InStaff
instaff.org
What it is
InStaff is a configurable employee portal for time tracking, time-off requests, paystubs, documents, announcements, directories, and related employee operations. Time tracking includes digital timesheets, mobile clock-in, shared terminal mode, face or QR verification, and geofencing. Employees can request time off from any device, with configurable approval workflows, balances, and tracking rules. The portal stores policies, forms, contracts, and employee documents, with electronic signatures. Uploaded PDF paystubs are sorted and delivered to employee accounts, with a default retention period of seven years. Approved time can be exported as CSV or PDF or retrieved through the API. The service supports structured imports and exports, custom integrations, and a native Sage 300 integration. Every portal includes MFA, encrypted portals, role management, and regular product and security updates. InStaff is web-based, was founded in 2014, and is headquartered in Mississauga, Ontario, Canada. A 14-day trial is available and there is no free plan. Portal pricing starts at $40.00 per month for up to 100 employees; separate listed modules include time tracking at $5.00 per user / month and time-off management at $1.00 per user / month.
Spec sheet
- Product
- InStaff is a configurable employee portal for time tracking, paystubs, employee documents, announcements, directories, and related employee operations.Read 11 Oct 2026 · instaff.org
- Audience
- InStaff describes itself as built for growing businesses and identifies payroll, HR, and operations teams among its users.Read 11 Oct 2026 · instaff.org
- 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.Read 11 Oct 2026 · instaff.org
- Security
- Every portal includes MFA, 256-bit SSL-encrypted portals, user role management, and regular product and security updates.Read 11 Oct 2026 · instaff.org
- Support
- Every portal includes customer support from 9 AM to 5 PM ET.Read 11 Oct 2026 · instaff.org
- Headquarters
- Mississauga, Ontario, CanadaRead 28 Sep 2026 · instaff.org
- Founded
- 2014Read 28 Sep 2026 · instaff.org
- Access controls
- The maker says employee records, documents, and payroll data use role-based access and that access and activity are tracked.Read 11 Oct 2026 · instaff.org
- Coming soon
- Applicant tracking and managed payroll are marked as coming soon on the maker’s pages.Read 11 Oct 2026 · instaff.org
- Company experience
- The maker says InStaff is backed by 40+ years of ERP implementation experience and has 10+ years building the InStaff platform.Read 11 Oct 2026 · instaff.org
- Customization
- Categories, approval paths, permissions, reporting, and export formats can be configured around existing policies and processes.Read 11 Oct 2026 · instaff.org
- Documents
- The portal stores policies, forms, contracts, and employee documents and supports electronic signatures.Read 11 Oct 2026 · instaff.org
- Exports and API
- Approved time can be exported as CSV or PDF or pulled programmatically through the API.Read 11 Oct 2026 · instaff.org
- Paystub delivery
- InStaff automatically reads, sorts, splits, and delivers uploaded PDF paystubs into employee accounts, and retains them by default for seven years.Read 11 Oct 2026 · instaff.org
- Time tracking
- Time tracking supports digital timesheets, mobile clock-in, shared terminal mode, face or QR verification, and geofencing.Read 11 Oct 2026 · instaff.org
- Time-off
- Employees can submit time-off requests from any device, with configurable approval workflows, time-off types, balances, and tracking rules.Read 11 Oct 2026 · instaff.org
Plans and prices
Announcements & Surveys Free FREE Included with every portal Read 11 Oct 2026 · instaff.org
Employee Records Hub $0.20 a month 20¢ per employee / month Centralized employee information · role-based permission controls Read 11 Oct 2026 · instaff.org
Paystubs & Tax Forms $0.48, paid once 48¢ per stub or tax form delivered Automated delivery · 24/7 self-service access to complete pay history Read 11 Oct 2026 · instaff.org
Time Off Management $1 a month $1 per user / month Time-off requests · approval workflows · balance tracking Read 11 Oct 2026 · instaff.org
Expense Management $3 a month $3 per user / month Submit · approve · reimburse employee expenses Read 11 Oct 2026 · instaff.org
Time Tracking $5 a month $5 per user / month Digital timesheets · mobile clock-in · geofencing · punch-clock terminal mode Read 11 Oct 2026 · instaff.org
Certifications & Licenses $20 a month $20 per month, flat rate Certification tracking · expiry alerts Read 11 Oct 2026 · instaff.org
Portal — up to 100 employees $40 a month $40 / month Up to 100 employees · secure hosting · basic customer support · regular product updates Read 11 Oct 2026 · instaff.org
Portal — 101–500 employees $80 a month $80 / month 101–500 employees · secure hosting · basic customer support · regular product updates Read 11 Oct 2026 · instaff.org
Portal — 501+ employees $100 a month $100 / month 501+ employees · secure hosting · basic customer support · regular product updates Read 11 Oct 2026 · instaff.org
Strong points and limits
Strong points
- Time tracking includes geofencing and verification options
- Time-off workflows and rules are configurable
- Electronic signatures for employee documents
- Approved time exports as CSV or PDF, or through API
- Every portal includes MFA and role management
Limits
- No free plan
- Web platform only
- Applicant tracking and managed payroll are coming soon
Who it suits
InStaff is aimed at growing businesses and payroll, HR, and operations teams managing employee records, time, documents, and communications. Its configurable approvals, permissions, and exports may suit organizations aligning the portal with existing processes.
Verdict
InStaff brings employee operations into a configurable web portal, with time tracking, time off, documents, and paystub delivery. Buyers should compare the portal price and per-user module charges with their workforce size and required functions.
Where Specifiction places it
- Intranet Software#14 of 748.2
