InStaff
InStaff is a configurable web-based employee portal for managing time tracking, time off, paystubs, documents, announcements, and employee directories.
What InStaff is
InStaff is a configurable web-based employee portal for managing time tracking, time off, paystubs, documents, announcements, and employee directories. Its time tools include digital timesheets, mobile clock-in, shared terminal mode, face or QR verification, and geofencing. Employees can request leave from any device, with approval paths, balances, and tracking rules tailored to an organization’s policies. The portal stores policies, forms, contracts, and other employee records, and supports electronic signatures. Uploaded PDF paystubs are sorted and delivered to employee accounts, with seven-year retention by default. Approved hours can be exported as CSV or PDF or retrieved through the API; the service also supports structured data exchange and custom integrations, including native Sage 300 integration. Each portal includes MFA, role management, and customer support from 9 AM to 5 PM ET. InStaff was founded in 2014 and is headquartered in Mississauga, Ontario.
Good
- Mobile clock-in and geofencing are supported.
- Time-off requests work from any device.
- Paystubs are retained for seven years by default.
- Approved time exports to CSV or PDF.
- Every portal includes MFA and role management.
Watch out
- No free plan is available.
- Applicant tracking and managed payroll are coming soon.
Who it suits
InStaff suits growing businesses and payroll, HR, or operations teams that want configurable employee records, time, and document workflows in a web portal. Its pricing and trial terms may matter to organizations evaluating a paid service.
Verdict
InStaff combines employee operations tools with configurable workflows, data exports, and access controls. Consider whether its paid portal plans and listed functions fit your organization’s processes.
Plans and prices
From InStaff's own pricing page, checked 11 Oct 2026.
| Plan | Price | What it gives you |
|---|---|---|
| Announcements & Surveys | Free | Included with every portal · FREE |
| Employee Records Hub | $0.20 a month | Centralized employee information · role-based permission controls · 20¢ per employee / month |
| Paystubs & Tax Forms | $0.48, paid once | Automated delivery · 24/7 self-service access to complete pay history · 48¢ per stub or tax form delivered |
| Time Off Management | $1 a month | Time-off requests · approval workflows · balance tracking · $1 per user / month |
| Expense Management | $3 a month | Submit · approve · reimburse employee expenses · $3 per user / month |
| Time Tracking | $5 a month | Digital timesheets · mobile clock-in · geofencing · punch-clock terminal mode · $5 per user / month |
| Certifications & Licenses | $20 a month | Certification tracking · expiry alerts · $20 per month, flat rate |
| Portal — up to 100 employees | $40 a month | Up to 100 employees · secure hosting · basic customer support · regular product updates · $40 / month |
| Portal — 101–500 employees | $80 a month | 101–500 employees · secure hosting · basic customer support · regular product updates · $80 / month |
| Portal — 501+ employees | $100 a month | 501+ employees · secure hosting · basic customer support · regular product updates · $100 / month |
The facts
Each one read from InStaff's own pages, with the date it was checked.
What it does
- Access controls
- The maker says employee records, documents, and payroll data use role-based access and that access and activity are tracked.checked 11 Oct 2026
- Audience
- InStaff describes itself as built for growing businesses and identifies payroll, HR, and operations teams among its users.checked 11 Oct 2026
- Coming soon
- Applicant tracking and managed payroll are marked as coming soon on the maker’s pages.checked 11 Oct 2026
- Customization
- Categories, approval paths, permissions, reporting, and export formats can be configured around existing policies and processes.checked 11 Oct 2026
- Documents
- The portal stores policies, forms, contracts, and employee documents and supports electronic signatures.checked 11 Oct 2026
- Exports and API
- Approved time can be exported as CSV or PDF or pulled programmatically through the API.checked 11 Oct 2026
- Integrations
- InStaff supports structured exports, imports, and custom integrations; its time-tracking page names Sage, QuickBooks, ADP, and Microsoft Dynamics and offers a native Sage 300 integration.checked 11 Oct 2026
- Paystub delivery
- InStaff automatically reads, sorts, splits, and delivers uploaded PDF paystubs into employee accounts, and retains them by default for seven years.checked 11 Oct 2026
- Product
- InStaff is a configurable employee portal for time tracking, paystubs, employee documents, announcements, directories, and related employee operations.checked 11 Oct 2026
- Security
- Every portal includes MFA, 256-bit SSL-encrypted portals, user role management, and regular product and security updates.checked 11 Oct 2026
- Support
- Every portal includes customer support from 9 AM to 5 PM ET.checked 11 Oct 2026
- Time-off
- Employees can submit time-off requests from any device, with configurable approval workflows, time-off types, balances, and tracking rules.checked 11 Oct 2026
- Time tracking
- Time tracking supports digital timesheets, mobile clock-in, shared terminal mode, face or QR verification, and geofencing.checked 11 Oct 2026
The company
- Company experience
- The maker says InStaff is backed by 40+ years of ERP implementation experience and has 10+ years building the InStaff platform.checked 11 Oct 2026
- Founded
- 2014checked 28 Sep 2026
- Headquarters
- Mississauga, Ontario, Canadachecked 28 Sep 2026
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