How to Use Hubstaff: A Beginner’s Step-by-Step Guide

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By TechScaleMedia Editorial · Updated July 2026 · 11 min read

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Managing a remote or hybrid team requires more than assigning tasks—it also means tracking time, monitoring productivity, and ensuring projects stay on schedule. Hubstaff is a powerful time tracking and workforce management tool that helps businesses monitor employee hours, automate timesheets, manage payroll, and improve team productivity.
In this guide, you’ll learn how to use Hubstaff to set up your workspace, track time, manage projects, generate reports, and streamline team management. Whether you’re a freelancer, agency owner, or remote team manager, Hubstaff can help you stay organized and efficient.
Ready to improve team productivity? Try Hubstaff and simplify time tracking, project management, and payroll today.

How do you use Hubstaff to track employee time and productivity?

Quick Answer

Using Hubstaff is easy: 

1. Create a Hubstaff account.
2. Set up your organization.
3. Add team members.
4. Create projects and tasks.
5. Start tracking time.
6. Review timesheets and reports.
7. Manage payroll and productivity from the dashboard.

Prerequisites

Before using Hubstaff, you’ll need:

• A Hubstaff account
• Internet connection
• Team member email addresses
• List of projects or clients
• Desktop or mobile Hubstaff app
• Payment details (if using payroll features)

Step-by-Step Instructions

Step 1: Create Your Hubstaff Account

• Visit Hubstaff’s website and sign up using your business
• email address.
• Verify your email and complete the account setup.

Step 2: Set Up Your Organization

Create your company workspace by entering: 

• Organization name  
• Company logo (optional)  
• Time zone  
• Business settings  

This serves as the central hub for your team. 

Step 3: Invite Team Members

Navigate to People and click Invite Member. 

Enter each employee’s email address and assign: 

• Role  
• Permissions  
• Projects  
• Hourly pay rate (optional)  

Your team members will receive an invitation to join..

Step 4: Create Projects and Assign Tasks

Click Projects and create a new project. 

Add: 

• Project name  
• Client (optional)  
• Team members  
• Budget  
• Tasks and milestones  

Assign work to the appropriate team members.

Step 5: Start Tracking Time

Install the Hubstaff desktop or mobile app. 

Select your project and click Start Timer. 

Hubstaff automatically records: 

• Time worked  
• Activity levels  
• Project hours  
• Optional screenshots (if enabled)  

Click Stop when your work session ends.

Step 6: Review Timesheets

Open the Timesheets section to review: 

• Daily hours  
• Weekly hours  
• Manual time entries  
• Attendance  
• Overtime  

Managers can edit or approve timesheets if necessary.

Step 7: Generate Reports

Use Hubstaff’s reporting tools to analyze: 

• Employee productivity  
• Project progress  
• Time spent per project  
• Budget usage  
• Payroll summaries  

Export reports for clients or internal reviews. 

Screenshot: Reporting Dashboard 

Step 8: Automate Payroll

If enabled, Hubstaff can calculate payments based on tracked hours. 

Configure: 

• Hourly rates  
• Payment schedules  
• Payroll integrations  
• Invoice generation  

Review payroll before approving payments.

How can you get the most out of Hubstaff?

Tips

These expert tips will help you build smarter, faster, and more reliable automations:

• Create separate projects for each client.
• Use accurate hourly rates.
• Track time only while actively working.
• Review timesheets every week.
• Set project budgets.
• Use reports to identify productivity trends.
• Install the desktop app for more accurate tracking.
• Enable reminders to start or stop the timer.

What mistakes should you avoid when using Hubstaff?

Common Mistakes

• Forgetting to start the timer.
• Tracking time under the wrong project.
• Ignoring timesheet reviews.
• Assigning incorrect user permissions.
• Not setting project budgets.
• Leaving the timer running after work is finished.

What should you do if Hubstaff isn’t working as expected?

Troubleshooting
Timer isn’t tracking time

Restart the desktop app and verify your internet connection. 

Team member can’t access projects

Check user permissions and project assignments.

Timesheets are inaccurate

Review manual entries and ensure timers were started correctly.

Screenshots aren’t being captured

Verify screenshot settings and desktop app permissions.

Login issues

Reset your password or verify your account email.

How can you manage your team more effectively with Hubstaff?

Best Practices

• Track time consistently every day.
• Organize projects by client or department.
• Review productivity reports regularly.
• Approve timesheets before payroll.
• Set realistic project budgets.
• Encourage employees to track time accurately.
• Schedule weekly performance reviews.
• Archive completed projects to keep your workspace organized.

Frequently Asked Questions

Is Hubstaff free?

Hubstaff offers a free plan with basic time tracking features, while paid plans include advanced reporting, payroll, productivity monitoring, and project management tools.

Can Hubstaff track employee hours automatically?

Yes. Hubstaff records work hours using its desktop, mobile, or web timer.

Does Hubstaff monitor productivity?

Yes. Depending on your settings, Hubstaff can track activity levels, app usage, website usage, and optional screenshots.

Can Hubstaff generate payroll?

Yes. Hubstaff can calculate payroll based on tracked hours and integrate with supported payment services.

Does Hubstaff work for freelancers?

Absolutely. Freelancers can use Hubstaff to track billable hours, manage projects, and generate invoices.

Is Hubstaff suitable for remote teams?

Yes. Hubstaff is widely used by remote, hybrid, and distributed teams to improve accountability and productivity.

Conclusion

Hubstaff is an all-in-one workforce management solution that combines time tracking, productivity monitoring, project management, and payroll automation into a single platform. Its intuitive interface and powerful reporting tools make it easy for businesses of all sizes to manage remote teams efficiently.
By following this guide and adopting best practices, you’ll be able to track work hours accurately, monitor project progress, simplify payroll, and improve overall team productivity.