Paypro Workforce Management will definitely help you improve your business.
Jack Harder | TrustRadius Reviewer
December 30, 2019

Paypro Workforce Management will definitely help you improve your business.

Score 10 out of 10
Vetted Review
Verified User
Review Source

Overall Satisfaction with Paypro Workforce Management

Our entire company uses Workforce One to manage our payroll and HR. We track incidents and accidents with it, including OSHA recordables, and we use it for OSHA 300 and 300A documents. We track employee credentials, such as driver licenses and professional certifications, and we also track company assets, such as cell phones, tablets, and EZPasses. Workforce One is our resource for all employee information, including a reference for various labor reports when we need to report labor-related information to other parties.
  • Setting up new employees is very easy and only takes a couple of minutes.
  • We have union and non-union employees, and we have both salaried and hourly employees. Workforce One lets us set up rules based on the union CBA, our office holiday schedule, etc., so we don't have to make many adjustments to timesheets when we have situations that deviate from the norm. The rules kick in and handle the situation for us.
  • Given that Workforce One is a very complicated system, I believe that Paypro did a very good job making it customizable, where possible, and with simplifying each process. The on-boarding was very thorough and we were even provided with step-by-step direction, complete with screenshots. I can't think of anything specific where I am unhappy with the functionality.
  • Prior to implementing Workforce and a time clock, our payroll was handled using paper time sheets completed by crew foremen on a daily basis. We would have 2-5 employees EVERY Friday afternoon, approaching us to point out that they felt they were missing time. We would have situations where a guy would come in at 7AM and be moved to a 730AM crew, but would spend that half hour loading a truck or otherwise working. His foreman wouldn't always remember this, so he would put down the same time as the rest of the crew, forgetting that crew member's extra 30 minutes. On the other hand, there were many instances where a crew would complete their work, park their truck and have their tools put away by around five or ten after. They would then sometimes mill about, walking back and forth across the yard, doing whatever they could to waste time to get the clock closer to half-past so they could put in for the extra 30 minutes. The boss was always keen to spot this kind of behavior and would stand outside trying to hustle everyone up to finish their work so he could note when the last tool or piece of equipment was put away. There were plenty of other situations, but the bottom line was that once the time clock process was fully implemented, the Friday afternoon "missing time" complaints dropped to almost zero. Everyone became responsible for their own time by punching in and punching out, and we no longer had to spend our time investigating and addressing every time complaint, every single week.
  • Along these same lines, being able to set up work schedules for each operation and for specific crews has helped us to save a ton of time dealing with crew issues, and also to improve productivity by being able to better communicate start times with our crews.
We went through a very thorough on-boarding process, and received very thorough and specific instruction on the pre-determined packages that we had discussed with the implementation team. Since then, we have reached out to support many times via phone and email, and we've had our issue resolved every time. Whether it's adjusting permissions for various users, helping us create custom reports, or working with us to come up with a creative solution, the customer service has always been very responsive and very efficient.
When we set up all of our payroll rules, we had to come up with different sets of rules for different cost centers, based on things like applicable union collective bargaining agreements. We also had other rules that applied to other non-union employees differently, based on hourly vs salary, etc. When we approached our first Thanksgiving week, in which Thanksgiving Day AND Black Friday were holidays for some union employees, but only Thanksgiving Day was a holiday for others, we realized we had some conflicting rules that prevented the correct holiday hours from populating in timesheets. Even changing things manually, the rules wouldn't allow the correct scenario to take place. This wasn't discovered until we were processing the payroll the following week. It was the end of the day and we needed to get the payroll closed, but we couldn't finish because of this issue. We were able to get our payroll rep on the phone and he helped us solve the immediate situation, but also worked with us to tweak the current rules so we wouldn't run into this situation again in the future. It took several minutes of testing out scenarios with a test employee before we figured out how to make it work, but we were impressed with the extra effort to prevent the situation from happening again.
During the implementation process, we were able to eliminate several modules that we did not feel would be beneficial for us. This helped us to narrow our focus to the modules that would be most impactful. The implementation team explained all of the functions of each module and gave us examples of how they would work so we could make very informed decisions.
We have utilized several custom reports to satisfy reporting needs. For example, we need to report hours worked on specific construction projects, based on their insurance programs. Paypro was able to create a new field for us in the timesheet window that allowed us to better track the projects we're working on and tabulate all of the hours worked for each project. This custom report saved us a ton of time when it comes time to reporting the hours to each project.
Workforce has helped us to better track injuries (including OSHA data and Workers Comp situations), motor vehicle accidents, and other disciplinary incidents. For us, keeping track of these situations pre-Workforce was done using paper/folders, and sometimes creating individual folders to store documents on someone's computer. This system has helped us take better control of several HR-related issues that used to be very cumbersome to handle.

Using Paypro Workforce Management

10 - Our sales staff, management personnel, office staff, bookkeeper, select field personnel, and the business owners all use Workforce.
  • Payroll.
  • Hiring/on-boarding.
  • To track safety incentive bonus eligibility.
  • To keep track of clothing sizes for apparel ordering.
We are very happy with the product, our experiences using the product, and the continued support that we have received from the Paypro staff. We fully intend to keep our relationship with Paypro on solid ground. We are not considering replacing this product.

Evaluating Paypro Workforce Management and Competitors

  • Product Features
  • Product Usability
  • Existing Relationship with the Vendor
Adding Workforce One represented a significant increase in our payroll expenses, so we wanted to make sure we felt we would be getting more bang for our buck. In utilizing the HR module, we added several other aspects of our business's operations into the Workforce umbrella that were previously done manually. We felt that the centralization of these functions, plus the increased utilization of this product, made the expenditure worthwhile for us.

Paypro Workforce Management Support

ProsCons
Quick Resolution
Good followup
Knowledgeable team
Problems get solved
Kept well informed
No escalation required
Immediate help available
Support understands my problem
Support cares about my success
Quick Initial Response
None
When we needed to find a way to segment hours worked by project, Paypro was able to create a way to allow us to input projects and then track the hours worked on those projects via the timesheet. This led to greatly improved efficiency and accuracy when it came to the required hour reporting.

Using Paypro Workforce Management

ProsCons
Like to use
Easy to use
Technical support not required
Well integrated
Consistent
Quick to learn
Convenient
Feel confident using
Familiar
None
  • When viewing data and narrowing by filters/columns, it is very easy to save that view for quick access again later.
  • Processing the payroll is a pretty straight-forward process, powered by specific numbered steps.
  • Hiring a new employee is a process that requires a lot of steps. However, it is not always a simple process in general. Since there are several tabs in the employee profile, the information must be saved in each tab before the user can view the information in another tab. This can sometimes lead to some back-and-forth clicking.
Yes - The current mobile app has a bit of an irritating design. It doesn't have a face/thumbprint recognition interface with iPhones (yet), so each time a user opens it, they must enter their password. This seems pretty simple, however, if the intention is to punch in or punch out, the user is supposed to enter their password, but not click "enter" or the "Login" button. They must type the password, then click "done" at the top of the keyboard to hide the keyboard, revealing the "Quick Punch" buttons in which the user can select "In" or "Out." If the user types their password and clicks enter or login, they are not able to punch and must sign out and start over. Also, we have some supervisors who do not punch every day, but use the app to request time off. If the user goes for a certain amount of time without logging in, they must change their password before being able to log in. We have had several instances where the user just simply isn't able to update their password with the app. It keeps telling them that their password is incorrect, and the support advice is to change the password from a web browser on a computer. Hopefully, a new app or an overhaul will be forthcoming.
The system is very thorough, has an efficient layout, and is very user-friendly. It can handle massive amounts of data and spit it out in manageable and useful chunks. We obtain tons of workable data from the various reports that the system can provide us. When it comes to payroll and HR, it can handle everything that you need.