Best Employee Monitoring Software with Screenshots 2026

Introduction

In the modern business world, managing remote teams or maintaining productivity across hybrid workplaces can be challenging. As businesses scale and remote work becomes more commonplace, the need for employee monitoring tools that can offer insights into employee performance has grown. One of the most effective features of employee monitoring software is the ability to capture screenshots of employees’ activities, providing employers with a visual record of what their team is working on.

In this guide, we’ll explore the best employee monitoring software with screenshots, so you can make an informed decision. We’ll cover everything from key features to pricing, and help you understand the importance of balancing transparency and privacy when implementing these tools.

What is Employee Monitoring Software with Screenshots?

Employee monitoring software is designed to track and report on the activity of employees during work hours. By offering screenshot functionality, these tools go beyond simple time tracking by capturing images of the employee’s screen at set intervals or random intervals to provide insight into what they’re working on.

How Does It Work?

• Screenshots: The software takes snapshots of the employee’s screen at regular intervals or when specific actions are triggered.
  
• Data Captured: Along with screenshots, these tools typically track web activity, application usage, active vs. idle time, and other performance metrics.
  
• Privacy Controls: Most tools allow you to set privacy rules, such as blurring sensitive data or only capturing screenshots when employees are active.
  

Use Cases:

• Remote teams: Monitoring activity across multiple locations without physical oversight.
  
• Freelancers and contractors: Verifying work done for clients or projects.
  
• In-office teams: Providing insights into how employees engage with their tasks and tools.
  

Key Features to Look For

When selecting employee monitoring software with screenshots, several key features should be considered to ensure you get the most out of your investment.

1. Screenshot Capabilities

• Frequency controls: Choose between random screenshots, time-based intervals, or activity-triggered screenshots.
  
• Resolution and storage: Ensure screenshots are clear and can be stored securely, with scalable options based on your team size.
  
• Blur sensitive information: Look for tools that blur sensitive data (e.g., passwords, personal messages) to maintain privacy.
  

2. Activity Tracking

• Time tracking integration: Accurate timekeeping combined with activity tracking for holistic employee insights.
  
• App and website usage: Track which apps and websites employees use, helping you gauge productivity.
  
• Active vs. idle time detection: Automatically flags periods when employees are inactive, ensuring efficient use of work hours.
  

3. Privacy & Compliance

• Employee notification: Clear policies to notify employees when monitoring is in place, fostering trust.
  
• GDPR and legal compliance: Ensure the tool complies with data protection laws, including GDPR and local labor laws.
  
• Privacy controls: Tools that allow you to limit what is monitored or define acceptable use of personal devices.
  

4. Reporting & Analytics

• Productivity dashboards: Real-time reports that give managers an overview of employee productivity.
  
• Timeline views: Visualize activity across different time periods for better management of tasks.
  
• Customizable reports: Tailor reports based on specific metrics, such as project progress, time spent on tasks, or application usage.
  

TrackForce: The Best Employee Monitoring Software with Screenshots

Before diving into other options, it’s important to start with TrackForce, our premier employee monitoring solution. TrackForce stands out as an all-in-one monitoring tool, offering powerful screenshot functionality alongside other features that empower businesses to maintain productivity, security, and compliance.

TrackForce Features:

• Automatic Screenshot Capture: Random and scheduled screenshots for real-time insights.
  
• Activity and Time Tracking: Track active vs. idle time, website/app usage, and project-specific time logs.
  
• Privacy-Focused: Built-in options to blur sensitive data and set monitoring rules that respect employee privacy.
  
• Real-Time Monitoring: Managers can monitor employee activity as it happens, with immediate access to screenshots, app usage, and more.
  

Best For: Remote teams, small to medium businesses, and companies looking for a complete employee monitoring solution.
Pricing: Starting at $5/user/month, with customized enterprise options.

Top Employee Monitoring Software with Screenshots

Now, let’s take a closer look at other top employee monitoring software solutions, highlighting their unique features, screenshot capabilities, pricing, and pros/cons.

2. Hubstaff

Overview: Hubstaff offers time tracking and employee monitoring with automatic screenshot functionality. It captures screenshots randomly or at set intervals and integrates with project management tools.

• Key Screenshot Features: Takes screenshots at random intervals, stores them securely, and allows managers to access them within the productivity dashboard.
  
• Best For: Remote teams and field employees.
  
• Pricing: Starting at $7/user/month.
  
• Pros:
  
  • Excellent mobile app support.
    
  • Integration with project management tools.
    
  • Activity level tracking alongside screenshots.
    
• Cons:
  
  • Limited advanced features on basic plans.
    
  • Some users report screenshots can feel invasive.
    

3. Teramind

Overview: Teramind is a comprehensive employee monitoring software that provides detailed insights through screenshots, activity monitoring, and user behavior analysis.

• Key Screenshot Features: Offers continuous or interval-based screenshot captures, with full screen and app-specific snapshots.
  
• Best For: Large organizations and enterprises with high monitoring needs.
  
• Pricing: Starting at $10/user/month.
  
• Pros:
  
  • Customizable screenshot intervals.
    
  • Advanced behavior analytics.
    
  • Strong compliance features for legal tracking.
    
• Cons:
  
  • Higher pricing compared to alternatives.
    
  • Some learning curve for new users.
    

4. Time Doctor

Overview: Time Doctor is known for its time tracking and productivity features, with built-in screenshot functionality to help businesses monitor employee work.

• Key Screenshot Features: Automatically takes screenshots at set intervals, with clear visual evidence of employee activity.
  
• Best For: Freelancers, contractors, and small businesses.
  
• Pricing: Starting at $7/user/month.
  
• Pros:
  
  • Simple to use with quick setup.
    
  • Integrates with numerous project management tools.
    
  • Real-time monitoring capabilities.
    
• Cons:
  
  • Limited reporting features on lower-tier plans.
    
  • Screenshots can be seen as too invasive for some employees.
    

5. ActivTrak

Overview: ActivTrak offers an intuitive monitoring solution for remote teams and businesses with an emphasis on productivity tracking and real-time screenshot monitoring.

• Key Screenshot Features: Provides screenshots at user-defined intervals or randomly to offer insights into employee behavior.
  
• Best For: Remote teams, enterprises, and HR managers.
  
• Pricing: Starting at $9/user/month.
  
• Pros:
  
  • User-friendly interface.
    
  • Detailed reports and activity heatmaps.
    
  • Real-time alerts for suspicious activity.
    
• Cons:
  
  • Limited customization on the entry-level plan.
    
  • Screenshots are not stored for long on basic plans.
    

Benefits of Screenshot Monitoring

1. Increased Accountability and Transparency: With the ability to capture and review screenshots, managers can ensure employees are staying on task. This promotes accountability and discourages distractions during work hours.

2. Productivity Insights and Optimization: Screenshots help managers identify which tasks are consuming most of an employee’s time, allowing for better task allocation and optimization.

3. Time Theft Prevention: Random and scheduled screenshots can help prevent time theft, ensuring employees are focused and not engaged in non-work-related activities.

4. Accurate Billing for Client Work: For client-facing teams, screenshots serve as proof of work completed, making it easier to bill clients accurately for the time spent on tasks.

5. Project Progress Visibility: By capturing screenshots of project management apps, spreadsheets, or designs, managers can monitor project progress without micromanaging.

Privacy, Ethics, and Legal Considerations

Monitoring employees with screenshots raises several ethical and legal concerns, particularly around privacy. To address these, businesses should follow best practices:

• Transparency with Employees: Always inform employees that monitoring is in place and explain the reasons behind it.
  
• Legal Compliance: Ensure compliance with laws such as GDPR, which may require notifying employees and getting their consent.
  
• Balanced Approach: Respect personal privacy by limiting the scope of monitoring, especially for remote employees. Consider blurring sensitive data in screenshots or only monitoring work-related applications.
  

How to Choose the Right Employee Monitoring Software

When evaluating employee monitoring software, consider the following:

• Team Size: Larger teams may need more robust features such as team-wide reporting and scalable pricing.
  
• Budget: Be mindful of pricing, especially if your team is growing quickly.
  
• Required Features: Focus on tools that offer the specific features you need, like screenshot monitoring, real-time alerts, and data security.
  
• Privacy Needs: Make sure the software complies with regional data protection regulations.
  

Implementation Best Practices

To effectively implement screenshot-based monitoring:

• Communicate Transparently: Let your employees know monitoring is in place, and set clear expectations.
  
• Start with a Pilot Program: Begin with a small group to iron out any issues before rolling out across the organization.
  
• Train Managers: Ensure managers are well-trained in using the software to avoid misuse or over-monitoring.
  

Conclusion

Employee monitoring software with screenshots is a powerful tool to enhance productivity, accountability, and transparency in remote and hybrid workplaces. While there are several options to choose from, TrackForce stands out with its comprehensive features, including customizable screenshot intervals, activity monitoring, and robust privacy controls.

Start optimizing your team’s productivity and ensure accountability with TrackForce.
Get started with TrackForce today!

FAQ Section

• Is employee screenshot monitoring legal?
  Yes, as long as the monitoring complies with local labor laws and employees are notified.
  
• How often should screenshots be taken?
  It depends on the software and your needs – some tools allow you to customize intervals, while others take screenshots randomly.
  
• Can employees tell when screenshots are taken?
  Most monitoring software notifies employees when screenshots are captured to ensure transparency.
  
• What happens to screenshot data?
  Screenshot data is usually stored securely and can be accessed by managers for performance tracking and auditing.