TrackSmart Review

TrackSmart Review
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  • Features
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Pros

  • Affordable and scalable pricing
  • Robust core functionalities
  • Displays labor costs with every shift
  • Easy to use
  • Well-developed employee portal
  • Good record-keeping functionality

Cons

  • No third-party integrations
  • Under-developed mobile apps
  • Dated user interface

ABOUT

TrackSmart is an employee time, attendance, and schedule management software. To that end, the cloud-based workforce application offers users three distinct systems. All three systems come with core components that can help businesses streamline and automate critical administrative tasks in time and attendance tracking and employee scheduling. The software started as an exclusive scheduling platform called HelloScheduling, launched in 2010. In 2014, it was acquired by HRdirect, a human resources software provider that has been around for over 25 years. The parent company buffed up its acquisition with time and attendance tracking tools and relaunched it as TrackSmart the same year. The platform is well known as an easy-to-use software that allows managers to focus more on running their company and less on organizational tasks. Its client list includes renowned companies such as Siemens, United, Panera Bread, and Koch Foods.

Who Is TrackSmart For?

Given that all its pricing plans limit the maximum number of employees to 100, TrackSmart is a good fit only for small and medium-sized businesses and not enterprise-level ones. As mentioned before, the platform has three distinct offerings. This disparateness can be a blessing and a curse for businesses. On the one hand, companies need to pay only for the features they need. On the other, if your business requires all three core functionalities, it can turn out to be a bit pricey. For example, a company with 80 employees would have to pay close to $250 per month to use all the software’s tools. Also, the platform does not follow a per-person pricing model. For this reason, solo entrepreneurs and start-ups are likely to give it a miss.

In terms of features, TrackSmart has all the tools required to satisfy the needs of a wide range of industries, from manufacturing and retail to healthcare and restaurants.

PRICING

All three of TrackSmart’s systems have multiple pricing plans. They all also come with monthly and annual subscription options. As is customary, there is a discount of 5 – 10% for users who make the annual commitment. The lower-tiered plans allow anywhere between 15 to 20 employees. As the plan levels go up, the users go up incrementally. This scaling maxes out at 100 employees with the software’s premium offerings. Notably, while there is some overlap among the scheduling and TimeClock modules in terms of pricing and features, the attendance module remains completely distinct. None of the modules have a free plan, but the company does offer users a 30-day free trial for the attendance system and a 14-day free trial for the scheduling and TimeClock systems. The free trials are credit-card-free and give you access to all the software’s features.

Here is a comparative look at TrackSmart’s pricing plans.

1. Attendance Module Pricing

 

Plan

CoreTrack

FlexTrack

PowerTrack

Users

Up to 20

Up to 50

Up to 100

Price

$21.95/Month Billed Monthly Or

$169 Billed Annually

$31.95 Billed Monthly Or

$269 Billed Annually

$41.95 Billed Monthly Or

$369 Billed Annually

Event Codes

Up to 7

Up to 10

Unlimited

Absence Codes

Up to 12

Up to 18

Unlimited

Reports

Yes

Yes

Yes

Employee Record Management

Yes

Yes

Yes

Time-Off Requests

Yes

Yes

Yes

Time Sheets

Yes

Yes

Supervisor Approval

Yes

Yes

Accruals

Yes

2. Scheduling Module Pricing

 

Plan

Basic

Plus

Premium

Enterprise

Users

Up to 15

Up to 35

Up to 60

Up to 100

Price

$24/Month Billed Monthly

Or

$22/Month Billed Annually

$49/Month Billed Monthly

Or

$44/Month Billed Annually

$69/Month Billed Monthly

Or

$64/Month Billed Annually

$99/Month Billed Monthly

Or

$89/Month Billed Annually

Manual & Automatic Scheduling

Yes

Yes

Yes

Yes

Shift Swapping

Yes

Yes

Yes

Yes

Labor Cost Monitoring

Yes

Yes

Yes

Yes

Payroll & Schedule Reporting

Yes

Yes

Yes

Yes

Team Communication Dashboard

Yes

Yes

Yes

Yes

TrackSmart TimeClock

Yes

Yes

Yes

Yes

 

3. TimeClock Module Pricing

 

Plan

Basic

Plus

Premium

Enterprise

Users

Up to 15

Up to 35

Up to 60

Up to 100

Price

$24/Month Billed Monthly

Or

$22/Month Billed Annually

$49/Month Billed Monthly

Or

$44/Month Billed Annually

$69/Month Billed Monthly

Or

$64/Month Billed Annually

$99/Month Billed Monthly

Or

$89/Month Billed Annually

Time Tracking

Yes

Yes

Yes

Yes

Compliance Management

Yes

Yes

Yes

Yes

Reports

Yes

Yes

Yes

Yes

Team Dashboard

Yes

Yes

Yes

Yes

Managerial Approvals & Overrides

Yes

Yes

Yes

Yes

Employee Scheduling

Yes

Yes

Yes

Yes

Shift Swapping

Yes

Yes

Yes

Yes

 

FEATURES​

  1. Attendance Module Features
  2. Scheduling Module Features
  3. TimeClock Module Features
  4. Common Features
  5. Attendance Module Features
  6. Attendance Tracking

At the center of the attendance module is the software’s calendar. It gives managers a visual overview of their employee’s time offs, upcoming holidays, and company events. The calendar’s interface is a user-friendly one that does not require any technical know-how to master. The software allows you to shift between a monthly and weekly view. Besides, there are several ways you can add time-off to the tracking calendar. Both, clicking on a date on the calendar or the plus sign on the top right-hand corner opens a pop-up box that allows you to record absences, time-offs, and events.

Here, you can select the reason for your entry and duration of the absence and specify from which PTO bank can deduct the absence. There is also a provision for managers to add pertinent notes to their entries. Importantly, the system also alerts managers if they have any pending time-off requests they need to address. TrackSmart has a repertoire of 23 time-off or absence types and 14 event types from which to choose. You cannot, however, customize and add one of your own. What you can customize are the accrual plans that allow you to set up a time-off plan for your employees complete with an accrual schedule and maximum balance limit. You can configure as many accrual plans as you want.

1. Timesheet Management

TrackSmart’s timesheet functionality is available only for its Flextrack and Powertrack subscribers. The software allows you to tweak several settings that define how your timesheet calculations go. These include workweek and overtime rules. Each timesheet gives managers an overview of the total hours worked by an employee, along with a breakdown of the exact amount of overtime that needs to be paid, PTO accruals, and other events. The software provides users two ways to make timesheet entries. The first is the ‘In-Out’ method, where employees or supervisors enter their start and end work times, and the software automatically calculates the number of hours worked each day. Alternatively, you can manually enter the hours worked yourself. While employees cannot edit their submitted timesheets, managers can do so. Importantly, all edited time entries show up in a different color, so admins are always in the know of any changes made.

2. Employee Record-Keeping

The platform allows users to maintain a central repository of employee records, so you have easy access to the data. There is a ton of information that you can store on your employees. These range from contact and personal data to job and health plan details. Admins also have the freedom to add notes and details they find relevant about an employee. Helpfully, once you have recorded personal information such as birthdays or anniversaries, they will automatically show up on the software’s calendar. This feature provides an easy way for managers to keep track of and celebrate these events with their employees. More importantly, the software helps avoid costly FLSA (Fair Labor Standards Act) errors by allowing you to classify your employees correctly on the profile page.

  1. Scheduling Module Features
  2. Employee Scheduling

Like the attendance module, the central scheduling calendar is easy to use and functional. You will need to set up your various locations, departments, and positions before you can start creating and scheduling shifts. You can also create different shift blocks complete with a shift name, timing, number of employees, and positions. Once done, the shift blocks can be easily added to any day, an excellent time-saving feature that gets rid of repetitive tasks. Notably, you can color-code each shift differently for easier distinction. The scheduling calendar allows you to shift between a daily, weekly, and monthly view.

To schedule a shift, all you need to do is click on the day, add a shift block, and populate them with employees. Helpfully, while scheduling, the system displays only available employees, ensuring that you do not schedule those who are on leave or are already working. Once a scheduled shift is published, the system will send emails to all scheduled employees, notifying them of the same. The platform also makes managing multiple locations a breeze. For one, the top left corner has a dropdown menu that allows you to switch between locations without leaving the scheduling page. For another, no matter where you schedule from, the system always displays shift schedules in the local time zone, a boon for businesses that have outlets in different geographical sectors.

The platform also has an auto-scheduling option where the system automatically assigns shifts to employees according to your settings. The only negative here is that the interface does not have a drag-and-drop functionality with which you can easily drag shifts from one slot to another. You will have to use the copy-and-paste method for that.

3. Labor Costing And Compliance Management

TrackSmart Scheduling has several settings that you can use to ensure you are complying with your local labor laws. These include break rules, overtime, and maximum hour settings. Once you have defined these categories, the software will automatically add them to every shift that you schedule. Besides, if you have configured full and part-time pay rates, the platform will also show you how much each shift will cost you. This feature is an excellent way for managers to keep an eye on their labor costs as they are scheduling.

4. TimeClock Module Features

The application allows you to turn any computer or mobile device into a time clock. So, employees have the freedom to clock in and out from their devices, even from remote locations. Helpfully, several settings give you plenty of control over where and when employees can clock in. Also, you can define who can view and edit the time clock records. Furthermore, the module also ties in with the scheduling module, so you can prevent employees from clocking in too far outside of their shifts. However, it does not have features that can prevent buddy punchings, such as facial recognition, image capture, or geotagging. You also cannot use it to record breaks.

1. Common Features

2. Employee Portal

According to the permission settings you define, allow your employees to take care of some tasks on their own. This provision, of course, looks different for each module. Accordingly, the attendance module allows employees to submit their timesheets and request time off. With the scheduling module’s self-service portal, they can view their schedules, swap shifts among themselves, and claim open ones. Importantly, any time employees swap or claim shifts, the system immediately notifies the schedule manager of the same. Finally, with the TimeClock module, employees can request time off, swap shifts, and clock in and out using their desktop or mobile devices.

7. Team Communication

All of TrackSmart’s modules have several ways that managers and team members can use to communicate. First, you can send emails to all or a select few from your team right from your dashboard using the ‘Email Staff’ button. Second, you can send out a text message to all or individual employees directly from the system too. Third, the software has a team wall that acts as a virtual bulletin board where you can post important messages or announcements for the whole team to see. Importantly, admins can delete posts made by other employees if they feel the need.

8. Reports

Each module has about 7 -10 predefined reports from which you can choose. These include absence reports, time-off summaries, weekly summary reports, and timesheet and labor cost reports. The system does allow you to customize the reports by changing some filters, but by and large, there aren’t too many changes you can make to them. You can save a generated report as a PDF or export and share it with others in CSV form.

INTEGRATIONS

Shockingly, TrackSmart does not support even a single third-party integration. This drawback is compounded by the fact that it also does not have an open API that developers can use to build external connections. This lack of choice in integration is not ideal for businesses that rely on other apps to run concurrent functionalities such as projects or accounts management. It also means that you cannot sync your in-house calendar to any external one that you maintain, increasing the likelihood of scheduling errors such as double entries. Let’s hope that the company rectifies this lackluster aspect of their software sooner rather than later.

More About TrackSmart

Set Up And Ease Of Use

There aren’t too many hoops to jump through to login to the platform. All you need to do is provide some basic personal and business information, and you are ready to go. The next step is to add employees. Here, you can either manually input the information yourself or activate the platform’s employee self-service. This tool will send out an email to all your employees, inviting them to fill in their personal and contact information themselves, a great way to reduce the onboarding load. Alternatively, you can also import employee data in bulk by downloading the software’s Excel template and then copying and pasting the information from any spreadsheet you have at hand. However, the lack of any third-party integrations means that you cannot import previous timesheet or payroll data from any external software.

The platform’s user interface has a clean, albeit slightly dated and dull, look. The unattractiveness of the interface aside, there is not much to complain about it. A horizontal main menu runs across the top of the page. It houses all the software’s features, including a link to its resource section. All in all, learning to navigate the software constitutes a smooth learning curve even if you are a non-techie. Helpfully, every page has a chat bubble in the right-hand corner of the screen that you can use to contact the company’s reps.

Device Compatibility

Desktop Browser App

Android App

iOS App

Windows Phone App

Apple Watch App

X

X

All 3 of TrackSmart’s modules have Android and iOS applications. The mobile apps do not have as much functionality as the desktop one does. As such, they are designed mainly to take care of the employee self-service side of things. So, employees have the freedom to view their schedules and submit their timesheets along with time-off requests. However, they cannot swap shifts, which is one of the notable features in the desktop application. Managers also have limited functionality. While the mobile app does have the calendar function, it does not have an integrated calendar view, making it difficult to get an overview of all the shifts. They also cannot use the apps to set or edit schedules.

Customer Service

The platform offers its users phone, email, and live chat support from 8 PM to 5 PM, Monday through Friday. Outside these hours, you can submit a query through an online form found both in-app and on their website, and the company’s reps will get back to you first thing on the next business day. Aside from these, TrackSmart has a knowledge base that users can go to if they need feature walk-throughs or set-up guides.

Helpfully, the help center is sectioned off into attendance, scheduling, and TimeClock components, making it easier for users to find the right resources. The self-help documents, while sufficient in number, tend to be on the shorter side. That said, there is a library of about twenty or so 30-minute webinars that give a more in-depth look at the software’s features. Besides, TrackSmart has a community forum where the software’s users can interact with each other and ask questions. However, it is not a thriving or regularly active community. Most of the answers posted there come from the company’s reps and not from other users.

Online Security

TrackSmart has adequate security measures in place to ensure customer information is kept safe from prying eyes. These include Security Socket Layer (SSL) technology with server authentication and data encryption in transit. Also, the software provider is GDPR compliant and abides by international privacy regulations. While it does use session cookies to check your credentials when you login, the cookies are encrypted and do not retain any confidential data. Furthermore, idle users are automatically logged out of the system after a few minutes of inactivity to prevent unauthorized personnel from accessing private information. TrackSmart’s servers also use avant-garde firewall technology to prevent hacking along with restricted access and 24/7 surveillance.

PROS AND CONS

PROS

  • Affordable and scalable pricing
  • Robust core functionalities
  • Displays labor costs with every shift
  • Easy to use
  • Well-developed employee portal
  • Good record-keeping functionality

CONS

  • No third-party integrations
  • Under-developed mobile apps
  • Dated user interface

CONCLUSION

There is no doubt that TrackSmart’s core functionalities of time, attendance, and schedule management are robust and well-developed. It is as strong on the administrative side of things as on the employee side due to the highly functional self-service portal. Also, it is a user-friendly application that even greenhorns would find easy to navigate through. The software also scores some major brownie points due to the affordable and scalable nature of its pricing. As such, it delivers on its promise of allowing users to focus on their business more and less on managerial tasks.

That said, the absolute lack of third-party integrations pegs the platform back a fair bit. It also lacks some of the time-theft prevention features that most other similar applications provide and could do with a more functional mobile app. If these negatives are not deal-breakers for you, then TrackSmart is a good workforce management software to consider. Fortunately, the company’s credit-card-free trials are there for the taking, and you can utilize these to see if the software is a good fit for your business or not.

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