InStaff

Free trial Web

What InStaff is

InStaff is a configurable web portal for employee operations, bringing together time tracking, time off, documents, paystubs, announcements and an employee directory. 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 configured to suit workplace policies. The portal stores policies, forms, contracts and other employee documents, and supports electronic signatures. Uploaded PDF paystubs are automatically sorted and delivered to employee accounts, with seven years of retention by default. Approved time can be exported as CSV or PDF, or retrieved through the API. InStaff supports structured imports and exports, custom integrations and a native Sage 300 integration. Each portal includes MFA, encrypted connections, role management, activity tracking and regular updates. Plans start at $40/mo for up to 100 employees, and a 14-day trial is available. InStaff was founded in 2014 and is based in Mississauga, Ontario, Canada.

Who it suits

InStaff suits growing businesses whose payroll, HR or operations teams need a configurable employee portal. It can fit organizations that want to adapt permissions, approvals, reporting and exports to existing processes.

What it does well

Mobile clock-in, geofencing and shared terminal mode
Electronic signatures for employee documents
Seven-year default paystub retention
Approved time exports as CSV or PDF, or via API
Each portal includes MFA and role management

What to know first

No free plan
Portal plans start at $40/mo
Applicant tracking and managed payroll are coming soon

Limits

There is no free plan, and the trial lasts 14 days. The listed portal plans are $40/mo for up to 100 employees, $80/mo for 101–500 employees, and $100/mo for 501+ employees.

Plans

Plan	Billed and limits	Price
Announcements & Surveys	FREE · Included with every portal	Free
Employee Records Hub	20¢ per employee / month · Centralized employee information · role-based permission controls	$0.20 a month
Paystubs & Tax Forms	48¢ per stub or tax form delivered · Automated delivery · 24/7 self-service access to complete pay history	$0.48, paid once
Time Off Management	$1 per user / month · Time-off requests · approval workflows · balance tracking	$1 a month
Portal — 501+ employees	$100 / month · 501+ employees · secure hosting · basic customer support · regular product updates	$100 a month
Certifications & Licenses	$20 per month, flat rate · Certification tracking · expiry alerts	$20 a month
Expense Management	$3 per user / month · Submit · approve · reimburse employee expenses	$3 a month
Portal — up to 100 employees	$40 / month · Up to 100 employees · secure hosting · basic customer support · regular product updates	$40 a month

The first 8 of 10 plans, as instaff.org lists them, read 11 Oct 2026. The maker's own page has the final word. Every plan

Getting started

Visit the InStaff website.
Start the 14-day trial.
Choose a portal plan based on employee count, or select the listed service plan for the function you need.
Configure categories, approval paths, permissions, reporting, and export formats around your processes.
Use the web portal and connect or exchange data through supported integrations, imports, exports, or API.

Verdict

InStaff combines employee records, time tools, paystubs and communications in a configurable portal. Consider whether its paid portal plans and available integrations fit your organization’s needs.

Questions

How much does InStaff cost?

InStaff lists paid pricing from $40/mo and a 14-day trial. Portal plans are $40/mo for up to 100 employees, $80/mo for 101–500 employees, and $100/mo for 501+ employees.

Is there a free plan?

No. InStaff offers a 14-day trial.

Which platforms does InStaff support?

The listed platform is web.

What integrations does it support?

It supports structured imports and exports and custom integrations. Its time-tracking page names Sage, QuickBooks, ADP, and Microsoft Dynamics, and it offers native Sage 300 integration.

Can approved time be exported?

Yes. Approved time can be exported as CSV or PDF or pulled programmatically through the API.

What employee functions does the portal cover?

Its listed functions include time tracking, time off, employee documents, paystubs, announcements, directories, and related employee operations.

Facts from InStaff's own pages

Access controls: The maker says employee records, documents, and payroll data use role-based access and that access and activity are tracked. · instaff.org, 11 Oct 2026
Audience: InStaff describes itself as built for growing businesses and identifies payroll, HR, and operations teams among its users. · instaff.org, 11 Oct 2026
Coming soon: Applicant tracking and managed payroll are marked as coming soon on the maker’s pages. · instaff.org, 11 Oct 2026
Company experience: The maker says InStaff is backed by 40+ years of ERP implementation experience and has 10+ years building the InStaff platform. · instaff.org, 11 Oct 2026
Customization: Categories, approval paths, permissions, reporting, and export formats can be configured around existing policies and processes. · instaff.org, 11 Oct 2026
Documents: The portal stores policies, forms, contracts, and employee documents and supports electronic signatures. · instaff.org, 11 Oct 2026
Exports and API: Approved time can be exported as CSV or PDF or pulled programmatically through the API. · instaff.org, 11 Oct 2026
Founded: 2014 · instaff.org, 28 Sept 2026
Headquarters: Mississauga, Ontario, Canada · instaff.org, 28 Sept 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. · instaff.org, 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. · instaff.org, 11 Oct 2026
Product: InStaff is a configurable employee portal for time tracking, paystubs, employee documents, announcements, directories, and related employee operations. · instaff.org, 11 Oct 2026
Security: Every portal includes MFA, 256-bit SSL-encrypted portals, user role management, and regular product and security updates. · instaff.org, 11 Oct 2026
Support: Every portal includes customer support from 9 AM to 5 PM ET. · instaff.org, 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. · instaff.org, 11 Oct 2026
Time tracking: Time tracking supports digital timesheets, mobile clock-in, shared terminal mode, face or QR verification, and geofencing. · instaff.org, 11 Oct 2026

Where InStaff stands on Freedom251

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