Employee Tracking: What It Is, How It Works, Benefits, Methods & Best Practices

Managing a modern workforce is more complicated than simply knowing who is in the office. Employees can work from offices, homes, client locations, or different cities altogether. For managers, HR teams, and business owners, this is an important question: How can you understand where work time is going and whether your workforce is providing the visibility and support it needs to perform? 

Employee tracking software helps answer that question by collecting information about work hours, attendance, computer activity, applications, websites, tasks, calls, productivity, and, for field teams, location and distance traveled. 

However, employee tracking is more than simply "watching employees". If implemented well, you can use it to help your business understand workflows, identify bottlenecks, simplify workforce planning and reporting, and manage distributed teams. 

In this guide, we'll explain what employee tracking means, how employee tracking software works, different types of Tracking, its benefits and challenges, privacy considerations, and how to choose and implement an employee tracking system. 

What Is Employee Tracking? 

Employee tracking is the use of software to collect and analyze information about employee work activity. Typically, this can include working hours, attendance, computer activity, application usage, websites, tasks, calls, productivity, location, and routes. 

What information is collected is up to the tracking system and features a business chooses to use. Some organizations may only need time and attendance Tracking, while others may need computer activity insights, screenshots, app history, or GPS tracking for field employees. 

Employee tracking is therefore best understood as an umbrella term and can include time tracking, attendance tracking, productivity tracking, computer monitoring, application and website Tracking, and location tracking. 

What Does Employee Tracking Actually Track? 

Depending on the software, employee tracking can include: 

Staff Tracker, for example, combines computer-based Tracking with workforce and field-team capabilities. Its platform includes PC Tracking, Geo Tracker and Call Tracker, as well as time tracking, attendance, screenshots, browsing and app history, task management and distance tracking. 

Employee Tracking vs. Employee Monitoring 

The terms of employee tracking and employee monitoring are often used interchangeably, but they can describe slightly different areas. 

Employee tracking generally emphasizes measurable work information such as time, attendance, activity, location, routes, tasks and productivity. 

Employee monitoring is a broader term, which can include tracking computer activity, websites, applications, screenshots, network activity, GPS, and other forms of workplace observation. Cisco, for example, describes employee monitoring as including methods such as application monitoring, website browsing, GPS tracking, email monitoring, and network monitoring. 

In practice, there is significant overlap between the two. What matters most is not the label, but what data is collected, why it is collected, and how the organization uses it. 

How Does Employee Tracking Software Work? 

Most employee tracking software systems follow a relatively simple process. 

1. Install the Tracking Application 

Employees use a desktop or mobile application, depending on the type of Tracking required. Staff Tracker provides desktop, web and mobile access as part of its platform. 

2. Connect Employees and Devices 

Administrators can configure employees, teams, devices, or relevant tracking settings within the system. 

3. Collect Relevant Work Data 

The software records the categories of information enabled by the organization. This could include work hours, attendance, applications, websites, screenshots, tasks, calls, or location. 

4. Process and Organize the Information 

The raw activity information is organized into records, dashboards, charts, histories and reports, so managers don't have to manually compile the information. 

5. Review the Data 

Managers can examine individual or team activity to identify patterns, bottlenecks, attendance issues, workload concerns, or workflow inefficiencies. 

6. Generate Reports 

Reporting allows organizations to review activity over time, rather than relying on isolated observations. 

7. Use the Information to Improve Workflows 

The purpose should ultimately be better for workforce management, rather than simply collecting as much data as possible. 

What Are the Different Types of Employee Tracking? 

Employee tracking can take several forms. Understanding these categories helps businesses choose software according to their actual needs. 

1. Employee Time Tracking 

Time tracking records how much time employees spend working or on particular tasks and projects. 

It can help businesses understand: 

Staff Tracker's time-tracking functionality is designed to monitor employee work hours, project timelines, and task durations. 

2. Employee Attendance Tracking 

Attendance tracking focuses on whether employees are present and when they begin or finish work. 

Typical information includes: 

Staff Tracker combines attendance management with leave management and a holiday calendar, providing businesses with a central way to manage attendance-related information. 

3. Computer Activity Tracking 

Computer activity tracking helps businesses understand what activity is occurring on company computers. 

It can include active and inactive time, application usage, and other activity indicators. 

The objective should not be to assume that every inactive period represents poor performance. An employee may be reading a document, attending a meeting, speaking with a client, or completing work away from the keyboard. 

Activity data is therefore most useful when interpreted alongside tasks, responsibilities and business outcomes. 

4. Application Tracking 

Application tracking records for which software applications are being used and how they are being used during work periods. 

This can help businesses identify: 

Staff Tracker includes application history as part of its tracking functionality. 

5. Website and Browsing Tracking 

Website tracking can provide information about websites visited during working periods. 

For businesses, this may help with productivity analysis, policy management, or understanding how employees use online resources for their work. 

However, organizations should establish clear rules around what is monitored and when monitoring occurs, rather than collecting unnecessary personal information. 

6. Screenshot Monitoring 

Screenshot monitoring captures periodic images of employee computer screens. 

Businesses may use screenshots to: 

Staff Tracker offers screenshot tracking and screenshot history, with the available history dependent on the selected plan. 

Because screenshots can potentially contain sensitive or personal information, businesses should establish appropriate policies around their use, access, storage, and retention. 

7. GPS and Employee Location Tracking 

GPS tracking is particularly relevant for employees who spend significant amounts of time away from a traditional office. 

Examples include: 

Staff Tracker's Geo Tracker is designed to track field teams in real time, while its distance-tracking functionality can provide information about routes and mileage. 

8. Call Tracking 

For employees who regularly communicate with customers or prospects, call information can provide another operational metric. 

Staff Tracker's Call Tracker provides call duration, call logs, call analysis, and call reports. 

This can be useful for organizations that need visibility into customer service or sales communication workflows. 

9. Task and Productivity Tracking 

Employee tracking becomes more useful when activity data is linked to actual work. 

Task tracking can help managers understand: 

Staff Tracker includes a Task Manager and productivity-level information alongside its activity-tracking capabilities. 

Why Do Businesses Use Employee Tracking? 

Employee tracking is typically introduced to solve a visibility or workforce-management problem. 

Improve Workforce Visibility 

Managers cannot always observe work, particularly when teams are remote, hybrid, mobile, or distributed across multiple locations. 

Tracking software can offer structured information about work activity, without requiring managers to ask employees for manual updates constantly. 

Identify Productivity Bottlenecks 

Activity and task information can highlight where processes are taking longer than expected. 

For example, if a team repeatedly spends significant time switching between applications or completing a particular administrative task, management may discover an opportunity to improve the process. 

Improve Time Management 

Time information helps organizations understand where working hours are being allocated. 

This can be useful for project planning, workload management, and identifying tasks that consistently require more time than expected. 

Manage Remote and Hybrid Teams 

Remote work makes traditional visual supervision less useful. 

Employee tracking software can offer visibility into attendance, activity, applications, tasks, and other information across distributed teams. 

Staff Tracker specifically states that it supports remote, hybrid, and onsite teams. 

Manage Field Employees 

GPS and distance tracking can be particularly useful when employees work across customer locations or other field environments. 

Managers can gain greater visibility into field operations, routes, and workforce locations. 

Reduce Manual Reporting 

Rather than asking employees to compile every activity report manually, automated systems can organize relevant data into dashboards and reports. 

Staff Tracker provides daily and monthly activity reports, performance charts, and data exports. 

What Are the Benefits of Employee Tracking? 

When implemented for a clear business purpose, employee tracking can provide several operational benefits. 

Better Workforce Visibility 

Managers gain a clearer view of work patterns across office, remote, hybrid, and field teams. 

More Accurate Time Records 

Automated time information reduces the need for manually maintained records. 

Improved Productivity Insights 

Application, website, activity and task information can help identify patterns that deserve attention. 

Easier Remote Team Management 

Distributed teams can be managed using activity and attendance information. 

Better Field Workforce Visibility 

GPS and distance information can support field operations and route management. 

More Efficient Reporting 

Automated reports reduce administrative work for managers and HR teams. 

Better Workload Planning 

Historical activity and task data can help managers identify workload imbalances and recurring bottlenecks. 

The important point is that tracking data is most valuable when it leads to an action – for example, improving a workflow, adjusting workload, identifying training needs, or resolving an attendance issue. 

Employee Tracking for Remote and Hybrid Teams 

Remote and hybrid teams represent a different management challenge to traditional office teams. A manager may not know if an employee is working simply by looking around an office. At the same time, monitoring every action can create unnecessary pressure and provide a misleading picture of productivity. 

A better approach is to define what information actually matters. 

What Can You Track in a Remote Team? 

Depending on the system, organizations may track: 

Staff Tracker supports remote, hybrid and onsite teams, and combines computer activity tracking with attendance, reporting, task management, and other workforce features. 

How Can Managers Measure Remote Employee Productivity? 

Productivity should not be measured through a single number. A more useful approach is to combine: 

Time + Activity + Tasks + Results 

For example, activity data may show how an employee spends time, while task information shows what work is being completed. This distinction is important because high computer activity does not automatically mean high-value output. 

Employee Tracking for Field Teams 

Office-based tracking tools are not always enough for organizations with employees working outside a fixed location. Field teams may require: 

Staff Tracker's Geo Tracker is specifically positioned for field teams, while its distance-tracking capability is designed to help with routes, mileage and field-team management. This can be particularly relevant for sales, delivery, logistics, service, and other mobile workforces. 

What Features Should You Look for In Employee Tracking Software? 

Before choosing software, identify your actual requirements. Important features may include: 

Staff Tracker currently offers many of these capabilities, including attendance, leave and holiday management, screenshots, active/inactive time, break tracking, offline mode, productivity levels, task management, browser and app history, reports, data exports, and desktop, web and mobile access. 

The right feature set depends on your workforce. A software company with remote developers may prioritize computer activity and task tracking, while a field-service company may prioritize GPS, distance, and attendance. 

How to Choose the Right Employee Tracking Software 

Start with the business problem rather than the software feature list. Define what you actually need to track. 

Do you need: 

Don't pay for or deploy features you don't actually need. 

Choose Between Computer and GPS Tracking 

Desk-based teams may need computer activity tracking, while field teams may need GPS and distance Tracking. 

Some businesses may need both. 

Check Supported Devices and Platforms 

Determine whether employees will use desktop computers, laptops, smartphones, or a combination. 

Evaluate Reporting 

Good tracking software should turn raw activity into information that managers can understand. Look for daily reports, monthly reports, charts, histories and data exports. 

Consider Data Retention 

Think about how long you genuinely need employee information. Staff Tracker offers different data-history periods across its plans, with the Premium plan offering longer report and history of retention than the Standard and trial packages. 

Review Privacy and Security Controls 

Before deployment, understand what information is collected, who can access it, how it is stored, and how long it is retained. 

Test Before Rolling It Out 

A trial can help determine whether the software works with your team's actual workflow. Staff Tracker provides a free one-user trial package for testing its core functionality. 

Is Employee Tracking Legal? 

There is no single answer because workplace-monitoring rules vary between countries, states, industries, device ownership, and the type of information collected. 

Businesses should consider: 

Current guidance on employee monitoring emphasizes transparency, proportionality, purpose limitation, and responsible handling of employee information. 

For businesses operating in multiple countries, the requirements can vary significantly. Organizations should therefore seek qualified legal advice before implementing a monitoring policy. 

How to Track Employees Without Micromanaging 

The goal of employee tracking should be better visibility and better operations, not constant surveillance. 

Employee Tracking vs. Employee Productivity Tracking 

These terms overlap, but they've got different focuses. 

Employee tracking is the broader category, and time, attendance, productivity, application, screenshot, and GPS tracking can all form part of an employee tracking system. 

Employee Tracking for Different Types of Businesses 

Different organizations have different tracking requirements. 

Small Businesses 

Small businesses may prioritize attendance, time tracking, task management and simple reporting. 

Remote Companies 

Remote businesses may need activity, application, browser, attendance and task tracking. 

IT Companies 

Technology teams may benefit from time, application, task, and productivity information. 

Sales Teams 

Sales organizations may require a combination of activity, call, task, attendance, and field-location information. 

Field Service Businesses 

GPS, distance, attendance, and mobile Tracking can be particularly relevant. 

Delivery and Logistics Teams 

Location, routes, distance and attendance can help managers understand field operations. 

Agencies 

Agencies may benefit from time and task tracking to understand how teams allocate working hours across projects. 

Hybrid Workplaces 

Hybrid organizations may combine attendance, time, computer activity, and task tracking to create consistent visibility across different work environments. 

Common Challenges of Employee Tracking 

Employee tracking also comes with challenges. 

Employee Privacy Concerns 

Employees may be uncomfortable if they don't understand what is being collected or why. 

Too Much Data 

More information doesn't automatically create better management. 

Employee Resistance 

Poor communication can cause employees to view Tracking as surveillance, rather than a workforce-management tool. 

Misinterpreting Productivity Data 

Active computer time is not the same as productive output. 

Compliance Requirements 

Organizations need to consider applicable privacy, employment and data-protection requirements. 

Data Security 

Employee data should be appropriately protected, and access should be limited to authorized people. 

Over-Reliance on Activity Metrics 

Managers should avoid treating a single tracking metric as a complete measure of employee performance. 

How to Implement an Employee Tracking System 

A structured rollout can make implementation easier. 

Step 1: Define Your Objectives 

Define the business problem your business wants to solve. 

Step 2: Decide What Data You Need 

Select which tracking categories are relevant to your objectives. 

Step 3: Select the Software 

Compare features, supported devices, reporting, price, access, and data control options. 

Step 4: Create an Employee Tracking Policy 

Document what information will be collected, why, who has access, and how it will be used. 

Step 5: Inform Employees 

Walk employees through the system before implementation. 

Step 6: Configure the System 

Configure users, devices, tracking features, reporting, and access controls. 

Step 7: Start With a Pilot 

A smaller-scale test can highlight system issues. 

Step 8: Review the Data 

Focus on identifying useful patterns in the data, rather than isolated information. 

Step 9: Adjust Your Approach 

Avoid collecting unnecessary information. Update tracking procedures based on insights. 

Step 10: Review Regularly 

Workforce needs and regulations change. Update tracking policies and procedures as necessary. 

Employee Tracking Best Practices 

A reasonable employee tracking policy might include the following best practices. 

Staff Tracker: The Staff Tracker Software for Employee Tracking 

Staff Tracker includes several employee tracking tools in one location. Its PC Tracker module offers computer and application monitoring, while its Geo Tracker module focuses on field worker location tracking. Call Tracker records and analyzes phone calls. 

In addition to these tools, Staff Tracker also includes time tracking, attendance tracking, leave management and holiday calendar, screenshot tracking, active and inactive time tracking, break time tracking, offline mode tracking, productivity level tracking, task management, browser history, application history, performance chart, exports, desktop app, web application access, and mobile access. 

The system offers remote, onsite, and hybrid team tracking, while its field of GPS tracking extends visibility outside the office. When choosing an employee tracking system for your business, consider which features offer the insights your business needs. 

Common FAQs About Employee Tracking 

What is employee tracking? 

Employee tracking uses software to collect or analyze information about employee working hours, attendance, computer activity, applications, websites, tasks, calls, productivity, location, and routes. 

How does employee Tracking software work? 

Employee tracking software gathers specific work-related information from employees’ devices or applications and displays this information in dashboards, activity feeds, reports, and other Tracking or management tools. 

What can employee Tracking software track? 

Depending on the application, employee tracking software can offer time and attendance information, active and inactive times, applications, websites, screenshots, tasks, calls, location, routes, distance, and productivity data. 

Can employers track remote employees? 

Depending on the system's capabilities, laws, and company policy, employee tracking software can track remote employees. 

Can employee tracking software track location? 

Depending on the system's capabilities, laws, and company policy, employee tracking software can track the location of employees, especially those working outside the office. 

Can employee tracking software take screenshots? 

It depends on the application, but some systems offer this feature. Staff Tracker has a screenshot tracking function. 

What is the difference between employee tracking and employee monitoring? 

“Employee tracking” is typically used for specific information such as time, attendance, and location data, while “employee monitoring” often refers to a wider range of information collection methods. 

How can businesses track employee productivity? 

Businesses can use time tracking, attendance tracking, screenshots, task tracking, application and website Tracking, and other functions to gather employee productivity data. Since there is no single indicator or metric, it is best to view the data in combination. In addition, employee productivity should not be based on just one type of information. 

How do you track field employees? 

Businesses can use GPS and location tracking software that also tracks attendance, routes, or travel distance. Staff Tracker’s Geo Tracker module and distance tracking features can help. 

How do you track employee working hours? 

Time tracking software can help track working hours. If the system offers this functionality, then it can automatically register work time, break time, inactive hours, and time spent working on tasks. 

Does employee tracking invade employee privacy? 

Employee tracking can be a privacy issue if it is used inappropriately. There may also be privacy and other legal concerns if employee data is not secure, if employees are not informed, or if the collection of data does not have a specific purpose. A responsible employee tracking policy should limit the collection of information, define a purpose, offer transparency, and protect employee data. 

How can companies track employees responsibly? 

Before beginning, define a purpose, then explain it to the employees being tracked. Use the system selectively and limit data collection to work-related functions. Protect the data and use it responsibly. 

What features should employee Tracking software have? 

The features a company needs depend on its requirements. Generally, it should offer time and attendance features, tracking application and website activity, screenshots, productivity, applications, GPS tracking, tasks, reports and analytics, exporting data, and desktop, mobile and web access. 

Can employee Tracking software work for remote and hybrid teams? 

Remote and hybrid teams can use employee tracking software that offers time tracking, attendance tracking, computer and application tracking, location tracking, and task tracking. Staff Tracker provides this range of tools. 

Final Thoughts 

Modern employee tracking software goes well beyond simple attendance tracking functions. Such applications can gather time, attendance, computer, application, website, screenshots, tasks, calls, productivity, and location data. For a business, the challenge is to transform this data into business insights that can improve the bottom line. 

The best approach begins with asking what information the business needs to know that it is not currently available. Based on this information, employee tracking software needs to be selected and set up with the necessary indicators. Once this is established, time, productivity, and attendance tracking, GPS tracking, and application tracking can be incorporated as needed. 

Staff Tracker offers a combination of employee tracking tools in one application, perfect for onsite, remote, hybrid and field teams to increase visibility into employee workflow. When choosing an employee tracking system for your business, begin by describing your unique requirements for increased visibility. Define what information you need, decide on a transparent but limited tracking policy, and choose a system that offers the insight you need without collecting unnecessary information. 

Written by the Staff Tracker Team 

This content was authored by the Staff Tracker team, who have lots of experience managing the workforce as well as tracking time and attendance and employing HR Technology. Staff Tracker creates content that is practical and speaks to the pain businesses have with optimizing workforce operations and improving productivity in the business.