If you're in the staffing industry, you are probably aware of the pressure to stay competitive in today's fast-paced business world. To keep ahead of the curve, you must find ways to streamline operations, increase efficiency, and gain an edge. Luckily, technology solutions have your back.
According to a recent survey, the top priority for staffing agencies is finding and attracting candidates, followed closely by digital transformation. This shows that technology is essential for business success, not optional.
And when it comes to essential tech tools, GPS tracking software is a game-changer for staffing agencies.
In this article, we'll look closer at the four best staffing software solutions with GPS capabilities and their key features and benefits. Plus, we'll help you make an informed decision on the software of your choice by highlighting the critical factors you should consider.
Track Employees' Time, Location, and Mileage Accurately with Timeero.
How Exactly Can Staffing Agencies Benefit from GPS Apps?
Managing timekeeping across various agencies and locations can be daunting for staffing firms. It often involves clocking in and out errors, confusion, inefficiencies, and compliance gaps, frustrating both the employers and employees.
Fortunately, staffing agencies can use GPS time clock apps to streamline their workflows and overcome these challenges.
Below are just a few ways they can find GPS tracking apps beneficial:
GPS location monitoring. GPS apps can help staffing agencies track the location and movement of their workers in real-time, verify their attendance and performance, and ensure their safety and security by alerting the agency of emergencies or deviations.
Planning. GPS tracking apps can help staffing agencies schedule and dispatch their workers more efficiently, ensure they arrive on time for their assignments, and optimize routes.
Reducing expenses. Best staffing software with GPS can help staffing firms save money on fuel, travel, and payroll costs by eliminating time theft, fraud, and errors and providing accurate mileage and location reports for tax deductions and compliance.
Payroll processing. GPS app for a staffing agency can help automate and streamline payroll processes by integrating time tracking and accounting software and providing proof of work and service delivery for invoicing and billing.
Ensuring compliance. GPS tracking software can help staffing agencies provide labor law compliance by monitoring and recording various aspects of their employees' work activities, such as working hours, breaks, overtime, etc.
Higher customer satisfaction. GPS tracking apps can help staffing agencies improve customer service and retention by providing timely and quality workers, transparent communication, and accurate reporting, enhancing the agency's reputation and branding.
So, if you're looking to move your staffing business forward, GPS technology might be just the solution you need.
What to Look for in Staffing Agency Software?
Even though many GPS tracking apps are on the market today, not all of them will fit the needs of your staffing agency.
The tracking feature will allow you always to have accurate and reliable data on your employees' time and attendance, automate timesheets and streamline payroll.
Besides logging your employees' hours, GPS time tracking apps will also record their location when they clock in and out from work, so you can rest assured that they are at their assigned working place.
Furthermore, some GPS time clocks come with additional functionalities to ensure the timekeeping process runs smoothly, such as:
Reminding employees to clock in and out
Creating customized breaks to ensure compliance with federal and state labor laws
Reminding employees to use their breaks
Overtime rules and alerts
Facial recognition to help you eliminate buddy punching, etc.
GPS tracking allows you to monitor the location of the employees during their shifts in real-time and review their geolocation data afterward.
As it allows you to monitor the employees' progress, this feature can help with efficient scheduling and dispatching of workers to job sites, improving accountability and productivity.
Some of these tools let you see a detailed overview of your employees' locations during their working hours, using breadcrumbs with time and location stamps.
Geofencing allows employers to create a virtual boundary around a specific location, such as a job site. Then, when an employee arrives at or exits the geofenced area, the software sends notifications, reminding them to clock in or out.
Some of the best staffing software with GPS will also allow you to restrict employees from clocking in or out offsite, safeguarding your agency against employee time theft. With such functionality, employees can log their hours only at the job site.
If your staffing agency requires employees to travel to job sites or client offices, mileage tracking is an essential feature. This feature helps you keep track of employee business travels and mileage reimbursement and gain more control over your expenses.
As not all GPS tracking apps offer this feature, if your employees regularly drive from one location to another, consider making it your top priority.
The right scheduling software can help you manage employee schedules more efficiently, avoid scheduling conflicts, and ensure maximum productivity.
The best staffing agency GPS software will always let you know who's available for work and notify your employees when there are any new shifts or schedule changes.
Some of the tools will even give you the option to let your employees accept or reject the shift so that you prevent potential problems before they occur.
Paid Time Off (PTO) Tracking
Paid time off tracking software can help your staffing agency manage employee vacation, sick leave, and other time off.
It can help you streamline the time off request procedure, help you maintain accurate employee time off records, and provide reliable data on your employees' available hours.
Payroll and Accounting Integration
To make the most out of the GPS time tracker for staffing agencies, you should look for a solution that integrates seamlessly with your existing software or has Public API that allows these integrations.
This feature can help you streamline your accounting and payroll processes and save time.
Best Staffing Agency GPS Software Solutions
Now that we've explored the key features you should look for and their benefits, we can move on to our list of the best staffing software solutions with GPS.
We compared multiple GPS time tracking software and narrowed the choice to four apps that could best address the needs of your staffing agency.
Timeero: The Best GPS App for Staffing Agency
Timeero is a game-changer for staffing agencies, providing an all-in-one SAAS solution that allows you to optimize operations, reduce costs, and drive better results.
One of the most notable aspects of Timeero is its powerful and highly accurate location-based functionality. GPS monitoring lets you track employees' whereabouts in real time, providing valuable insight into their attendance, punctuality, and overall work habits. This level of transparency promotes accountability and simplifies the process of managing field and dispersed teams.
Moreover, Timeero can help you take the hassle out of timesheet management. Offering automated, GPS-validated timecards eliminates manual entry errors, saving you time and resources while ensuring compliance and accurate payroll and billing.
Its geofencing feature allows you to set virtual boundaries around specific job sites or customer locations, ensuring that your employees are where they're supposed to be and alerting 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.
And if your employees travel from one location to another during their shifts, you will know how to appreciate its mileage-tracking functionality. Timeero automatically tracks and records business mileage to calculate reimbursements accurately and save money on taxes and fuel.
Timeero also offers robust project management and scheduling tools, allowing you to easily create and manage employee schedules. You can assign shifts, track attendance, and even send shift reminders to your team members.
PTO tracking is another important feature of Timeero. You can set up and manage PTO policies for your employees, and they can request time off directly through the platform. This can help you avoid scheduling conflicts and ensure that your employees are taking time off they need.
Furthermore, Timeero's excellent analytics capabilities will equip you with the tools to make data-driven decisions. By gathering and analyzing valuable data on employee performance, resource allocation, and overall efficiency, Timeero can help you identify areas where you can improve your operations and further grow your business.
The mobile app allows your employees to punch in and out quickly, log breaks, check schedules, accept or reject shifts, and request time off. Workers can also use the app to add relevant photos and notes to their timesheets, review their time and routes, and make necessary edits.
GPS Time Clock
GPS Location Tracking
Mileage tracking with additional functionalities, such as suggested mileage and commuter mileage
Time Off Tracking
Customizable overtime and break settings
Mobile app for iOS and Android
Kiosk App with Facial Recognition
Timeero integrates with popular payroll and accounting software such as:
Timeero also integrates with Zapier, allowing you to connect it to over 5,000 apps and streamline your workflows.
As Timeero has Public API, you can connect it with your other preferred apps.
Timeero has simple pricing - cost per user per month. There are no hidden expenses or additional monthly fees.
Basic Plan: $4 user/month
Pro Plan: $8 user/ month
Premium plan: $11 user/ month
If you opt for an annual subscription, you can get Timeero for a discounted price. There is also a 14-day free trial to try out different features and functionalities of the software.
Timeero is easy to use and intuitive, so even the not-so-tech-savvy employees can use it with little or no onboarding. A simple click is enough to log time, mileage, and locations. We've done several tests and comparisons with other GPS apps. We can safely say that the other apps don't rival Timeero's accuracy and effectiveness—all that and more at an affordable price.
Timesheet Mobile: Streamline Timesheets With Multiple Clock-In Options
Timesheet Mobile is a comprehensive 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.
For workers without smartphones, the Dial-up IVR Punch In/Out option ensures all staff members can easily log their hours. 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.
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 also comes with a solid scheduling feature for efficient employee management.
The Auto Travel and Distance 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. If the travel time exceeds the expected duration, the app flags it for review.
Some of the main Timesheet Mobile features include:
Dial-up IVR Punch In/Out
Employee Location with Geofencing
Geofence Autopunch and Violation Alerts
Auto Break Prompts
PTO and Vacation
Employee Scheduling and Reminders
Auto travel Time and Distance
Project+ Team Messaging
To help you streamline your workflow, Timesheet Mobile integrates with other software solutions, such as
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: Contact for details.
Timesheet Mobile is a versatile time-tracking and workforce management tool, offering GPS and geofencing technology, various clock-in options, and powerful administrative features. However, it's important to note that the Auto Travel and Distance feature does not show the actual route taken or provide accurate mileage for reimbursement purposes. The displayed mileage is based on Google Maps' shortest distance estimate, limiting the feature's utility for calculating precise employee reimbursements.
QuickBooks Time: Smooth QuickBooks Integration
QuickBooks Time, is another GPS tracking soljution from which staffing agencies can benefit. With its robust features and seamless integration with QuickBooks accounting software, QuickBooks Time provides an end-to-end solution that streamlines your workflow, from employee scheduling to accurate invoicing and payroll.
A standout feature of QuickBooks Workforce is its advanced scheduling system, that allows you to create and manage employee schedules with ease. The drag-and-drop interface simplifies the scheduling process, and instant notifications keep employees informed of updates.
Another helpful set of features of QuickBooks Time is its mobile time-tracking capabilities. The GPS-powered QuickBooks Workforce (formerly QuickBooks Time) mobile app lets you monitor employee locations in real-time, track their mileage, and verify the accuracy of their timesheets.
QuickBooks Time also offers reporting tools that give valuable insights into employee performance, project progress, and overall business efficiency.
Integration with QuickBooks accounting software will ensure that all employee hours, expenses, and payroll data are automatically synced, minimizing manual data entry and the risk of human error.
Here are some of the QuickBooks Time features that you may find handy:
QuickBooks Workforce mobile app with GPS
Streamlined payroll and invoicing
Job and shift scheduling
See who's working
Time off management
Alerts and notifications
Track project progress to plan
QuickBooks Time integrates with various software to provide additional functionality and enhance its capabilities. Some key integrations include:
ADP Workforce Now
For the complete list of integrations, check out their website.
QuickBooks Time offers two pricing options:
Premium: $20 monthly fee + $8 per user/month, and
Elite: $40 monthly fee + $10 per user/month.
QuickBooks Time also offers a free trial to check how the app works.
QuickBooks Time works best for your staffing agency when paired with QuickBooks for accounting and payroll, as it allows seamless integration.
However, small businesses and teams may find the QuickBooks Time entry package unsuitable as it lacks geofencing and mileage tracking features, only available in the more expensive Elite Plan.
With a monthly fee of $40 and an extra expense of $10 per employee per month, this may not be the most affordable option for those with limited budgets.
When I Work: Combining Scheduling and Time-Tracking for Efficient Workforce Management
When I Work is a cloud-based workforce management solution that can help recruiting agencies to manage their employees while improving productivity and promoting effective communication.
One of the key benefits of When I Work lies in its scheduling capabilities. The software has a user-friendly interface, so you can easily create, adjust, and share employee schedules.
The software comes with Open Shifts functionality, allowing you to create open shifts for all employees or specifically for eligible ones. It also allows employees to confirm their scheduled shifts, trade them with colleagues, or set their availability preferences.
The platform also offers Time and Attendance settings that you can easily customize. For example, you can choose whether to allow staff to clock their hours using mobile devices or desktop computers and set up geofencing to restrict where employees can clock in and out based on location.
To gain control over working hours, functionalities such as Early Clock-in Prevention and Overtime Visibility can help you monitor and manage employee schedules more effectively.
When I Work lets you view and edit employee timesheets and generate various reports. The Attendance Notices report, for instance, will give you information on time clock alerts, such as wrong location or late/early clock-ins. Other reports include labor breakdowns, shifts, time-off requests, or even exported schedules for further analysis.
Below are some features you may find beneficial for your staffing agency:
Time Off and Availability Management
Overtime Alerts and Management
Early Clock In Prevention
Mobile Clock In/Out with GPS Enforcement
Photo Clock In Confirmation
Attendance Notifications and Reminders
When I Work integrates with various accounting, POS, and payroll software, such as:
Run Powered by ADP
To see a full list of When I Work integrations, visit their website.
There are four subscription options available:
Standard scheduling: $2,50 user/ month
Standard Scheduling with Time and Attendance: $4 user/ month
Advanced scheduling: $6 user/ month
Advanced Scheduling with Time and Attendance: $8 user/ month
When I Work offers a 14-day free trial.
When I Work is a good solution for businesses seeking scheduling and GPS time tracking system. By integrating these capabilities into one platform, the software can help you manage your workforce, resulting in improved efficiency and streamlined operations. However, if besides tracking time and locations, you want to streamline mileage tracking, there are better solutions on our list.
Timeero - Your Staffing Agency's Secret to Growth and Success
Looking for a smart solution to enhance your staffing agency's growth? Timeero has got you covered. With GPS-enabled time and mileage tracking, accurate timesheets, and seamless payroll integrations, Timeero streamlines your operations while maintaining transparency and compliance.
By using Timeero, you can simplify processes, increase productivity, and elevate your staffing agency's overall performance, setting the stage for success and growth. For more information, check out our Timeero Review.
Andjelka is a sociologist turned digital marketer. She specializes in creating content for SaaS and software companies. When she’s not researching the most effective employee management techniques, Andjelka loves cooking, reading, and fighting for human rights.