How to implement an employee monitoring software

10 of February, 2025

A company functions thanks to people. However, new work models, such as remote work, have led companies to increase the use of certain methods of surveillance of their employees’ activities. An employee monitoring software can be very useful for this.

To understand what an employee management software is, here we provide some key information. Don’t miss it!

What is an Employee Monitoring Software?

When talking about employee monitoring software, it refers to a program that allows team managers to obtain information about their team’s computer activity during working hours.

The software for the time tracking of employees helps to take into account productivity, as well as their efficiency.

In other words, its purpose is to control the online activity of the members of your team so that managers can evaluate how a person works and what they spend their time on.

This software to monitor employees usually answer questions like the following:

If our team is active or not during working hours
The amount of time they spend on the Internet.
Find out if they are spending time on social media.

How does an Employee Monitoring Software Work?

An employee monitoring software works as a digital tool that allows companies to monitor and manage the attendance, performance, and productivity of their workers. Its operation varies depending on the chosen solution, but generally follows these principles:

Attendance and Schedule Recording

Employees can clock in and out using different methods:

Mobile applications
Web or desktop software
Biometric clocks (fingerprint or facial recognition)
RFID cards or PIN

Moreover, some tools include geolocation and image capture to validate remote clock-ins.

Productivity Monitoring

Some solutions record the time dedicated to tasks and projects. Reports can be generated on the use of applications, web pages, and computer activity. In fact, some platforms allow screenshots or activity recordings (ideal for teleworking).

Management of Absences and Vacations

Employees can request days off or vacations within the system. Managers approve or reject requests digitally. Automated control of permits, medical leaves, and absences are maintained.

Reports and Data Analysis

Produces reports on hours worked, overtime, delays, and efficiency. Helps to identify productivity patterns and possible improvements in time management. Provides key metrics for decision-making in human resources.

Integrations with Other Systems

It can be synchronized with payroll software to calculate payments automatically. Some tools integrate with project management platforms or CRMs. It also facilitates connection with security systems and office access.

Steps to Implement an Employee Monitoring Software

Before implementing an employee monitoring software it is advisable to consider certain pillars on which these systems are based:

The objectives to be achieved.
The current state of affairs.
The needs of the entity.

Therefore, to successfully implement a workforce control program, you should be familiar with these guidelines before and follow these steps:

1. Analyze the Company’s Needs

The conclusions that have been drawn from the analysis done about the needs of the entity will condition the rest of the decisions taken in the process. This step is fundamental when implementing an employee monitoring software.

Among other factors, it will depend on the organization, with different needs being identified to be met.

2. Define the Goals of this Software

Once the company’s needs are known, the next step will be to define goals and goals that are to be achieved with this employee monitoring software.

It must be remembered that the goals to be obtained with the program must be subject to the general objectives of the organization. Additionally, a project manager should be assigned, who will be responsible for presenting the reasons for this plan to the rest of the organization.

3. Set Priorities

From certain needs and objectives, the type of employee control software or the modules that are wanted to be included in the department should be determined. When a staff management system like Sesame HR is in place, this process is streamlined, as it will only be necessary to select the modules that best suit.

These programs must be adjusted to an available budget. Therefore, priorities will be established based on the challenges to be overcome and the available budget.

4. Choose and Implement the Software

To do this, you should rely on the criteria that have been set previously and inform yourself of certain characteristics or technical specifications, as well as listen to the opinions of other individuals or customers about these tools.

When implementing this tool, it should be communicated to the team and see if this system is well accepted or not. So the European Data Protection Regulation is the one that protects the employee, since according to it, what kind of control and how it is going to be carried out with the employee monitoring software must be communicated.

Also, if it is a remote job in which the worker provides the computer, they can refuse the installation of this employee time tracking software.

5. Choose the Implementation Method of the Software

Currently, two ways to install this employee monitoring software can be chosen such as:

Silent mode: without employees finding out.
Transparency: prioritizes honesty.

In Spain, companies have the right to both monitor and control the use of any device that has been provided to the worker. However, using employee monitoring software must comply with several requirements to be legal:

Must be a justified need for the type of work done.
There are no other less intrusive alternatives for this objective.
The benefits the company obtains are not greater than the employee’s convenience.
Transparency, as the staff must have been previously informed of such control.

6. Supervision of the Employee Monitoring Software

The software for the time tracking of employees must be regularly supervised to ensure it remains effective. Supervision can be performed by management, internal audit staff, or an external auditor.

On the other hand, supervision must include an evaluation of the following aspects:

The control environment.
The risks identified and evaluated.
The control activities implemented.
The internal communication systems.

The implementation of an internal control system is an important task that requires continuous effort. However, an effective employee monitoring software can help the entity protect its resources and achieve its objectives.

Other Tips for Implementing an Internal Control System

When implementing an employee monitoring software in your entity, you should consider the following tips:

Involve all levels of the organization in the implementation process.
Adapt the internal control system to the specific needs of the entity.
Be realistic about what the internal control system can achieve.

What are the Best Employee Monitoring Software?

Currently, there are various software solutions for employee control and management that help companies optimize processes and improve productivity. Below are some of the most notable options:

Sesame HR

Seame HR is a Human Resources software that includes functionalities of time control, management of absences and vacations, and generation of reports. Its intuitive interface facilitates adoption by employees and the human resources team.

ClickUp

ClickUp is an all-in-one productivity platform that offers tools for project management, time tracking, and team collaboration. It allows you to log work time in real time or manually, making it easier to monitor tasks and allocate resources.

Bizneo HR

Bizneo HR is a human resources software that includes a time tracking module. It offers features such as clocking in from multiple devices, geolocation, and break scheduling. It’s a complete solution for managing employee time and attendance.

Jibble

Jibble is a time tracking tool that allows employees to clock in using facial recognition and GPS tracking. It provides detailed reports and is compatible with both mobile and desktop devices, making it easy to use in various work environments.

Rippling

Rippling is a platform that combines human resources and IT management. It simplifies the administration of employees, payroll, and attendance within a single interface. It is especially useful for companies seeking an all-in-one solution for managing their workforce.

When selecting employee tracking software, it’s important to consider the company’s specific needs, team size, and required features to ensure efficient management that is tailored to the organization’s unique requirements.

How does Sesame HR help you control your employees?

Sesame HR is a human resources management software that simplifies employee tracking and administration within companies. Its main features help optimize processes and improve workforce management efficiency. Some of these features include:

Workday Logging:
Allows employees to clock in and out from mobile devices, computers, or tablets. It also offers geolocation for remote or field employees. Most importantly, it complies with labor regulations regarding time tracking.
Absence and Vacation Management:
Facilitates the digital request and approval of days off, thereby reducing the administrative burden on the HR department.
Performance and Productivity Monitoring:
Sesame HR provides reports and metrics on hours worked and employee performance. It also allows you to evaluate productivity based on the time spent on tasks and projects.
Automation of Administrative Processes:
This software generates payroll reports with data on hours worked and absences. It digitizes documentation and contracts for quick and secure access.
Integrations with Other Tools:
It connects with payroll, accounting, and project management software, allowing for centralized administration of all HR processes.

Benefits of using Sesame HR

In summary, the benefits of using Sesame HR are:

Saving time on administrative tasks.
Greater transparency in time and attendance management.
Improved organization and planning of teams.
Compliance with labor regulations regarding time tracking and employee management.

Sesame HR is an efficient solution for companies looking to improve employee tracking and management in an automated and straightforward way.

Want to see it for yourself? Sign up, get a free 14-day trial, and optimize your employee management with just a few clicks.

Professional with over 20 years of extensive experience in various areas of Human Resources (Recruitment, Training, Occupational Risk Prevention, and Personnel Management). Experience in the Management Department: Broad understanding of the company and HR.

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cristinamartin

HR Content Specialist