report, you can find information about time clock alerts, like incorrect location or early or late clock-ins. 

when I work attendance notices
Attendance Notices on When I Work.

You can generate additional reports for labor breakdowns, shifts, requests for time off, and even exported schedules for additional analysis.

Although When I Work is great for advanced scheduling, the software was buggy when we tested it. You may experience glitches and lags when using the app, requiring you to refresh often for it to function appropriately. For instance, it may freeze when you try clocking out. If you’re looking for a reliable employee tracking solution, options like Timeero offer comprehensive features.

when I work user review
when i work user review 2
From user reviews, the app has been buggy recently.

Integrations

When I Work integrates with various accounting, POS, and payroll software, including Run Powered by ADP, Gusto, QuickBooks Online, Gigwage, Clair, GoCo, OnPay, Square, and Crew.

Other Key Features:

  • Overtime Alerts and Management
  • Early Clock In Prevention
  • Break Management
  • Attendance Notifications and Reminders
  • Team Messaging

Pricing: 

When I Work offers three pricing plans:

  • Essentials: $2.50 user/ month
  • Pro: $5 user/ month
  • Premium: $8 user/ month

Choose the Best Staffing Agency Software With GPS

Recruiting agencies perform various tasks in the hiring process -  such as candidate sourcing, completing the interview process, conducting candidate assessments, onboarding and workflow optimization, human resources management, and client follow-up. 

The apps we’ve reviewed each offer unique features catering to the diverse needs of staffing agencies. Timeero provides an innovative solution to support the expansion of your staffing agency and simplify workforce management.

Using it can significantly increase efficiency, productivity, and client satisfaction. Read our in-depth Timeero Review to learn more about this software.

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AUTHOR
Emily Maina

Emily Maina is a tech-savvy writer with a passion for creating content. With years of experience in the industry, she is well-versed in the latest trends and developments in the tech industry. When she’s not working, Emily enjoys exploring the great outdoors or watching her favorite shows.

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