The benefits of employee monitoring software are numerous, but finding the best software for your needs can be a hassle. Whether aiming to boost productivity, enhance security, or ensure compliance, you need a reliable guide to help you make the right decision.
That’s why we created this comprehensive comparison of top-rated employee monitoring tools, each scrutinized for its unique features, use cases, and feedback from real users.
Here are the 9 best employee monitoring software products we’ll cover:
| Name | Description | Best For |
| Teramind | Comprehensive platform combining enterprise security, data protection, and behavior analytics with real-time monitoring capabilities while respecting employee privacy. Features include session recording, screenshots, computer monitoring, keystroke logging, and automated rule-based triggers. | Mid-market to large enterprise companies needing advanced security features and detailed behavior analytics for in-office, hybrid and remote workforces |
| ActivTrak | Analytics-driven workforce monitoring tool focused on productivity insights and statistical analysis. Offers plug-and-play deployment with minimal setup requirements. | Organizations seeking data-driven productivity insights with minimal setup complexity |
| Insightful | Project management-integrated monitoring solution with automated time tracking and task categorization. Offers both visible and stealth monitoring modes. | Teams needing combined project management and activity monitoring |
| Time Doctor | Detailed time tracking system with specific focus on task-based monitoring and client billing. Features silent and interactive tracking modes. | Remote teams and freelancers needing accurate time tracking and client billing |
| Veriato | Surveillance suite specializing in insider threat detection and behavioral analytics. Includes psycholinguistic analysis and high-resolution screen capture. | Organizations needing valuable insights into productivity and intellectual property protection |
| Hubstaff | Combines time tracking with workforce management features, including GPS tracking for field workers. Strong integration with project management tools. | Companies with remote workforces and field teams |
| DeskTime | Automated productivity tracking system with automatic time capturing and activity categorization. Includes private time options for employees. | Small to medium businesses wanting automated tracking with minimal manual input |
| CurrentWare | Integrated monitoring solution focusing on internet control and data loss prevention. Operates through a centralized console with endpoint security features. | Organizations needing comprehensive internet usage control and DLP |
| Monitask | Remote team-focused monitoring tool with lightweight client application. Features real-time dashboard and automated time tracking. | Remote teams requiring simple, straightforward monitoring solutions |
1. Teramind
Our employee monitoring solution, Teramind, offers a perfect blend of enterprise security and data protection — particularly when compared to other employee monitoring apps. It’s a platform built to track and analyze employee behavior to monitor productivity and prevent potential insider risks or threats.
Teramind integrates advanced behavior analytics with real-time data to prevent insider threats and data breaches. The software employs techniques such as session recording, keystroke logging, and real-time alerts to ensure thorough oversight of all activities. Teramind’s dashboard also presents a clear visual representation of data and easy navigation for users of all technical levels.
Additionally, the platform supports automated, rule-based triggers that respond to specific behaviors by enforcing instant corrective actions, such as blocking unauthorized access or alerting administrators.
In terms of customizable features, Teramind allows organizations to tailor monitoring practices to their specific needs. For example, it integrates seamlessly with major email services, cloud storage solutions, and network environments. This ensures that Teramind’s monitoring capabilities extend across all digital interactions within a company, providing a centralized view of employee activities and potential security risks.
Features
- Comprehensive Employee Monitoring. This feature employs machine learning algorithms to detect anomalies in user behavior. This can indicate potential security risks or breaches of company policies, allowing for immediate administrative action.
- Productivity Tracking & Measurement. It provides granular insights into employee productivity by tracking active and idle times across applications and websites. It leverages detailed analytics to generate real-time reports and dashboards, offering a clear view of productivity trends and enabling managers to make data-driven decisions to optimize team performance.
- Insider Threat Detection & Prevention. Uses predefined threat models and real-time behavior matching to automatically identify and alert on suspicious activities, thereby preventing malicious actors before they cause harm.
- Data Loss Prevention (DLP). It integrates content discovery, data classification, and detailed policy enforcement rules, which can automatically block or alert on data transmission based on the content’s sensitivity and the user’s permissions.
- Remote Desktop Control. This feature allows administrators to control a remote workstation in real time to investigate suspicious activities or provide technical support. It includes capabilities like live view and remote control, and robust security measures ensure that all remote sessions are logged and auditable.
- Screen Recording & Playback. It automatically captures and stores video recordings of all user activity on their screens. This capability is essential for auditing and forensic purposes, providing clear evidence of user actions with time-stamped video data and allowing for playback to review suspicious or unauthorized activities.
Limitations
- Limited Features for macOS. Some of Teramind’s functionality is limited on macOS systems. It lacks advanced monitoring features, such as specific types of detailed activity logging and deeper system integration.
- Feature Overload. Teramind offers an extensive range of monitoring features, which can overwhelm users, especially those in smaller organizations or those without a dedicated IT staff. This can lead to a steep learning curve and potential underuse of the system’s capabilities.
Pricing
- Starter: Starts at $15 per seat/month.
- UAM: Starts at $30 per seat/month.
- DLP: Starts at $35 per seat/month.
- Enterprise: Tailored for large organizations needing full functionality, including continuous video recording, forensic auditing, and more.
Each tier is available in cloud-based and on-premise deployment options, and pricing is usually provided per user per month.
Recommended → Employee Monitoring: Ethical Guidelines for Employers
2. ActivTrak
ActivTrak focuses more on analytics-driven workforce insights. It offers the ability to capture and analyze complex data with minimal user input.
The platform uses statistical analysis to provide benchmarks of employee productivity, identifying patterns that may indicate either good performance or areas needing improvement. ActivTrak’s real-time monitoring capabilities are complemented by detailed reports that offer both high-level overviews and granular analysis of user activities.
Designed to be powerful and plug-and-play, ActivTrak can be deployed across systems with minimal setup. The software integrates well with a range of other business tools, enhancing its utility by feeding its insights into business processes.
Features
- Activity Classification Engine. Utilizes machine learning algorithms to categorize website and app usage into productive and unproductive activities automatically.
- Alarms and Alerts. Configurable alarms notify administrators or managers of specific activities or anomalies, such as excessive idle time, unauthorized application usage, or unusual data access patterns for employee computer activity.
- Workforce Productivity Reports. Generates detailed reports that provide insights into individual and team productivity levels, with metrics that include idle vs. active time, top applications used, and productivity scores.
Limitations
- Extensive Customer Service and Product Functionality Issues [*].
- Data Classification Inefficiencies. Daily re-classification of URLs and items is needed despite previous classifications.
- Contractual Rigidity. Customers are locked into year-long contracts with no flexibility, even amid unresolved issues.
- Delayed Issue Resolution. Significant delays in addressing problems, with reports of taking weeks to initiate action.
- Sales Pressure. Attempts to upsell during complaint resolutions, with insistence on fulfilling contract terms regardless of customer dissatisfaction.
- Lack of Transparency. Removal of options for leaving reviews and potential manipulation of online narratives, suggesting an emphasis on controlling public perception over genuine customer engagement.
Pricing
- Free. $0 per user/month.
- Essentials. $10 per user/month.
- Professional. $19 per user/month.
- Enterprise. Request quote.
Read more: The Top 11 ActivTrak Alternatives
3. Insightful
Insightful approaches employee monitoring in a different way as it not only tracks employee activities but also integrates project and task management features. The software is designed to automatically categorize data into detailed activity reports that offer insights into employee efficiency, time management, and project progression. It operates in real-time, offering up-to-the-minute data on user activities, which is essential for managers needing immediate feedback on team performance.
Furthermore, Insightful offers two different mode depending on the organization:
- Visible mode. Suitable for teams using company-owned computers. It starts automatically when the computer is one but it can be customized to track employees non-stop or only during office hours.
- Stealth mode. This is best suited for remote teams. It gives employees full control on tracking their activities — and also offers a clock in/out feature for workers to track their time.
Features
- Automated Time Mapping. Insightful automatically maps time spent on applications and websites to specific projects and tasks, providing managers with precise data on where efforts are being focused and highlighting potential productivity leaks or bottlenecks.
- Employee Effectiveness Insights. Through the use of data analytics, Insightful generates detailed profiles that assess individual employee effectiveness, offering recommendations for improvement and training based on this data.
- Manual & Automatic Screenshot. The system automatically takes random screenshots of activities triggered by suspicious employee activities. Administrators and managers can also take manual screenshots of activities when they deem fit.
Limitations
- Account Reactivation Delays. The response time to customer inquiries needs improvement to meet urgent business requirements. Additionally, Insightful’s policy of not reactivating deactivated accounts until seven days after deactivation poses challenges for businesses with high employee turnover [*].
- Inadequate Integration with Azure. The integration with Azure is poorly executed, leaving administrators to manually manage user access. This approach is inefficient and becomes unmanageable in even medium-sized organizations [*].
- Inconvenient User Management. The requirement to contact support for tasks such as unmerging or reactivating users is hassling and creates unnecessary delays in user management [*].
Pricing
- Productivity Management. $6.40 per seat/month.
- Time Tracking. $8 per seat/month.
- Process Improvement. $12 per seat/month.
- Enterprise Solution. Request quote.
4. Time Doctor
Time Doctor is particularly known for its detailed tracking mechanism that records the exact amount of time employees spend on specific tasks and applications. This granularity allows for meticulous productivity analysis and helps identify patterns that can lead to better time management strategies.
The platform also features silent and interactive time tracking modes, giving employees the flexibility to choose how their time is monitored. It serves as an effective solution for hybrid and remote employees, offering tools that help managers ensure that employees are working and focusing on the right tasks at the right times.
Beyond its tracking functionalities, Time Doctor offers extensive integration with over 50 project management and communication tools, including Asana, Slack, and Trello. This integration ensures that time data feeds directly into project workflows, enhancing the synchronization of team efforts.
Features
- Client and Project Billing. Facilitates accurate client billing by tracking the amount of time spent on different projects, making it ideal for freelancers and agencies that need to bill clients based on precise time spent.
- Distraction Alerts. Automatically detects when employees may be distracted (e.g., spending too much time on social media) and sending them a gentle reminder to focus on work tasks.
- Screenshots and Activity Levels. Takes periodic screenshots and measures keyboard and mouse activity to provide a context-rich picture of what employees are doing during work hours. This functionality can be customized to ensure privacy while still offering necessary oversight.
Limitations
- Automatic Time Tracking Issues and Support Challenges. Time Doctor occasionally starts tracking time automatically despite the option being disabled in the settings. Also, resolving specific bugs often requires coordinating with chat support to install particular versions of the application [*].
- Limited Integration Capabilities. Integrations with other tools, such as Zendesk, are limited in functionality. This limitation affects the ability to analyze detailed data from these integrations, relying heavily on precise tool installations [*].
- Installation and Refund Policy Issues. The monitoring software installs automatically for ‘All Users’ on a system, rather than only for the individual installing it, leading to unauthorized monitoring issues. Additionally, the company does not offer refunds in such cases, despite the lack of authorization for user monitoring [*].
Pricing
- Basic. $5.9 per user/month.
- Standard. $8.4 per user/month.
- Premium. $16.7 per user/month.
5. Veriato
Veriato specializes in providing a comprehensive surveillance suite with a focus on insider threat detection and behavioral analytics. It’s particularly suited for organizations that prioritize high-level security and intellectual property protection.
Veriato operates on the principle of continuous monitoring, employing advanced machine learning algorithms to analyze user behavior patterns and predict potential security threats. The software captures a wide range of data, from keystroke tracking and emails to file transfers and chat messages, ensuring that all aspects of digital communication are monitored. This level of detail allows users to detect unusual activities that could signify security risks, such as data leaks or fraudulent activities.
Features
- Psycholinguistic Analysis. Employs techniques to analyze the language used in communications, helping identify emotional states that could indicate stress, dissatisfaction, or even malicious intent.
- Video-style Screen Capture. Offers high-resolution screen captures that provide a video-like playback of user activities, ideal for detailed investigations and audits.
- Network Activity Analysis. Autonomously captures connections made by applications, including ports used and bandwidth consumed.
Limitations
- Update Issues. Implementation is challenging, with updates to agents often blocked by antivirus software or endpoint monitoring systems. Issues also include duplicate keywords in reports, irrelevant data inclusion, and inaccuracies in user selection for report generation [*].
- Difficult Deployment for Managed Service Providers (MSPs). Deploying Veriato is particularly challenging for MSPs due to its manual nature and the need to manually add users to groups. This becomes increasingly difficult with a large number of users and multiple devices [*].
- Complex Setup Involving PowerShell Scripts. The setup process is complex, requiring the execution of multiple PowerShell scripts that disable some local firewalls, impacting system security and functionality [*].
Pricing
- Cloud
- User Activity Monitoring (UAM). $15 per user/month.
- Insider Risk Management (IRM). Request a quote.
- On-premise
- User Activity Monitoring (UAM). Request a quote.
- Insider Risk Management (IRM). Request a quote.
6. Hubstaff
Hubstaff is commonly known for its time tracking capabilities. However, it does offer more, forming a unique mix of a productivity monitoring software and workforce management solution to streamline operation for field and remote employees.
The platform supports detailed activity tracking and monitoring, including application and URL tracking, and uses this data to generate detailed productivity reports. Its robust set of tools is designed to function equally well across desktop and mobile devices, accommodating flexible work arrangements.
In addition, Hubstaff’s standout feature is its GPS tracking capability. This is beneficial for companies with mobile workforces such as logistics, construction, and field services. There’s also an easy integration with popular project management tools like Asana and Trello, aligning time tracking data directly with project milestones and tasks.
Features
- Advanced GPS Tracking. Provides real-time location data for employees, enabling better coordination and management of field operations. This feature includes geofencing capabilities that notify managers when employees enter or leave designated work areas.
- Activity Screenshots and Levels. Takes screenshots at random intervals and measures activity levels based on keyboard and mouse usage to provide a clear picture of on-screen work behavior.
- Payroll Integration and Budgeting Tools. Includes functionalities for automated payroll processing based on tracked time and productivity metrics, along with budget tracking features that help manage project costs effectively.
Limitations
- Subpar Integration with Work Management Systems. While Hubstaff integrates with several work management systems including Monday.com, the integration is poor, with most tasks and boards failing to sync properly [*].
- Frequent Changes in Billing Model. Hubstaff frequently alters its billing model and plans, which often results in higher costs. It also bills the administration account as a regular user and faces difficulties with QuickBooks integration, particularly with updating overwritten time entries. This leads to users doing manual payroll adjustments [*].
- Poor Customer Service. Users described the customer service as ‘lackluster’, with several grievances about the billing process: inability to prepay for services, mandatory waiting for charges, lack of separate invoicing, and difficult steps to activate or deactivate an account [*].
Pricing
- Starter. $7 per seat/month.
- Grow. $9 per seat/month.
- Team. $12 per seat/month.
- Enterprise. $25 per seat/month.
7. DeskTime
DeskTime takes an automated approach to employee productivity tracking, focusing on real-time monitoring without requiring manual inputs from employees. It employs an automatic time tracking mechanism that captures the exact time spent on applications, documents, and websites, categorizing this data to provide insights into employee productivity.
Its lightweight software runs silently in the background, ensuring that monitoring is unobtrusive yet effective. The system also offers detailed productivity analysis, distinguishing between productive, unproductive, and neutral activities based on customizable categorizations tailored to specific organizational needs.
Features
- Auto-Start Feature. Automatically starts tracking when the device is activated, eliminating the need for manual clock-ins and ensuring that all work hours are captured accurately from the moment of logging in.
- Private Time Option. Offers employees the option to temporarily disable monitoring for breaks or private tasks, helping maintain privacy and trust between employees and management.
- Absenteeism and Overtime Analytics. Tracks instances of absenteeism and overtime, providing data that can inform staffing decisions and help maintain work-life balance within teams.
Limitations
- Tracking Issues on Ubuntu. The application struggles with URL tracking and screenshot functionality on Ubuntu 22 and later versions, indicating compatibility issues with newer operating systems [*].
- Limited Mobile App Functionality. DeskTime’s mobile app has limited functionality compared to the desktop version, making it harder for users to effectively track and manage their time on mobile devices [*].
- Integration and Recording Limitations. It would be beneficial to have an automatic export feature for recordings to Google Sheets, eliminating the need for manual exports. Additionally, there are issues with recording URLs, often only capturing the browser name like “Google Chrome” or “Firefox” instead of the specific URL [*].
Pricing
- Pro. $7 per user/month.
- Premium. $10 per user/month.
- Enterprise. $20 per user/month.
8. CurrentWare
CurrentWare offers a seamless integration of monitoring, internet control, and data loss prevention. It operates through a centralized console for managing multiple users and computers from a single point of access. It tracks user activities such as websites visited, applications used, and bandwidth consumption. This data is analyzed to produce actionable insights that can help optimize both individual and team performance.
One of the key benefits of CurrentWare is its ability to integrate with existing network infrastructures without requiring extensive configuration changes, ensuring that deployment is both swift and non-disruptive.
Additionally, CurrentWare’s suite includes features for endpoint security, such as device control and secure file operations, which work with its monitoring capabilities to prevent potential data breaches and unauthorized data transmission. Its comprehensive reporting system is designed to support compliance with regulatory requirements like GDPR and HIPAA.
Features
- Remote Client Installation. Facilitates the deployment of data collection agents across a network remotely. With this tool, administrators can ensure that all network-connected devices are equipped with the necessary monitoring software, maintaining consistent data collection and policy enforcement.
- Offsite Management. Helps extend security policies to remote computers running outside the corporate network.
- Stealth & Transparent Modes.
- In Stealth Mode, the monitoring process is completely hidden from end users, allowing for covert observation of user behavior without their knowledge. This mode is useful for investigations or situations where unbiased data collection is necessary.
- In Transparent Mode the monitoring activities are known to users, which can enhance trust and encourage self-regulation among employees.
Limitations
- Lack of Personalization. CurrentWare does not offer personalized alert options, making it difficult for users to quickly identify important events. The absence of real-time feedback further limits the solution’s effectiveness in meeting user preferences and needs [*].
- Complicated Reporting Setup. Setting up automated reporting, such as sending daily reports via email, is difficult and involves multiple steps across different settings [*].
- Installation Inefficiencies. CurrentWare installs all its products by default, regardless of whether they have been purchased or not, causing clutter on users’ systems [*].
Pricing
- BrowseControl. (Starts at $5 per user/month).
- Offers URL filtering that blocks access to non-work-related websites or potentially harmful content, helping maintain focus and reduce security risks.
- BrowseReporter. (Starts at $5 per user/month).
- Provides detailed reports on internet and application usage, allowing managers to see which resources are being used and how they contribute to productivity.
- AccessPatrol. (Starts at $5 per user/month).
- Controls and monitors all data transfer activities on USBs and other external devices to prevent data theft and ensure that sensitive information remains secure.
- enPowerManager. (Starts at $5 per user/month).
- Facilitates energy management by enabling remote start-up and shutdown of workstations, reducing operational costs and environmental impact.
Recommended → 20 Causes of Data Loss Threatening Businesses in 2024.
9. Monitask
Monitask is engineered specifically for teams that operate remotely, providing comprehensive monitoring tools to improve productivity and ensure accountability.
It utilizes a lightweight client application that runs in the background, tracking time and activity levels with minimal impact on system performance. The software captures data on application usage and internet browsing in real-time, providing managers with a clear picture of how work time is being utilized. Monitask also allows employees to view their own statistics, which creates an open environment where team members are motivated to improve their productivity independently.
Features
- Live Dashboard. Provides a real-time view of ongoing activities across all team members, highlighting active tasks, current application usage, and overall time spent on each project.
- Automated Time Tracking. Captures precise start and end times for tasks without manual input, ensuring accurate billing and payroll data.
- User Activity Rates. Measures the level of activity (keyboard and mouse usage) to determine periods of high and low productivity throughout the workday, assisting in identifying work habits and potential burnout.
Limitations
- Functionality and Restart Issues. Users are experiencing issues with the program freezing and requiring restarts. Furthermore, when restarted, the program does not resume from the point of interruption but instead starts over from the beginning, leading to potential data loss and inefficiency [*].
- Focus on Quantitative Data. Monitask focuses heavily on quantitative data like time spent on tasks and applications. This overlooks qualitative aspects of work performance, such as the complexity and quality of the tasks completed.
- Limited Offline Capabilities. While Monitask is effective in monitoring online activities, its capabilities to track offline tasks are limited. Employees who perform a significant amount of work offline do not have their productivity reflected.
Pricing
- Free. $0 per user/month.
- Pro. $5.99 per user/month.
- Business. $8.99 per user/month.
- Enterprise. Request a quote.
What To Look For With Employee Monitoring Software
Comprehensive Monitoring Channels
For your preferred solution, ensure it offers essential features to track and analyze various data points, such as email monitoring, browser history, applications used, location tracking, and files accessed, both in real-time and historically.
Effective software should provide detailed insights into employee productivity, detect insider threats, and help maintain compliance with industry regulations by monitoring across multiple platforms and devices. The integration of these channels allows for a more unified view of employee activities, enabling better decision-making and policy enforcement.
Live Screen Recording & Screenshots
These features allow you to view live feeds of an employee screen or to receive periodic screenshots, providing a visual audit trail of their activities. This is crucial for enforcing company policies, monitoring workflow processes, and verifying active work hours.
Additionally, triggering recordings and screenshots based on specific actions, like opening certain applications or visiting specific websites, adds a valuable layer of behavioral analysis that helps you identify inefficiencies or unauthorized activities.
Productivity Tracking
A productivity tracking feature lets you evaluate your employees by analyzing their active working hours, application usage, and website visits.
It often includes the ability to set benchmarks and goals, which can help identify high productivity patterns and areas for support.
In addition, the generated reports and visual data analytics help gain insights into how effectively time is being spent. With this data, you can make informed decisions about resource allocation, training needs, and workflow adjustments.
Activity Monitoring
This requires some productivity tracking as it allows you to continuously monitor and record your employees’ digital activities, including email communications, software usage, network activity, and file transfers.
This type of comprehensive surveillance helps in safeguarding against data leaks, ensuring compliance with company policies, and maintaining operational security. Activity logs are important for audits and investigations, providing clear evidence of user actions and behaviors over time.
KPI Tracking
With this feature enabled, you can monitor key performance indicators (KPIs) specific to different roles or departments, such as sales targets, customer service metrics, or project deadlines.
By tracking these KPIs, you can assess individual and team performance, motivate employees with clear objectives, and drive overall business success through targeted performance feedback.
Insider Threat Detection
This feature analyzes user behavior to spot anomalies that may indicate malicious or negligent insider threats, such as unusual access to sensitive data, abnormal login times, or unauthorized information sharing.
It leverages advanced algorithms and pattern recognition, the software provides early warnings that enable you to take proactive measures to secure your company’s assets and data integrity.
Data Loss Prevention
Data Loss Prevention (DLP) is designed to prevent the unauthorized transmission and exposure of sensitive information. It does this by monitoring and controlling data transfers across all endpoints, such as emails, cloud services, and external drives, ensuring your company’s intellectual property and customer data remain secure.
Real-Time Alerts & Blocking
The software’s real-time alert system greatly affects your ability to respond swiftly to potential security issues or policy violations.
This immediately notifies you of any suspicious or non-compliant activities, allowing instant intervention. It also includes blocking capabilities or remote access that can automatically prevent certain actions, such as the downloading of unauthorized software or access to prohibited websites, helping to maintain operational integrity and compliance at all times.
FAQs
What is the best software for monitoring employees?
The best software for monitoring employees depends on your specific needs, but highly-rated options include Teramind, Time Doctor, and Hubstaff. These programs offer features like activity tracking, screenshots, and real-time alerts to enhance productivity and ensure data security, making them suitable choices for businesses looking to improve workforce efficiency and compliance.
Is it illegal for employers to use employee monitoring software?
Employers can legally use employee monitoring software, but it varies by jurisdiction and must comply with local laws regarding privacy and consent. It’s essential for companies to establish clear policies and inform employees about monitoring practices to avoid legal issues. Always consult legal advice before implementing any monitoring solutions.
What is employee monitoring software?
Employee monitoring software is a tool that enables organizations to track and analyze employee activities, productivity, and performance within the workplace. By providing features such as activity logging, screen monitoring, and real-time alerts, it helps businesses ensure compliance, safeguard sensitive data, and enhance efficiency.
