If Workfolio doesn’t quite fit your team’s growing needs anymore, it might be time to explore better options. With more teams working remotely, managing projects digitally, and needing smarter ways to track productivity, businesses are looking beyond traditional solutions. In this blog, you can explore top tools that go beyond what Workfolio offers, built to support modern teams with smarter features and better flexibility.
Why Are Teams Exploring Other Options Instead of Workfolio?
Workfolio have been used by teams to monitor activity, manage timesheets, and get visibility into daily work habits. But as team expectations shift, several users are beginning to explore other tools. One of the main reasons is the limited flexibility in how data is presented. Many teams may actually want a deeper analytics platform or real-time dashboards that are easier to read.
The interface is another typical problem. Some users find it outdated or unintuitive, especially when switching between features like timesheets and reports. With the increase in remote working, teams are also expecting easier integration with project management tools and lighter software that is less invasive. Lastly, while Workfolio provides the basics, some organizations feel it doesn’t offer enough customization to adapt to unique workflows, making alternatives more appealing.
Key Features of Workfolio
- Employee Monitoring
- Timesheets
- Productivity Tracking
- Activity Monitoring
- Optional Screenshots
- Computer Activity Tracking
- Website Usage Tracking
Limitations of Workfolio
Although Workfolio covers the essentials of employee monitoring, it has a few common limitations teams often face.
Outdated Interface: The interface of the platform is outdated and does not follow an intuitive design, which delays navigation and impacts the user experience when the platform is used on a daily basis.
Limited Customization: Workfolio has very limited adaptability to customize features, hence it can become hard for diverse teams to tailor it to their specific needs.
Basic Reporting: Reports provide basic information without deeper context, which limits the ability to draw meaningful conclusions or trends.
Lack of Integrations: It lacks integration with the common tools, and this interferes with the automation of workflow and causes teams to switch between platforms.
No Advanced Analytics: The system lacks intelligent insights or predictive data, leaving managers with numbers but no clear direction for improvement.
10 Workfolio Alternatives That Fit Modern Workflows
Searching for a tool that offers more flexibility, better usability, or stronger features than Workfolio? These alternatives are built to help teams stay organized, informed, and efficient.
| Software | Key Features | Pricing | Ratings |
|---|---|---|---|
| Time Champ |
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| We360.ai |
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| Trackabi |
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| Hubstaff |
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| Connecteam |
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| Toggl Track |
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| When I Work |
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| Timely |
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| RescueTime |
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| TrackOlap |
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1. Time Champ
Time Champ is an all-in-one time and productivity management platform designed to help businesses monitor employee activity, understand how time is spent, and optimize performance. Its purpose is to support teams that want to see more visibility of their daily work without complicating their workflow.
Key Features
Real-time Activity Tracking: Monitors user actions in real time by capturing keystrokes ,mouse movements , and screen activity. It provides automatic screenshots and screen recordings as well, giving managers insight into how work is being done across various applications and websites.
Attendance Tracking: Automatically records when team members start and end their workday by tracking login and logout times. Break time and idle time are also tracked, providing a clear picture of daily attendance without any manual entries or other tools.
Project & Task Management: Helps teams assign tasks and monitor the time spent on each one, offering better visibility into daily responsibilities. It also supports project-level tracking, making it easier to manage deadlines, distribute workloads, and stay on top of progress.
Automated Timesheets: Generates comprehensive timesheets based on the logged activity, which avoids manual entries. It’s especially useful for freelancers and client-based work, making billing and time reporting faster, easier, and more accurate.
Location Tracking: Tracks where team members are working with real-time location updates are shown on a live map. It also supports geofencing, allowing you to set specific work zones and get alerts when someone enters or leaves a defined area.
Pros
- Simple and clean interface that provides easy navigation.
- Offers real-time insights into team activity.
- Lowers manual timesheet work through automation.
- Supports flexible work hours and remote teams.
- Affordable pricing plans depending on the size of the team.
Cons
- Doesn’t include built-in chat or internal messaging for quick team communication.
- Some features need an initial setup, which can take time for new users.
Pricing
- 7-day free trial
- Starter: $3.9/user/month
- Professional: $6.9/user/month
- Enterprise: $13.9/user/month
Ratings
2. We360.ai
We360.ai is a workforce analytics and productivity monitoring platform built to help organizations track, manage, and improve team performance . It combines real-time insights with flexible features that support both small teams and large enterprises, making it a popular choice for businesses embracing hybrid or remote work models .
Key Features
- Manual snapshots provide managers with the capability to capture screen images at predetermined intervals, thus being able to assess how individuals are spending time during work hours .
- Leave management makes it easy for teams to handle time-off requests. Managers can approve, reject, and monitor leave directly through the platform.
- Measures efficiency using a built-in productivity tracker based on computer usage.
- User logs provide a breakdown of individual work hours, offering clarity on each team member’s contribution throughout the day.
- Goal setting facilitates both activity and productivity-based goals, which makes it easy to monitor these objectives while also aligning the work of the team with business objectives.
- Shift scheduling & management enables teams to plan shifts, assign rosters, and receive alerts for late logins or early signoffs, helping ensure accurate timekeeping .
Pros
- Smart goal tracking is to align tasks with business objectives.
- Flexible shift planning to manage dynamic work schedules.
- Accurate time and attendance logs for transparent reporting.
- Productivity reports that highlight trends and patterns clearly.
Cons
- Frequent updates can disrupt usage and affect the overall experience.
- Limited customization options for reports and workflows.
Pricing
- Starter: $3.46 per user/month
- Pro: $4.62 per user/month
- Enterprise:Custom pricing
Ratings
3. Trackabi
Trackabi is a flexible time tracking and employee monitoring tool designed for freelancers, small teams, and growing businesses. It combines powerful tracking, reporting, and planning features with a user-friendly experience to help teams stay organized and accountable.
Key Features
- Time tracking & reports lets users log hours manually or with a timer and generate detailed timesheets that can be exported as PDF or Excel files.
- Desktop timer application has one-click time tracking with various features, including idle detection for when the user isn't at their desk, automatic screenshots of their desktop, and monitoring user activity.
- Invoices & payments allows teams to create invoices from their time logs , keep track of payment status, and will notify teams when a bill is overdue.
- Mobile app with GPS routes makes it easy to record time on the go, log off-site work, and view GPS-based route data.
- Time tracking gamification fosters a sense of fun to work by awarding badges and achievements to the user for developing a consistent time tracking habit.
Pros
- A clean interface along with detailed reporting features.
- Very granular user permissions for better safeguarding of data.
- No issues in managing leave, shifts, and entire team schedules.
- Gamification allows teams to track time in a more exciting way.
Cons
- The mobile application is rather slow at times, or when used frequently.
- The customization of reports is limited, and it does not suit every business requirement.
Pricing
- Business: $3.2/user/month
- Business Plan: $4/user/month
- Enterprise: Custom pricing
Ratings
4. Hubstaff
Hubstaff is a reliable time tracking and workforce management tool, ideal for remote and field teams. As a smart alternative to Workfolio, it offers GPS tracking , automated timesheets , and real-time productivity monitoring to streamline team operations.
Key Features
- Hubstaff's workforce management tools encourage productivity, show performance, and facilitate cost management by attaining real-time views of workforce behavior.
- Breaks and PTO settings allow teams to automate time-off policies and manage break schedules, ensuring employees get the rest they need.
- Location tracking and GPS enable managers to watch over their employees, who are working remotely or in the field, by displaying their navigational paths and position in real-time.
- Overtime tracking helps establish accurate monitoring of both regular hours and extra hours, which also helps to achieve payroll accuracy and reduce errors.
- Web-based time tracking gives teams the flexibility to log time from anywhere while generating automated timesheets and tracking productivity .
Pros
- Supports detailed productivity reports and activity levels.
- Dashboards enhance the visibility of remote teams in real-time.
- It can be connected to several third-party applications easily.
- Helps track billable hours and manage client projects effectively.
Cons
- Some users feel the mobile app drains battery faster.
- The interface may feel overwhelming for first-time users.
Pricing
- Starter:$4.99/user/month
- Grow: $7.50 per user/month
- Team: $10 per user/month
- Enterprise: $25 per user/month
Ratings
5. Connecteam
Connecteam is an all-in-one employee management solution designed especially for non-desk teams. With tools for communication, operations, and time tracking, it offers a solid alternative to Workfolio for companies looking to simplify daily tasks, improve team coordination, and manage everything from one place.
Key Features
- Operations management helps streamline workflows and manage tasks efficiently, improving day-to-day processes for mobile and field teams .
- Employee onboarding enables the new hires to complete the process using their smartphones, which accelerates the onboarding and eliminates the training delays.
- Checklists & forms allow teams to design and track tasks with digital forms, helping workflows run smoothly even when teams are working remotely.
- Employee communication provides managers and teams with real-time chat, departmental updates, surveys, and a knowledge base to provide information and keep them engaged.
- Time management provides tools that allow the creation of work schedules, logging hours of work , and managing payroll all in a single, easy-to-use platform.
Pros
- Digital forms and checklists minimize paperwork and lag time.
- Automated timesheets and schedules eliminate time spent on administration.
- Real-time updates and alerts improve responsiveness.
- It has good customization for different operational requirements.
Cons
- The advanced features may require a paid plan.
- Some users found that there are glitches when accessing the app occasionally.
Pricing
- Basic:$29/month
- Advanced: $49/month
- Expert: $99/month
- Enterprise: Custom pricing
Ratings
6. Toggl Track
Toggl Track is a popular and lightweight time tracking solution ideal for freelancers, small teams, and agencies. It’s a great alternative to Workfolio if you’re looking for a tool focused on simplicity, flexibility, and visual time management. With Toggl Track, users can easily monitor billable hours, manage workloads , and gain insights without a steep learning curve.
Key Features
- Calendar view lets you see all your entries in a calendar layout and sync them with tools like Google and Outlook.
- Shared time entries allow teammates to be added to the same entry, helping streamline collaborative tracking.
- Custom integration or building an advanced dashboard and reports is possible via API and Webhooks.
- Toggl Plan integration will enable you to manage tasks and time by using a single interface, and it will be synced automatically.
- Time rounding helps standardize time entries by automatically rounding them to your chosen interval.
Pros
- Flexible time tracking that works across web, desktop, and mobile devices.
- Visual reporting makes it easy to analyze work patterns.
- Ideal for client billing with billable hour tracking.
- Lots of customizable tags and project breakdowns.
Cons
- Lacks in-depth team monitoring or productivity analysis.
- The free version may limited for growing teams.
Pricing
- Starter: $9 per user per month
- Premium: $18 per user per month
- Enterprise: Custom pricing
Ratings
7. When I Work
When I Work is a team scheduling and time tracking platform built to simplify workforce management, especially for hourly teams. It is a good alternative to Workfolio for businesses interested in streamlining the shift planning, attendance tracking , and communication of the teams, all within a single and easy-to-use app.
Key Features
- Schedule faster with tools that let you build and share work schedules in just a few clicks.
- Multiple locations can be managed under one system, making it easier to handle shifts across different branches or departments.
- Labor forecasting software assists you in planning shifts based on your demand while scaling up or down on labor costs.
- Employee time clock app transforms any device into a time recorder that includes GPS and geofence to avoid early clock-ins or buddy clock-ins .
- Integrations allow you to connect the platform with your payroll and other tools for smoother operations.
Pros
- Mobile app lets employees view shifts and clock in remotely.
- Real-time visibility into attendance and hours worked.
- GPS and geofencing features enhance accountability.
- Labor cost control features support better planning.
Cons
- Customization options are limited to lower-tier plans.
- Not ideal for salaried or project-based teams.
Pricing
- Single Location or Schedule: $2.50/user/month
- Multiple Locations & Schedules: $5/user/month
Ratings
8. Timely
Timely is an automatic time tracking tool that uses AI to record your work hours with precision. If you're looking for a modern alternative to Workfolio, Timely stands out with its automation capabilities, intuitive interface, and focus on privacy, making time tracking less manual and more efficient for individuals and teams.
Key Features
- AI timesheets automatically fill in work hours by learning patterns, reducing the need for manual entries.
- By means of cost rates, you will be able to track internal costs, operate budgets, and enhance the profitability of the project .
- Time entry states help manage and approve work logs by assigning custom labels for better tracking.
- Overtime & undertime insights show team workload imbalances so you can maintain consistent productivity.
- Memory tracker runs in the background to automatically record your work, giving you accurate data while maintaining complete privacy.
Pros
- AI automation reduces the need for manual time entries.
- The memory tracker will provide proper and thorough activity logs.
- Comparison between planned and log time helps in improved forecasting.
- Assists in avoiding burnout through overtime and undertime monitoring.
Cons
- It can feel expensive for small teams with limited usage.
- Requires setup time to fine-tune AI suggestions.
Pricing
- Starter: $9/month (billed annually)
- Premium: $16/month (billed annually)
- Unlimited: $22/month (billed annually)
- Enterprise: Custom pricing
Ratings
9. RescueTime
RescueTime is a smart productivity and time management tool designed to help users stay focused and aware of how they spend their day. As a reliable alternative to Workfolio, it automates time tracking and empowers users to build better digital habits through data-driven insights.
Key Features
- Website & app blocking helps eliminate distractions during focus sessions by temporarily disabling chosen sites and applications.
- By using goal tracking, you can create your own targets of productivity and watch your progress using detailed dashboards and weekly reports.
- Alerts & notifications give real-time updates to guide you when you've hit time limits or achieved focus milestones.
- Timesheets are created using a simple drag-and-drop interface, making them easy to set up and billable time is very easy to organize and record.
- The weekly report offers a snapshot of your productivity trends, top activities, and time usage for better planning.
Pros
- Custom goals support better personal productivity.
- Visual timesheets are easy to use and accurate.
- Works quietly in the background without interruptions.
- Weekly summaries encourage continuous improvement.
Cons
- Limited project management or team collaboration features.
- Website blocking is only available in premium plans.
Pricing
- Custom pricing
Ratings
10. TrackOlap
TrackOlap is a smart business automation platform to enhance workforce productivity , visibility of field teams, and control of projects. It’s a feature-rich Workfolio alternative that goes beyond simple time tracking, helping businesses streamline operations through real-time tracking, intelligent reporting, and smart collaboration tools .
Key Features
- Opportunity management CRM allows businesses to capture leads, nurture them, and close more deals by managing sales opportunities at the final stages of the funnel.
- Employee live tracking system offers real-time updates on field staff location and activity, improving team transparency and accountability.
- Target management helps set individual goals, monitor progress, and evaluate employee performance effectively through a mobile-friendly interface.
- Project management software lets teams plan, collaborate, and monitor task progress in one platform, supporting smooth remote workflows.
- Fleet management solution improves road safety and reduces fuel waste by highlighting the use of vehicles and their on-road activities.
Pros
- Centralized tools for managing field teams and projects.
- Helps set and track individual and team goals.
- Supports building better performance through analysis.
- Offers a wide range of features for both remote and on-field teams.
Cons
- The interface may feel complex to new users.
- Advanced features may require training to use effectively.
Pricing
- Time Tracking: $2.87/user/month
- Project Management: $3.44/user/month
- Employee Monitoring: $3.69/user/month
- Enterprise Solution: Custom pricing
Ratings
- Capterra: 5.0/5
How to Find the Best Fit for Your Team’s Needs?
When it comes to your team choosing the right monitoring tool, you first have to know what you really need. Every team is different, some want simple time tracking, while others may need deeper insights into workflows or performance. Begin by listing your priorities. Are you demanding to track work, manage off-site teams, or make sure that projects are completed on time? Once you know what you are trying to accomplish, search for monitoring tools that target your needs without the additional complexity.
Considering ease of use is also essential. Your team should be able to use the tool without issue daily, so go with a tool that has a clean interface and a simple setup. If it takes a while to learn, or it slows people down, it’s probably not the right one. Finally, remember to check for integrations that allow you to work with other important apps. The best tools simply work with the apps you are already using, which makes it smooth and seamless.
Try out a few options using free trials or demos. This helps you see how each tool works in real situations. Pay attention to how it fits into your team’s routine and whether it solves the most important problems for your team. At the end of the day, the right tool is the one that supports your team, without complicating it further. Keep it straightforward, allow your team to focus and work in the way that suits them best.
Conclusion
Finding the right Workfolio alternative depends on your team’s specific needs, whether it's better time tracking, productivity monitoring, or project coordination. The tools offer different advantages, such as automation claims, real-time insights, and other features, so it's important to consider which of the tools have relevant functionality that matches your work style and will support your existing systems. Choosing the right one will simplify daily operations, increase transparency, and create a productive work environment.
Frequently Asked Questions
Tools such as Time Champ and Timely not only monitor employee activity but also provide project-level tracking that allows the manager to coordinate things, deadlines, and performance in one place.
Time Champ is a strong choice for hybrid teams, offering GPS-based location tracking and mobile accessibility to monitor performance on-site or remotely.
Time Champ and Toggl Track support client billing through detailed time logs, project tracking, and budget monitoring, making them suitable for freelancers and agencies.
Time Champ and RescueTime provide features to the employees that promote focus, such as blocking websites, alerts, and monitoring goals in order to keep them on track and avoid being digital distractions.
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