18.03
2020

Employee Accountability: How Are You Keeping Your Remote Workers Productive?

Any time you have a situation where employees are working remotely, there’s always the possibility for productivity to slip. Even if you have a great deal of trust in your staff, it can still be tough to regulate and manage assignments while they’re away from the office.

Actsoft solutions are designed to help ensure productivity remains optimized while coordinating a mobile or remote workforce. Making the switch to a remote worker scenario can seem daunting, but it doesn’t have to be with Encore, our end-to-end workforce management solution. Three key features of our flagship application that help ease the process of taking your operations remote are Timekeeping, Geofences, and Intra-Company Messaging.

With Timekeeping, your remote employees can easily clock in and out from a smartphone or tablet in the field, saving time and allowing them to start their days faster. Plus, with this feature, you have the ability to run reports on timesheet data, letting you verify the accuracy of worked hours with ease.

Geofences help maintain that labor performed away from the office is only done so from approved locations. If employees enter or exit a set location’s perimeter in the field, managers will receive notifications nearly instantly. These enable your workforce’s accountability, in terms of geography, to be truly optimized while employees are remote.

Perhaps most important of all when managing a remote workforce is to have a reliable method of communication with your dispersed employees. Directives and instructions can change on the fly, regardless of whether or not your employees are actually at the office; use Intra-Company Messaging to convey assignments to remote employees from the convenience of a desktop computer. You can even review past records of conversations to ensure they stayed work-related, helping to further keep staff accountability in check.

Timekeeping, Geofences, and Intra-Company Messaging are just three key features of Encore that can help you instill high productivity and accountability in your remote workforce, as they give management prime insight on how work is being done away from the office. Learn more today about how our solution can quickly, easily, and safely help you implement a remote work strategy for your staff.

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04.02
2020

What Geofences Can Do for a Business’s Security Levels

With employees, vehicles, and assets in the field, running a secure operation away from the office can be difficult for a company to accomplish. However, Encore’s Geofences feature is able to enhance security by bringing extra accountability and transparency to mobile workforce management. Geofences helps safeguard equipment, fleets, and employee safety in three primary ways:

Customizable Boundaries

By making your geofence boundaries highly specific to the job sites your teams are located at, your office administrators can have greater field visibility. Narrowing down certain job locations with accurate perimeters makes pinpointing them on a map easier to do. If an emergency situation occurs, assistance can be more immediately dispatched out to the affected job site, helping to keep employee safety high. For potentially dangerous locations like an active construction site, Geofences in particular can help your team get help faster, whenever it’s needed.

Alerts

Our Alerts feature works in tandem with Geofences to provide you with everything you need to know about your mobile workforce. Whenever a company-owned fleet vehicle or asset enters or exits a geofence perimeter, you’ll receive an email notifying you of the occurrence, keeping you truly in the know about equipment statuses. The value of your fleet vehicles and assets can’t be understated; use Geofences to keep comprehensive records of each’s whereabouts.

24/7 Job Site Monitoring

Geofence boundaries remain constantly active, enabling your team to leave vehicles and assets in the field overnight, free of security worries. If a tracked piece of equipment or a vehicle is moved after work hours, you’ll still receive nearly instant notification of it. Eliminate unnecessary and costly back-and-forth travel from the warehouse or office to a remote job site by allowing your workforce to leave its tools around the clock at a frequented job location, with Geofences helping to keep them safeguarded. In doing so, you’ll improve your business’s versatility, security, and savings.

Have any questions on how Actsoft can help you?

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29.01
2020

The Basics of GPS Tracking at Actsoft

At Actsoft, the base of many applications used to improve the efficiency of partner businesses is GPS tracking. Many Actsoft customers and other people in the general public know of GPS, but don’t quite understand what it is or how it works.

GPS tracking began in 1994 after more than 20 years of planning by the U.S. Department of Defense. Although it began as a military project during the Cold War, GPS is now used by civilians for daily use. The history of GPS is extensive and the technology is constantly changing, but it’s pretty simple to understand.

Tracking is done through an established connection between a GPS tracking device and a system of satellites in orbit. To create a connection between the device and satellites, the user must be outside and usually in fair weather, so a transmission from the device can be sent to a satellite and the satellite can send information back to the device. GPS satellites can tell longitude and latitude, elevation, and even velocity. For the average person, this information is available on their smartphone, tablet, and computer.

Actsoft and its customers use this information to run their companies more smoothly. We take the information sent by GPS satellites and compile the acquired data of several employees to create a report on the whereabouts and activity of everyone throughout the day. For a business that needs its employees to travel, it’s essential to track their actions.

Companies can also customize settings to create unique locations that can be set as a landmark area, where an employee should be at during set times (e.g. a job site). These geofences can be set to any configuration that will cover a certain area set by employers. Businesses can set email alerts for if employees aren’t in the proper zone or if they’re in a certain area for too long.

Actsoft uses GPS to track devices and allow companies to keep tabs on personnel. In addition, GPS is used to ensure that the business is running smoothly and efficiently. GPS is used for more than just getting a person from “point A” to “point B”; it’s an innovation that allows companies to maximize revenue through a technological achievement.

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03.12
2019

Keep Parcels More Secure During Holiday Deliveries with Asset Tracking

As mentioned in a previous post, the number of parcels being delivered this holiday season is likely to increase from years past. With companies like Amazon making online ordering and residential delivery even more popular, it’s clear that accessibility and convenience are currently as important as ever to the average consumer during their shopping experience.

For companies needing to ship packages, especially around Christmastime, tracking the delivery vehicles is one thing, but if those vehicles become separated from the cargo they’re hauling, product security also becomes jeopardized. Luckily, with Actsoft solutions, your team can gain comprehensive knowledge on where its shipping containers and trailers are, with Alerts for tampering outside of specific hours. Easily attach compatible sensors to the doors of your semi-truck trailers to help keep parcels more secure, as you’ll know precisely when the shipping containers they’re in are opened.

Run a more secure and efficient delivery operation with Asset Tracking that works to keep your administrators informed in near real-time. Our software solutions function in tandem with many different types of tracking hardware to display GPS positions of all your business’s assets, allowing you to choose the devices that are best for your business’s specific trailer types. From the warehouse to the distribution zone, your team can also easily establish digital perimeters with Geofences and receive notifications any time a trailer with valuable cargo enters or exits their boundaries.

Save time and money and provide additional peace of mind to your customers by using Asset Tracking to help verify that the products your business ships remain secure at all times. The stress surrounding holiday season logistics can hurt your company’s reputation and bottom line if left to spiral out of control; make sure the parcels in your delivery vehicles’ trailers are reaching their destinations securely and expediently with our digital tracking solutions.

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22.11
2019

Using Actsoft Solutions to Sustain Your Business

Reliability is a big part of what we develop our applications for at Actsoft. We place a heavy emphasis on making our solutions ultra-dependable in order to help your business ingrain every feature of them into routine operations for consistent, sustained support that continues to elevate the power of your workforce.

Versatility is another philosophy we’ve made essential to the design process of our solutions. For our customers, having a single application to address many of the challenges associated with managing mobile employees, assets, and vehicles is critically important. Michael Courter, Actsoft’s vice president of product management, knows the value of consolidation and adaptability as two essential traits for our software, and he’s continuously learning about new ways in which they’re improving processes for our clients.

“One of my favorite things to do is to go out and visit with customers. It’s important to see how they are using the product and gain feedback on how we can make things even better,” said Courter. “As part of this, it’s always amazing to see how leveraging Actsoft solutions has made an impact on so many businesses. From using forms to capture information, leveraging GPS Tracking and Job Dispatching to save time and money, or using geofence alerts or other methods of communication throughout the software, companies have transformed how they do business.”

Courter believes in the power of what Actsoft solutions can do for organizations of any size. Through systems integration that provides adaptability to workforces, as well as a suite of features to streamline communication, our products bring dispersed staff closer together and reduce gaps in their teams’ productivity, efficiency, and transparency.

“Implementing technology that connects the office to the field not only saves our customers money,” Courter said. “It also continues to help them truly provide better service in order to gain and retain more of their own customer base.”

Have any questions on how Actsoft can help you?

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02.08
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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26.07
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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16.07
2019

Managing a Construction Worksite with Encore

In any construction operation, it’s critical for the office to know what’s happening at its project locations in near real-time. However, managing workforce safety, asset security, and employee accountability all at once can prove to be a difficult task for supervisors to maintain if the right solutions aren’t being used. Actsoft’s flagship application Encore enables construction companies to get the most out of their operations by helping them better protect their equipment, stay in OSHA compliance, and remain on track with building project timelines. Here are just a few of the useful features Encore can provide to companies looking to enhance the ways they manage their construction worksites:

Intra-Company Messaging

Build stronger communication channels between your managers and construction workers in the field by using Intra-Company Messaging to relay new information on the fly. Desktop-to-handset integration allows your administrators at the office to message multiple employees at once, saving time and resources. Past conversations can also be reviewed for reference if need be, and your team members can relay project statuses or any new materials requests back to the office using this powerful tool.

GPS Tracking and Geofences

Communication between headquartered administrators and your remote teams is certainly valuable, but our solution takes workforce insight a step further than just Intra-Company Messaging. With GPS Tracking and Geofences, you can draw specified digital boundaries around your building sites on Encore’s live view map, see employee and equipment locations, and be notified any time the perimeters are breached by tracked points of interest. Enhance the transparency of your workforce by using this tandem of tools to help ensure tasks are being completed and that employees are at their assigned locations during working hours.

Asset Recovery

Leave the heavy machinery your company needs in the field overnight and monitor it with Encore’s GPS-enabled technology. If one of your tracked assets becomes lost, you can see its position via the solution’s live view map and easily recover it. In addition to helping prevent expensive costs to replace stolen or misplaced equipment, you can use asset tracking to make sure that no tools are being used improperly after working hours have ceased for the day. Encore’s proficiency in improving workforce, asset, and fleet efficiency makes it a powerful companion for any construction business.

Have any questions on how Actsoft can help you?

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24.05
2019

Game of Thrones and Business Strategy

Unless you’ve been living under a rock for the last eight years, you’re at least somewhat familiar with the HBO series “Game of Thrones.” Regardless of whether you watched the medieval fantasy, it was —and continues to be — virtually impossible to avoid the seemingly constant chatter that infiltrated every form of media through the years. It almost always centered around fan theories: What was going to happen next? Who would ultimately lay claim to the prized Iron Throne? As of late, however, the conversation has taken a sharp turn as fans discussed what they liked or absolutely hated about this week’s finale.

Regardless of how you felt about the finale, if you were watching, then you undoubtedly spent the last eight years traversing the peaks and valleys of this epic adventure. You were there for the highs and the lows, the wins and the losses, and the deaths. The many, many deaths. Along the course of this journey, you may have noticed a couple of themes that went hand-in-hand with victory. While we can pretty confidently say — and we hope we’re right — that your business practices are nothing like the events that transpired in the fantastical world of Westeros, there are some takeaways from their strategies that you can carry over into your day-to-day practices … with our help and modern updates, of course.

First, the people leading the pack were always in the know. They knew where their people were. They knew where the most important landmarks were. And they knew the best routes to travel. Having this information, more often than not, was key to helping them come out on top.

With our GPS Tracking feature, we give you the insight to always be on top of the same type of information. Knowing the positions of the workers that are manning your “front lines” puts you in a much better position to win at the game of business. Having the near real-time locations of everyone in the field, plotted on a live map, gives you high ground against your competition, allowing you to quickly and easily identify the person best positioned to fall out and take on a new work order. This gives customers more incentive to give you their business since they’ll have a better idea of when they can expect service to arrive.

Second, they were able to relay messages to necessary parties much faster than anyone else. This gave them a leg up in terms of changing strategies based on evolving conditions, rather than taking the risk of entering a situation that became potentially more dangerous than they previously thought.

Now, in Westeros, this was accomplished rather precariously with ravens. We use Intra-Company Messaging, which lets you instantly send important messages to one person, or a group of people, through a secure network. So, when major changes arise that could affect schedules, priorities, or even worker safety, all necessary parties are informed at once, assuring that the whole team is on the same page. And with our method, you never have to worry about an arrow strike getting in the way of your message.

With the help of our suite of solutions — and the absence of dragons, direwolves, the Dothraki, and feudal sabotage — you’ll find yourself in a much better position to lead the charge to reign supreme in your field.

Have any questions on how Actsoft can help you?

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21.05
2019

The Advanced Aspects of GPS Tracking in Encore

The GPS Tracking feature in Encore is a multifaceted tool that uses advanced solutions such as Breadcrumb Trails, Traffic Overlay, and Geofences to provide companies with ways to save. Each of these aspects do this by working to increase efficiency and security even further for businesses that employ a mobile workforce.

Breadcrumb Trails

Past routes that mobile employees have taken to job sites are recorded and presented on Encore’s map through Breadcrumb Trails. Any time a driver travels to a location during working hours, their business vehicle’s position is picked up and archived in the system’s memory. Company supervisors can then go back and review trip histories to enhance accountability and verify job completion.

Traffic Overlay

At the beginning of each work day, administrators in a company’s home office can also use Traffic Overlay to see near real-time congestion patterns on roadways. By identifying the most traffic-heavy routes to job sites prior to travel, companies can help their mobile employees avoid excessive idling, save time and fuel, and reach customer locations faster.

Geofences

Geofences help businesses improve fleet and asset security, employee accountability, and quality control, all at once. These are digital boundaries that can be custom constructed on Encore’s live view map around job sites in the field. Geofences are used in tandem with Alerts to electronically notify managers whenever an asset, employee, or vehicle enters or exits set perimeters, providing an extra layer of surveillance for their valuable equipment. In addition to better theft prevention, geofence monitoring helps organizations ensure that their workers are arriving to and leaving assignment destinations right on schedule.

These three aspects of GPS Tracking in Encore give companies like yours even more ways to save time and money. Through providing increased detail about your workforce’s daily routine, Breadcrumb Trails, Traffic Overlay, and Geofences can help you run a more effective operation.

Have any questions on how Actsoft can help you?

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