Insightful vs Hubstaff– Which Tool Is Better?

01: Quick Take: Insightful vs Hubstaff

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Insightful and Hubstaff reflect different perspectives on workforce visibility: contextual clarity versus location logs.

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Insightful emphasizes how and why work happens. With project-based time tracking, shift-aware analytics, and shared dashboards, it builds trust and drives performance in flexible work environments. It’s ideal for teams that need visibility without surveillance.

• Strength: Workflow visibility with project and shift context
• Built For: HR, IT, and ops teams managing distributed work
• Best fit: Remote or hybrid teams seeking trust-based insights

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Hubstaff focuses more on where and when work happens. Its tools prioritize GPS tracking, automated screenshots, and activity metrics, making it a better fit for managing field staff and on-the-go workers—but it lacks deeper context for knowledge-based roles.

• Strength: GPS and screenshot automation
• Built For: Field-based or task-repetitive remote teams
• Best fit: Small to mid-sized businesses needing location data

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02:  Insightful vs Hubstaff Features Breakdown

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The real difference in employee monitoring tools is whether they reveal how work happens—or just track where and when.

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Insightful features go beyond basic monitoring. With shift-aware time tracking, task and project labeling, real-time dashboards, and rich integrations, it supports transparency, accountability, and scalable visibility across remote and hybrid teams.

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Hubstaff features focus on location data, activity rates, and automated screenshots. Its GPS and geofencing tools suit mobile and field work, but lack the work context and analytics needed for knowledge-driven teams.

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In short: Insightful features offer clarity. Hubstaff features offer coverage.

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[fs-toc-omit]Time Tracking & Flexibility

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Accurate time tracking is critical for productivity, budgeting, and preventing burnout. You want flexible tools that can adapt to varied schedules, shifts, and projects.

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Insightful offers precise, context-rich time tracking with project, client, and task attribution. It:

• Offers project, task, and client time logs
• Enables PTO, shift, and break tracking
• Allows for manual and automated entries
• Supports hybrid/remote teams without separate tools

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Hubstaff focuses on straightforward time and activity tracking tied to screenshots and GPS. It:

• Supports time tracking with screenshot capture
• Focuses on GPS and geofencing for mobile teams
• Calculates activity % based on input levels
• Has limited PTO and shift tracking

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Bottom line: Insightful adapts to complex, modern workflows; Hubstaff prioritizes basic time logging with location tools.

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[fs-toc-omit]Monitoring & Transparency

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The best monitoring tools balance visibility and trust—giving managers clarity while enabling employees to access relevant, role-based productivity insights.

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Insightful provides transparent, configurable monitoring with:

• Configurable screenshot settings
• Real-time app/website usage logs
• Employee self‑view dashboards
• Idle time detection and alerts

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Hubstaff offers monitoring geared to oversight, with:

• Automated screenshots at intervals
• Transparency limited to admin‑level access
• No employee-facing dashboard
• Admin-driven monitoring settings

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Bottom line: Insightful builds trust with shared visibility; Hubstaff leans on admin-only oversight.

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[fs-toc-omit]Productivity Analytics

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Analytics should reveal where and how work gets done, not just how much input occurs. Surface-level metrics aren’t enough to drive meaningful decisions.

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Insightful analytics reveal how and where work gets done with clarity with:

• Productivity scores tied to shifts, projects, and workflows
• App and website labeling by role, team, or task type
• Productivity trends by team, location, and employee
• Early burnout signals from workload and focus data

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Hubstaff analytics rely on raw activity data with limited context such as:

• Productivity scores based on mouse and keyboard input
• App and URL summaries without task attribution
• GPS check-ins used as proof of work
• No visibility into project-level trends or workload risks

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Bottom line: Insightful gives actionable, contextual analytics; Hubstaff provides basic activity scoring.

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[fs-toc-omit]Integrations & Scalability

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Integration determines how easily a tool fits into your tech stack as teams grow. It’s key to keeping your workflows simple as your team and tools expand.

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Insightful integrations are built for scale and flexibility:

• Connects with 50+ tools across project management, HR, and IT
• API and webhook support for workflow automation
• Role-based permissions for different teams and functions
• Works seamlessly from small groups to enterprise rollouts

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Hubstaff integrations emphasize payments and task tools:

• Links with Trello, Asana, QuickBooks, and PayPal
• Payroll and billing connections included
• API support is minimal with limited customization
• Better match for SMBs than complex enterprise setups

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Bottom line: Insightful integrations enable enterprise growth; Hubstaff integrations suit small to mid-sized teams.

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[fs-toc-omit]Additional Features

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Beyond time tracking and screenshots, modern teams need automation, security, and workload insights to guide decisions. These capabilities shape trust, prevent burnout, and scale productivity.

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Insightful features:

• Smart alerts with configurable rules for activity and productivity
• Workload and capacity dashboards to balance teams effectively
• Optional security and threat detection for enterprise use cases
• Flexible deployment with on-prem or private cloud options
• Customizable data retention policies for compliance needs

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Hubstaff features:

• No configurable smart alerts beyond basic activity reporting
• Lacks workload or capacity management tools
• No support for insider risk or advanced security monitoring
• Cloud-only deployment with limited data retention control

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Bottom line: Insightful equips leaders with proactive tools and safeguards, while Hubstaff covers only core tracking and location-based needs.

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03: Who Each Tool Works Best For—And When It Falls Short

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Different teams need different monitoring approaches. Insightful works best for distributed and project-based organizations seeking workload clarity and task visibility, while Hubstaff fits mobile teams and small businesses reliant on GPS and payroll.

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[fs-toc-omit]Insightful vs Hubstaff: Team Fit

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Every team works differently. This breakdown shows where Insightful maps cleanly to specific workflows—and where Hubstaff may leave gaps.

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Bottom line: Insightful adapts to complex workflows with visibility, compliance, and scalability, while Hubstaff remains focused on simpler GPS and payroll needs.

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[fs-toc-omit]Insightful vs. Hubstaff: Use Case

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Each platform supports different goals. Below is a breakdown of how Insightful and Hubstaff compare when applied to common monitoring and productivity scenarios.

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Bottom line: Insightful supports proactive management with context, scalability, and compliance, while Hubstaff is limited to basic tracking and payroll-focused features.

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[fs-toc-omit]How Farmers Insurance Reached 92% Productivity With Insightful

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Farmers Insurance, a large insurance network with numerous U.S. franchises, saw sales drop sharply during the COVID-19 lockdown.

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Lacking visibility into how remote teams were spending their time, they struggled to maintain accountability and productivity.

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After switching to Insightful, they were able to:

• Balance staffing to match call volume
• Monitor workloads across teams
• Reduce call abandonment from 14% to 3%
• Boost engagement with transparent analytics

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The impact: Productivity jumped from 70–80% to 92%, and employees began checking their own metrics daily, turning monitoring into a motivational tool.

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Bottom line: While a typical Hubstaff case study centers on location tracking or basic time logs, Insightful proved its enterprise value by helping a national insurer boost performance across dozens of locations.

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Read how Insightful helps remote teams stay productive and engaged

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04: Ease of Use & Setup

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Adoption hinges on two things: how intuitive dashboards are for daily users, and how smoothly teams can deploy at scale. Both Insightful and Hubstaff keep interfaces straightforward, but only one balances usability with adaptability across roles and devices.

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[fs-toc-omit]Usability: Quick and Easy Access—or Location-Locked Simplicity?

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If a platform isn't easy to navigate, it won’t get used—especially by the teams who need it most. In comparing Insightful vs Hubstaff ease of use, the difference comes down to access and adaptability.

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Insightful puts usability front and center.

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From setup to daily workflows, teams can navigate dashboards, review their own data, and adjust without needing admin help.

• Interfaces adjust by role—no clutter, no confusion
• Rated 9.2/10 for ease of use by G2 reviewers
• Ideal for async teams that need autonomy, not oversight

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Hubstaff keeps things simple, but limited.

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It’s easy to clock in and view tracked hours, but employees rarely see the bigger picture.

• Easy to clock in, but limited visibility beyond hours
• Designed for basic tracking, not deeper insight
• Users find the screenshot feature intrusive

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Bottom line: Insightful ease of use gives every role meaningful access. Hubstaff ease of use makes it better suited to teams where only admins need the full view.

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[fs-toc-omit]Setup: Fast, Flexible Setup—or Basic Install Limits?

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Deployment speed and flexibility matter, especially for agile teams that can’t afford downtime. Both tools are easy to install, but only one scales seamlessly from small teams to enterprise.

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Insightful setup is designed for rapid, flexible rollout.

• Cloud or on-premise deployment in hours
• Works across desktop and mobile for hybrid teams
• Supports Windows, Mac, Linux, and BYOD
• Integrates with HRIS and project tools during setup

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Insightful customer reviews: Recognized for support with 4.6/5 on G2’s Spring 2025 report 

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Hubstaff setup is quick but focused on core time tracking.

• Simple cloud deployment for small teams
• Works well for mobile and desktop GPS tracking
• Limits in large-scale deployment
• Lacks on-premise options and advanced role-based setup

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Hubstaff customer reviews: Some users found Hubstaff's interface unintuitive and difficult to navigate.

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Bottom line: When it comes to setup, Insightful offers enterprise-ready flexibility, while Hubstaff 2025 reviews state it’s best for small teams needing fast time-tracking installs.

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05: Intelligence & Control

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The value of monitoring software isn’t only in tracking—it’s in how data turns into action. Leaders need automation to reduce manual work, visibility to build trust, and AI to deliver real-time insights.

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Both Insightful and Hubstaff provide automation and visibility, but their approaches create very different results.

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[fs-toc-omit]Visibility: Shared Team Visibility—or Manager-Only Oversight?

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Visibility builds trust when every role can see relevant data—not just administrators. Insightful and Hubstaff both offer monitoring capabilities, but they differ greatly in who gets access to data.

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Insightful builds trust through role-based transparency.

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Teams see exactly what’s tracked and why—supporting accountability without surveillance.

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• Access Controls – Role-specific dashboards grant the right level of access across roles
• Transparency – Employees can view their own productivity and time logs in real time
• Privacy Settings – Screen capture is optional, configurable by team, app, or schedule
• Compliance – Insightful meets GDPR, CCPA, HIPAA, and supports full audit controls

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Hubstaff limits visibility to management.

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Employees can track hours, but insight into how data is used or interpreted stays with admins.

• Access Controls – Most dashboards are manager-facing, with no self-access for employees
• Transparency – No visibility into productivity scores or activity breakdowns
• Privacy Settings – Screenshots and GPS tracking are always on unless disabled globally
• Compliance – Meets core privacy standards, but lacks role-based controls or audit-ready granularity

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Bottom line: Insightful transparency empowers teams with shared access to their own data, while Hubstaff transparency focuses on manager oversight.

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[fs-toc-omit]Automation: Proactive Workflow Support—or After-the-Fact Records?

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Automation should prevent issues before they impact performance, not just document them. Insightful and Hubstaff both automate tasks, but they take very different approaches to automation.

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Insightful uses automation to actively improve productivity.

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Configures alerts for overtime, idle periods, and policy compliance and sends scheduled, role-specific reports.

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• Real-time alerts tied to productivity thresholds
• Automated workload and performance reports
• Included in every tier—no upgrade needed to access core automations

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Hubstaff automates payroll and basic time processes.

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Strong for contractor billing and mobile shift logging, but light on workflow or productivity-triggered automation.

• Automatic timesheet-to-payroll processing
• GPS-based shift logging for field teams
• Minimal automation for workload balancing or productivity insights

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Bottom line: Insightful automation helps teams act in the moment; Hubstaff automation mainly streamlines post-work admin tasks.

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[fs-toc-omit]AI: Smarter Insights with AI—or Manual Guesswork?

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AI can turn raw monitoring data into actionable recommendations. Here’s how each tool leverages (or doesn’t) the technology.

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Insightful uses AI to highlight trends and prevent issues.

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It analyzes productivity patterns, detects workload risks, and suggests resource adjustments before bottlenecks occur.

• AI-based burnout and overtime smart risk alerts
• Automated productivity trend analysis adjusted for real-world work patterns
• No caps or add-ons—AI features are native to all paid plans

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Hubstaff does not currently offer AI-driven productivity insights.

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It relies on managers to interpret time logs, activity percentages, and screenshots without automated recommendations.

• Manual review of tracked time and location data
• Limited analytics beyond activity scoring
• No AI support for proactive workload or performance optimization

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Bottom line: Insightful AI actively supports decision-making, while Hubstaff leaves interpretation to managers without automated assistance.

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06: Insightful vs Hubstaff Pricing 2025

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Pricing is about more than the monthly rate—it’s about billing flexibility, feature access, and trial options. Insightful pricing is designed for accessibility across any team size, while Hubstaff pricing focuses on entry-level tracking with additional costs for advanced features.

• Insightful cost:Starts at $6.40/user/month (annual billing) with no user minimums and monthly or annual payment options.
• Insightful free trial: 7‑day full-feature trial with no credit card required.
• Hubstaff cost: Starts at $5.83/user/month (annual billing) for basic time tracking, screenshots, and GPS.
• Hubstaff free trial: 14‑day trial with most paid features, reverting to a limited free plan if not upgraded.

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[fs-toc-omit]Insightful vs Hubstaff: Plan Tiers

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When comparing plan tiers, Insightful pricing offers more capability at entry-level and scales features evenly across tiers. Hubstaff pricing appeals to budget-conscious teams due to lower entry cost, but higher-value capabilities often require upgrading.

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[fs-toc-omit]Insightful vs Hubstaff: Add‑Ons

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Insightful add‑ons are designed to enhance productivity, visibility, and security without forcing plan changes. Compared to Insightful pricing, Hubstaff add‑ons are more operational, focusing on payments and location tracking.

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[fs-toc-omit]Insightful vs Hubstaff: Limits & Billing

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Both tools offer flexible billing, but pricing comparisons show Insightful 2025 includes more integrations and automation earlier in its plans. Hubstaff keeps entry costs low but reserves some capabilities for premium tiers.

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07: Insightful vs Hubstaff: Which Tool Is Right for You?

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If your team needs clarity, accountability, and built-in flexibility, Insightful is the stronger choice for growing, distributed, or project-based workforces.

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With role-based dashboards, automation from day one, and deep privacy controls, Insightful supports hybrid and remote teams without sacrificing transparency. It’s designed for leaders who need insight and employees who want visibility—not just oversight.

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Choose Insightful if you:

• Need contextual productivity insights tied to projects, shifts, and real workloads
• Support remote, hybrid, or flexible schedules and want role-based access
• Want automation, alerts, and reporting that scale with your team
• Use HR, IT, or PM tools and require deep integrations
• Value employee-facing dashboards that reduce friction and increase trust

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Choose Hubstaff only if:

• Your teams are mobile or field-based and rely on GPS or geofencing
• You want basic time tracking with invoicing and payroll integrations
• Visibility can remain admin-led, without the need for team-level insights

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Bottom line: For organizations prioritizing insight, scale, and transparency, Insightful is the standout choice. For teams that just need to track hours and locations, Hubstaff offers a simpler fit.
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Want to explore more tool comparisons? See how Insightful stacks up to ActivTrak.