Virtual Assistants & Time Tracking

Virtual assistants (VAs) have become a game-changer for businesses looking to scale efficiently and cost-effectively.

These skilled professionals can handle everything from administrative tasks and customer support to social media management and sales outreach.

Whether you're a startup founder or managing an established company, VAs offer a wide array of services that free you up to focus on high-level tasks.

Here's a recent article we wrote on all the tasks Virtual Assistants can do for you.

But with all the benefits of remote teams come some challenges—especially when it comes to tracking their work and ensuring productivity.

Enter time-tracking software.  😉

Time tracking is a simple yet powerful tool that ensures transparency, accountability, and efficiency within remote teams.

Here, I’ll break down the best options for time tracking for VAs, including some extra management tips and the best places to find experienced VAs.

Recent video on how we hire and manage 400+ Virtual Assistants 👆

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Hubstaff to Track Virtual Assistants

Hubstaff is one of the go-to time-tracking tools for remote teams, and for good reason. This tool goes beyond simple time tracking by offering features like screenshots, activity levels, and project management integrations.

How It Works:

After installing Hubstaff, your VAs can start tracking their hours with a simple click. The tool records activity levels based on mouse movements and keystrokes, giving you a snapshot of their productivity without micromanaging. For those who value transparency, Hubstaff takes random screenshots so you can keep an eye on their progress without disrupting their workflow. Privacy options are also available, allowing employees to delete screenshots or set work hours for tracking to avoid feeling "watched" after hours.

Why Hubstaff?

Hubstaff’s biggest strength lies in its project management integrations. Whether your team uses Trello, Asana, or even QuickBooks, Hubstaff allows seamless integration so that you can keep track of tasks and budgets without leaving the platform.

For VA managers and Project Managers, this centralizes all project and time data, making it easy to see how much time your VAs are spending on each task and where you might be able to optimize.

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Using Time Doctor to Track Virtual Assistants

Time Doctor is another heavy hitter in the time-tracking world, known for its detailed reporting and team insights. What’s unique about Time Doctor is its laser focus on minimizing time waste while maximizing productivity.

How It Works:

Once VAs sign into Time Doctor, the app tracks time across different projects or tasks, providing you with clear data on where their hours are going. Like Hubstaff, Time Doctor has screenshot functionality and activity tracking, but it goes further by detecting when users spend too much time on unproductive sites. If a VA is getting sidetracked, Time Doctor sends them a gentle nudge, keeping them focused on their tasks.

Why Time Doctor?

Time Doctor is ideal for those who need more precise data on how their team’s time is spent. Its reporting feature lets you see which projects take the longest, which VAs are the most efficient, and even provides insights into how you might streamline workflows.

Plus, Time Doctor has a “client login” feature, meaning clients can view time reports directly if needed—perfect if you’re managing VAs for multiple clients and want them to have visibility.

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Other Time-Tracking Software

While Hubstaff and Time Doctor are industry favorites, there are plenty of other options, each with its own unique strengths:

1. Toggl Track: Simple, no-frills tracking that’s best for teams looking to log hours without added surveillance. Toggl doesn’t offer screenshots but excels with its beautiful user interface and customizable reports.

2. Clockify: If you’re looking for a free solution, Clockify is a popular choice for budget-conscious teams. It’s basic but does the job, and the paid version unlocks project tracking and productivity reports.

3. RescueTime: Less about tracking exact hours and more focused on productivity insights, RescueTime is great for tracking focus areas. It’s ideal for VAs whose work involves fewer strict deadlines but requires more focused, deep work.

4. Everhour: A strong option for agencies, Everhour integrates directly with tools like Asana and Trello, making it easy to track tasks in real time. You get a good balance of time tracking, budgeting, and team management in one place.

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Each of these tools has its strengths, so picking the right one depends on your business’s unique needs and how you prefer to manage your team.

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Additional Virtual Assistant Management Tips

Beyond tracking hours, managing a team of VAs effectively comes down to smart, streamlined communication and clear expectations. Here are some extra tips to help you manage your VAs seamlessly:

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1. Set Clear, Measurable Goals: Create SOPs (Standard Operational Procedures), outline deliverables, deadlines, and expectations from the start. The clearer the goals, the less confusion there will be about their role and responsibilities.

2. Use Project Management Tools: Consider pairing your time-tracking tool with a project management platform like Asana, Trello, or Monday.com. These platforms allow you to assign tasks, set deadlines, and keep everyone updated on project progress.

3. Regular Check-Ins: Host weekly or bi-weekly check-ins with your VAs to discuss their progress, resolve any issues, and offer feedback. Open communication is key to a positive working relationship.

4. Encourage Autonomy: While tracking and checking in is important, avoid micromanaging. Trust your VAs and give them space to complete their work in the way that best suits them. Let your time-tracking software keep you in the loop, but respect their autonomy.

5. Invest in Training: Take the time to upskill your VAs on your specific processes or tools you use. Not only does this reduce the margin of error, but it also increases loyalty and job satisfaction.

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Where to Find Experienced VAs

Finding the right VA for your business needs can be challenging, especially if you’re looking for someone skilled and dependable. Here are some of the best platforms to find experienced VAs:

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1. Upwork: One of the largest freelance platforms, Upwork offers a vast pool of candidates, allowing you to browse profiles, check ratings, and message candidates before hiring.

2. Fiverr: Known for its affordability and flexibility, Fiverr lets you hire VAs for specific projects or recurring tasks at varying price points.

3. Inside Insight: If you’re looking for pre-vetted, reliable VAs with industry experience, Inside Insight can connect you with professionals ready to dive into your projects. Our VAs specialize in handling tasks tailored to your business’s unique needs.

4. OnlineJobs.ph: A go-to for businesses seeking affordable, full-time VAs from the Philippines. OnlineJobs.ph is ideal for those looking to build a long-term VA team.

5. LinkedIn: Don’t underestimate the power of LinkedIn for finding professional VAs. Many VAs use LinkedIn to showcase their portfolios, making it easy to see their experience and get in touch directly.

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Conclusion

Tracking your virtual assistants’ time is more than just keeping an eye on their productivity—it’s about building a reliable, efficient remote team that helps you scale your business. With tools like Hubstaff and Time Doctor, you can ensure your VAs stay on track, while project management tips and strategic hiring will take your VA management to the next level.

Feel free to book a call with our team to discuss your Virtual Assistant needs.

We are able to offer pre-vetted & pre-trained offshore talent that is experienced in sales, outreach, content, copy, organization and much more.

Choose a time to discuss your hiring needs with our team.

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