10.29
2019

Using Encore’s Timekeeping Feature to Make Payroll Management Easier

Payroll doesn’t have to be complicated for your mobile workforce. With Encore, your employees can clock in and out from the app that they already use for everyday operations, giving them an intuitive new way to manage their time schedules while on the job.

Even though our solutions can’t entirely take the place of your team’s payroll software, API integration allows Timekeeping data your employees have recorded to seamlessly sync with the system you currently have. This ability simplifies the payroll management process and consolidates things for your company.

Additional benefits of taking your timesheets mobile include reduced overtime, neater organization, and enhanced productivity. By giving your staff a way to register time-punches directly from a smartphone or tablet, they’re equipped with the tools they need to stop working as soon as their days are up, without having to drive back to the office first to clock out while still on company hours. This can also help increase the amount of work each individual on your team can accomplish daily by giving them more available time in the field, resulting in a boost to your business’s bottom line. Fit in more customer requests per day by using Timekeeping to help eliminate unnecessary drive time as a routine task for your mobile employees.

Electronic timesheets are also able to improve your business’s processes by enhancing its level of organization. Smarter storage and an absence of illegible handwriting throughout the timekeeping process both work to improve accuracy, as there’s less points for errors to potentially occur when timecards aren’t having to be regularly filled out by hand and manually delivered to the office.

With the power of Encore’s Timekeeping feature, your business can embrace all the benefits that mobile technology has to offer to the remote workforces of today. Find out more about what integrating timesheets with your existing payroll system can do to help your company save by scheduling a live, customized webinar here.

Have any questions on how Actsoft can help you?

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10.22
2019

Actsoft’s Strategic Partnership With Geotab

As a strategic partner of ours that supplies top-notch fleet tracking devices and fleet technology, Geotab is the perfect complement to Actsoft’s solutions. Our alliance with Geotab allows us to pair ultra-advanced hardware and fleet diagnostics with the workforce management capabilities of our solutions to give your team a truly robust digital management platform.

Through Geotab GO9 devices, the MyGeotab software, and Actsoft integration, companies can have a rich and detailed fleet management experience, gaining tools for advanced collision detection, driver reports, and more, as well as the features they need to effectively manage all other aspects of their workforces.

After employees have exited their business vehicles and begin working, insight can sometimes become lost; this is where handset tracking comes in. Our solutions provide device monitoring technology, allowing you to keep tabs on each member of your team during working hours in the field. In addition to handset tracking, we also provide solutions for Timekeeping, Job Dispatching, Intra-Company Messaging, and Wireless Forms, allowing your team to take its processes fully digital and control its operations with higher efficiency. When paired with Geotab’s proficiency in the fleet management sphere, our solutions can provide even greater potential for your business.

Use Actsoft and Geotab to gain full insight on both your fleet and remote workforce in near real-time. Our strategic partnership with Geotab allows us to expand the capabilities of our mobile management solutions, help our existing customers continue to succeed, and create meaningful new relationships both now and in the future.

Have any questions on how Actsoft can help you?

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10.08
2019

How Actsoft Solutions Help Improve Your Bottom Line

With every new innovation we add to our solutions, we’re continuing to make things easier, more efficient, and more connected for your business. And all three of these aspects working together result in a major boost to your company’s bottom line annually, with reductions in costs such as:

Fuel

Managing a cost-conscious workforce isn’t exactly simple, but it’s easier to do with GPS Tracking. Our solutions provide near real-time updates on your fleet vehicles’ activities, allowing you to be notified of any instances of excessive idling or speeding by your drivers. Equipping your vehicles with devices like the Geotab GO9 also remains a great way to integrate Encore, our flagship solution, with intuitive hardware that provides diverse insight on how your vehicles are routinely being operated. When it comes to fleet management, use this tandem of software and hardmount technology to identify and curb costly practices your mobile employees may be unintentionally conducting.

Paper

Antiquated processes like filling out paper documents and manually delivering them can be largely eliminated with Wireless Forms. Our applications provide the tools you need to go completely digital with all of your company’s documentation, helping to reduce potential costs associated with paper usage like errors from manual data entry, high purchasing expenses, and time spent driving paperwork back to the office.

Overtime

Actsoft’s Timekeeping feature gives businesses like yours the ability to clamp down on unnecessary overtime payouts with mobile time-punches. Your remote employees can clock in and out using a smartphone or tablet from our Encore solution’s single integrated portal, allowing them to track start and stop times while working with greater accuracy. Over the course of weeks and years, all those saved minutes from more accurate time-punches can have a sustainable positive impact on your company’s bottom line.

To find out more about how our solutions can help carve a path to savings for your workforce, check out our interactive return on investment calculator here, or schedule a demo today to gain an in-depth look at what our applications can do.

Have any questions on how Actsoft can help you?

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10.04
2019

The Scary Side Effects of Poor Mobile Management

Summer is finally in the rear-view mirror and, as we look ahead, crisp fall weather is on the horizon. Though autumn is a little different for us here at Actsoft’s home office in Florida than it is elsewhere, we still look forward to (slightly) dipping temperatures and all things autumnal: seasonal beverages — sorry PSL, apple cider is the clear winner here — chilly(ish) mornings, and (best of all) the anticipation of the pending (and seemingly never-ending) holiday season.

This month in particular marks the official countdown to Halloween, the frightful holiday that kicks off the whole season. Haunted houses and visages of ghosts and goblins begin to pop up all over the place. It seems that no matter where you turn, you’re faced with visions of terror and the stuff of nightmares.

Of course, this type of scariness is all in good fun. But what isn’t a fun scare — and one we all like to avoid, no matter what time of year it is— is the idea that you’re losing a ton of money every single day from the inability to properly manage your team for the simple fact that they’re all off-site.

Encore can be the safety net that reels you in and gives you access to all the insight you need about your team and equipment, whether it be where tools and vehicles are located, how they’re used, and whether they need to be serviced; employee locations when they clock in or out; and how many customers they’ve tended to that day. And that’s just the tip of the iceberg.

Don’t believe us? Let’s look at the numbers based on a fleet operation of 10 vehicles running on diesel fuel. If your drivers are selecting less-than-direct routes to and from each job and then allowing their trucks to idle needlessly for extended periods of time at each job site, this burns fuel excessively. Now let’s say, on average, this behavior wastes one gallon of diesel fuel each week, per truck. Given a current national average of $3.06 per gallon, that’s $30.60 each week. It may not seem like much, but over the course of the year, your crew’s behavior has effectively thrown away $1,591.20 of your money.

Scary.

Now, let’s consider that the same 10 vehicles in your fleet are staffed by two workers at any given time, and they each make $20 an hour. If the less-than-direct routes they opt to drive waste, say, an hour of each worker’s time every day, that’s $400 a day, which works out to be $20,800 every single year. Just because your drivers aren’t taking the most efficient routes between jobs.

Terrifying.

Think that’s bad? What if your team, unbeknownst to you, is submitting timesheets that aren’t entirely truthful? Maybe they fudge 15 minutes here, 10 minutes there. This could add up to another hour of worker time that you’re paying for, though no actual work is being done. That’s another $20,800 taken out of your pocket annually.

Absolutely horrifying.

(And we’re not even getting into the lost revenue from potential customers that could have been seen if you were able to ensure that your team was operating as efficiently as possible.)

So with just these seemingly innocent, almost unnoticeable behaviors, your company is out $43,191.20 … every year.

About to faint, yet?

As petrifying as this scenario is, there’s a simple solution to it all: Encore. With our Fleet Tracking capabilities, you can make sure that your vehicles are taking the most optimized routes at all times. Plus, you can arrange to have alerts sent your way whenever vehicles are left idling for an excessive period of time, as determined by you. No more burning through fuel (and your wallet) needlessly. Driving the optimized routes will also save you from paying your workers for driving around instead of being at actual job sites.

Our Timekeeping functionality gives you digital verification of not just the times your team clocks in, but also their physical locations. This means there’s no more saying they were working when they were, in fact, just rolling out of bed. Or claiming to be finished with lunch, but hanging around offsite for another 20 minutes. The GPS Tracking capabilities can work in tandem with Timekeeping to help keep your employees accountable.

With the implementation of an easy-to-use, affordable solution, you just saved yourself $43,191.20 every year, plus your team now has time to fit more customers into each workday.

Not so scary, anymore.

Have any questions on how Actsoft can help you?

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08.09
2019

The Importance of Accurate Timekeeping

“Time is what we want most, but what we use worst.” — William Penn

Dating back some 300 years, this quote is as true today as it was when first penned. As it pertains to someone’s personal life, time is what you make of it, and you have nobody to answer to but yourself. But when it comes to running a business, it’s up to you to make sure everyone on your team is making the most of their time when on the clock. Every minute counts, from both a financial and productivity standpoint, so it’s essential that you take extra measures to assure that your team is on-site when they say they are, helping you take your business to the next level.

When you have a mobile team — whether it’s a construction crew, delivery drivers, or team members working in the field — it’s impossible to always have your eyes on them. It also can make it difficult to effectively monitor their time cards for both accuracy and transparency.

If a team member is running a little late one morning, what’s to stop him or her from fudging their time card to make it appear as though their day started right on time? If you’re using archaic paper timesheets, the answer is simple: nothing.

Now, starting a day 15 minutes late may not seem like a big deal at first, but when it becomes habitual, it starts to add up. The name of the game is maximizing efficiency so ideally each worker’s day is scheduled in a way that a certain amount of jobs fit in perfectly. Let’s assume that 15-minute late start results in an extra 15 minutes tacked on to the end of the day, now necessary in order to complete all required jobs. That 15-minute late start becomes 15 minutes of overtime pay.

Given an hourly rate of $20 and an overtime rate that comes in at time and a half, if a single employee does this every day of the week, that’s an extra $1,950 you’re paying out every single year. All from one person being dishonest with their timesheets. Imagine if your whole crew followed suit? If a team of 20 people did the same, you’ll soon find yourself paying out $39,000 in unnecessary overtime every year … that’s another person’s full salary!

This is where our Timekeeping feature comes into play. We give you the ability to not only record your team’s hours digitally but to include a GPS stamp with every single time punch. So when they’re clocking in for the day you can see, clear as day, that they are in fact at the job site and not just rushing out the door of their home.

Having this functionality and making sure workers are aware of its features are surefire ways to reinforce accountability. Your team is a lot less likely to attempt to pull a fast one when they know it’s easy to check up on them.

This is just one of the ways we can help your business improve its bottom line and start to bring in more profits that can be further invested in making your company even better.

Have any questions on how Actsoft can help you?

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08.02
2019

The Do’s and Don’ts of HIPAA Compliance

If your company has a long history of working within the medical world, then there’s a good chance that you have a deep-seated understanding of the Health Insurance Portability and Accountability Act (HIPAA). The rules, which were passed by Congress back in 1996, were put into place in order to protect patients’ coverage and personal information, as well as reduce the instances of healthcare fraud.

But if your company is still in the early stages of branching off into healthcare-related services, or you just want a refresher course, you may not be as familiar. For those in need of some brushing up, we thought we’d share a list of some of the biggest do’s and don’ts to make sure you’re staying compliant when handling such sensitive information.

DO
First and foremost, it’s of the utmost importance that you know exactly what is considered protected health information (PHI). Examples include names, addresses and contact information, social security numbers, medical record information, personally identifying dates (birth, death, appointments, etc.), and photographs. If you’re unsure whether something qualifies, your best bet is to err on the side of caution and treat it as though it does.

DON’T
If you need to have a discussion about a patient of yours with someone else, make sure that person is authorized and that you aren’t doing it in a public setting. Instead, find a private setting to do so and avoid the potential that anyone else overhears what’s being discussed.

DO
Keep your login information to yourself. Under no circumstances should you ever share this information with anyone else, even if it’s a colleague that you trust. Along the same vein, never write down this information even as a personal reminder for yourself. In both situations, it constitutes a breach of security and counts as an infraction.

DON’T
Never leave patient information in plain sight. This means that, whether you’re at the back office or in the field, don’t leave your devices unlocked and able to be seen by anyone else. It doesn’t matter if you’re stepping away for 20 minutes or 20 seconds.

DO
When patient PHI and ePHI retention periods expire and you are no longer required to hold onto this information, if you choose to dispose of the records, you must be sure they are fully destroyed. Hard copies must be shredded, pulped, or incinerated, while electronics must be securely wiped or the device on which the ePHI is stored can be destroyed, if need be.

DON’T
If your patients want access to their own records, it’s your responsibility to provide them within 30 days of their request. If patients choose to share this information with other entities, that is at their discretion, but denying them the right is a violation and can result in hefty fines.

DO
Implement software that truly supports HIPAA compliance. The Vault tier of our Encore software allows you to collect sensitive customer information and transmit it to your back office with complete end-to-end data encryption. We even brought in third-party experts for an additional layer of vetting to help make sure we covered all our bases and confidently stand by our ability to keep your client information safeguarded.

You can never be too safe when you’re working in the healthcare industry. By taking a few cautionary steps, as well as implementing trustworthy software to help you with your daily needs, you’ll be well on your way to running a HIPAA-ready business.

Have any questions on how Actsoft can help you?

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07.26
2019

What Are Geofences and How Do They Work?

One of the biggest issues that managers face when it comes to having a predominantly mobile staff is keeping track of their team to make sure they’re staying on task throughout the day. It’s impossible to have eyes on everyone at all times and this is especially true when your team is remote. While there is a certain level of trust administrators must put in their team, there are extra measures you can take to keep your team accountable.

We’ve discussed how our GPS-stamped Timekeeping feature helps to prevent mobile employees from preemptively punching in at the start of the day, prior to arriving at job sites. But how do you know they actually remain on-site for the duration of the day? It’s not feasible to continually check in throughout the day, using the live view map; as a business owner, there are much more important things you can (and should) be focusing on.

So what do you do? Enter: Geofences.

Simply put, geofences are virtual boundaries that define a designated area and can trigger a predetermined response whenever they are “breached.” With Encore, you can set up geofences around hotspots — such as work sites — in order to monitor both the arrival and departure of people, vehicles, and equipment.

What does this mean for you?

Once your workers are on the clock, our tracking solution helps assure that they will remain on-site for the duration of their shift. Because if for any reason they depart the geofence zone, you and/or whichever administrator you put in charge, will receive an alert letting you know about this departure. From there, you can determine if it was an authorized move or if it warrants a discussion.

Just knowing that this capability exists is typically enough to keep your workers on-site and accountable for their actions. For those that still feel the need to wander, you’re left with indisputable proof that documents their departure from the worksite and the length of time they were gone. (And you can still track where they went, if they’re still on the clock.)

In addition to keeping your team in check, geofences can also be used to make sure your important (and costly) equipment and vehicles remain where they should be. This added layer of protection helps to prevent both theft and unauthorized use by employees for personal business.

This is just one example of how we embrace the power of GPS to help you make the most of your business. Give us a call and we’ll set up a demo to show you all the other ways our solution can help maximize your workforce.

Have any questions on how Actsoft can help you?

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07.23
2019

What Great Leaders Know: Understanding Weakness Leads to Success

From legendary coaches to the best teachers, the strategy is always the same: Understand the team’s weaknesses. It’s easy to identify star players and focus on the moments of glory, but without assessing the big picture, your team will only perform at a fraction of its potential. This is especially true for companies who are dealing with many moving parts, including fleet-based operations who have dozens of drivers spread out across the city, state, or country.

Understanding what seems like minutiae — such as driver behavior, gas usage, and time management — may seem like an impossible undertaking; how can you possibly track all of these activities every day? And the more important question: Is it worth it? The answers are surprisingly simple. With hardware and software solutions from Actsoft, your tracking is automated and reports are automatically compiled and sent to you as often as you need them. And the value is in the numbers. Most companies save thousands each month by monitoring fuel usage and route efficiency.

Actsoft, the maker of a suite of tools for remote management, puts all of the fleet information together on one platform to give our customers the power and knowledge to be able to make key strategic decisions.

With high-performance GPS-tracking devices and software like Encore, you can find the strengths and weaknesses of your entire driving team. Now you can accurately fine-tune performance, cut down on waste, and reduce liability.

Some of the key features include understanding driver behavior. By monitoring various aspects of driving habits — everything from speeding to fast braking — you can get a clear picture of your company’s health in that area. If you have several drivers who are in the habit of speeding and braking late, not only does your accident risk spike but so does your fuel costs and vehicle maintenance.

Likewise, if you have drivers who stay within the pre-set perimeters, stay within speed limits, and don’t idle, you can count that aspect of your business as healthy and a model for other areas. This allows you to re-focus your energy on departments that aren’t functioning as well.

Moreover, a workplace that rewards great performance is one that usually has less turnover and overall better ratings in employee satisfaction.

By using a mobile solution like Encore, which can be accessed on any smart device, you’re taking charge of what happens outside of your office walls. With a wide variety of additional features, you can choose from allowing mobile timekeeping and dispatching, giving you an upper hand on the competition. All this amounts to a healthy fleet that is driving responsibly, generating more revenue, and saving the company big bucks every year.

Have any questions on how Actsoft can help you?

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07.19
2019

Heat Waves and Bad-Weather Management

It sure looks like it’s gonna be another hot one out there, eh?

Ah, weather. That go-to, default topic reserved especially for workplace conversations when, well, frankly you aren’t sure what else to talk about in a given situation. (Think: when you’re waiting for the elevator to finish its slow crawl to your floor so you can finally be on your way.)

Well, that’s typically the case anyway. But if you’ve been paying attention to the news in recent days (or years, really), then you know the weather is actually a hot-button topic. Right now, Europe is not-so-eagerly awaiting its second bout of record-breaking temperatures expected to hit next week. This comes just three weeks after the first heat wave of the year, which saw an all-time high temperature in France.

Stateside, the Midwest and East Coast are both bracing for impact, so to speak, as temperatures are expected to soar into the 90s and 100s over the weekend, with the possibility of surpassing even 110 degrees in some areas, and there is little expected relief to look forward to even after the sun dips below the horizon. (It’s so bad, New York City actually canceled its much-anticipated triathlon this weekend, the first time its ever had to do this.)

Of course, this is on par with an apparent influx in severe weather many have been experiencing in recent years, whether it’s storms hitting harder and more frequently than they ever have before, or sparse amounts of regular rainfall helping fuel rampant wildfires.

Depending on your business, weather can have a severe impact on your day-to-day operations. If you’re flying blind, so to speak, you might find yourself at a bit of a loss when chaos throws your plans into disarray. But you’ll find yourself in a much better position if you have a management system in place that helps you easily oversee your employees’ activities throughout the day.

For example, should the weather result in one or more emergencies warranting immediate attention, you can use GPS Tracking to determine which team member(s) are best positioned to handle the situation. Then use our Job Dispatching feature to send the new work order(s) and reprioritize so your workers can change course.

If severe weather is impacting your company’s ability to do its job due to safety concerns, you can quickly disperse a secure, team-wide message to the masses, giving them important updates — such as telling them to pack up and seek shelter — that help to make sure everyone receives the same message across the board.

Timekeeping will help you keep track of all those odd hours your workers might be pulling due to weather-related shifts in duties. The GPS stamp on each time punch verifies their locations while on the clock, and you can run ad hoc reports to keep on top of overtime to help make sure it’s evenly dispersed, if necessary.

Next time you find yourself at a loss for original conversation, at least you now know that weather can actually be the jumping-off point for bigger, business-related conversation. And hopefully, that conversation eventually leads to further discussion about a solution — our solution — to your weather-related business conundrums.

Have any questions on how Actsoft can help you?

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07.17
2019

What Telecommuting Tool Is Saving Companies Big Bucks?

Today almost all companies have a percentage of employees who work outside of the office. Whether they’re salespeople, delivery drivers, or specialists like plumbers and mechanics, this part of your workforce may never step foot into the office, but they’re an integral part of your success.

The major problems with this group are communication and observation. While you have email and mobile devices available to communicate, this may not be the most efficient method of making sure employees are logging the hours they’re supposed to or arriving at important meetings on time. Moreover, it’s time consuming for management or dispatchers to call or email a remote team member to make sure they’re available to take a call or make a delivery. A solution more and more companies are turning to is mobile timekeeping, which allows employees to clock in and out right from their mobile device.

This complete visibility and accuracy is enabled by GPS time-stamping so you can see both when and where you’re team member was when he or she clocked in. Did they make it to an important client meeting? You can see right away when they clock in, so management has total transparency and accountability for all employees both in and out of the office.

By using a simple and cost-effective solution like mobile timekeeping, you can eliminate guesswork from the equation. Additionally, if you want to see whether a delivery was made, the GPS feature shows precisely where your driver was and at what time — this information can then be sent to your customers if needed, in the event an arrival is disputed.

Another great benefit is that with each time punch you can capture photos; signatures; and data about current jobs, vehicles, and odometer readings.

Experts agree that companies who are adopting these ready-made solutions are more productive and ultimately better equipped for business in the future than companies who do not use this kind of technology designed for mobile employees.

Have any questions on how Actsoft can help you?

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