Best User Activity Monitoring Software Tools 2025

User Activity Monitoring (UAM) tools have become a must-have for organizations in 2025, especially with more teams working remotely and compliance rules tightening. If keeping track of digital workflows, preventing data leaks, or spotting productivity gaps has ever felt overwhelming, you’re not alone. 

In fact, recent research shows that 71% of large companies have adopted some form of user activity monitoring this year, up nearly 30% from last year’s numbers. As your business navigates hybrid work and increasing cyber risks, choosing the right monitoring software is crucial for better insight, smoother collaboration, and true peace of mind.

So, let’s dive in and find the best fit for your team.

At a glance:

• UAM software goes beyond surveillance, providing data-driven insights to enhance security, productivity, and business operations.
• The best software depends on your needs: choose a security-focused platform to prevent data breaches or a productivity tool to streamline workflows.
• Privacy and employee trust are crucial considerations—look for solutions that balance monitoring needs with transparent communication and respect for worker autonomy.
• Integration capabilities and scalability should drive your decision, especially for growing companies that need UAM tools to evolve alongside their expanding remote and hybrid workforce.
• While UAM handles daily activity, platforms like CandorIQ support long-term growth by helping founders make strategic decisions on compensation and headcount for a fair, productive, and financially sound workforce.

What is User Activity Monitoring (UAM) and How Can It Help You?

User activity monitoring software is a tool that tracks and analyzes user behavior on company-owned devices, networks, and other IT resources. It goes beyond simple time tracking to provide a comprehensive view of how employees are interacting with their digital environment.

Benefits of UAM Software

As a CFO or FP&A leader, you're constantly thinking about risk and efficiency. UAM software can help you with both.

• Enhanced Security: Insider threats, whether intentional or accidental, pose a significant risk. UAM software detects unusual behavior—like unauthorized file access or large data downloads, acting as your first line of defense against data breaches.
• Improved Productivity: Are your teams focused on the right tasks? UAM software tracks app and website usage, helping you identify bottlenecks and optimize workflows, so your team works smarter, not harder.
• Ensured Compliance: For businesses in regulated industries, maintaining a clear audit trail is crucial. UAM tools automatically log user activity, making it easier to meet compliance standards and breeze through audits.
• Better Resource Allocation: Wondering if you're paying for unused software licenses? UAM software reveals which tools are being actively used, helping you cut unnecessary costs and reallocate your budget to more impactful areas.

Now that you know the "why," let’s talk about the "what."

Key Features You Need to Look For In Good UAM Software

As a busy people ops, you don’t have time to sift through a hundred different options. When you're evaluating UAM software, look for a solution that offers the right balance of powerful features and a simple user experience.

Here are the key features that matter most:

• Real-Time Monitoring: This allows you to see what’s happening as it unfolds. Quick, real-time insights mean you can respond to potential issues right away, not days later.
• Application and Website Usage Tracking: This is a foundational feature. The best tools will not only show you which apps and websites your team is using but also help you categorize them as productive or unproductive for your business goals.
• Smart Alerts and Notifications: You can't be everywhere at once. A good system will have customizable alerts that notify you of risky behavior, like a large file being copied or a sudden change in login patterns. It's like having a security guard who watches for you 24/7.
• Detailed, Simple Reports and Dashboards: Raw data is useless. The software should turn all that information into clear, easy-to-understand reports and dashboards. You want to be able to get a high-level view of productivity trends and security risks at a glance.
• Data Security and Privacy Controls: This is crucial. The tool you choose must have strong privacy features built in, like data masking or anonymization. It shows your team you respect their privacy while still keeping the company safe.
• Scalability and Integrations: Your company is growing fast, so your tools need to keep up. The right UAM software should be able to grow with you and connect with your other essential systems, like HR and security tools.

With all the options out there, it can be tough to choose. To help you save time, we’ve put together a list of the top UAM software tools for 2025, each with a specific strength that might align with your business needs.

Also read: Solving HR Challenges with Integrated Systems

Our Top 10 Best User Activity Monitoring Software Picks for 2025

Here’s a practical rundown of the top 10 best User Activity Monitoring (UAM) options for 2025, what they do well, how they integrate, and how they fit today’s trends.

1. Teramind

Why It's Great: Teramind is a powerhouse, offering a blend of productivity monitoring and deep security features. If your business handles sensitive data or operates in a regulated industry like finance or healthcare, Teramind is an excellent choice for keeping your information safe.

Core Features:

• Session Recording & Live Monitoring: Watch a video replay of an employee's desktop activity in real time or view a history of their work sessions.
• Keystrokes, Websites, & Apps Monitoring: Get a full log of every website and application used, along with a keystroke logger that can capture every key pressed.
• Anomaly Detection: Uses behavioral analytics to flag unusual activity that could indicate a potential threat, like an employee suddenly trying to access sensitive files they don't normally use.
• Data Loss Prevention (DLP): Set rules to automatically block unauthorized data transfers, such as a file being copied to a USB drive or uploaded to a personal cloud storage account.

Watch-outs: Its robust features can be complex to set up, and you’ll need to be mindful of privacy to avoid creating a sense of being "watched" among your team.‍

2. ActivTrak

Why It's Great: ActivTrak is a user-friendly, cloud-based tool that focuses on productivity analytics. It's ideal for HRBPs who want to understand work habits and boost efficiency in their remote or hybrid teams without being overly intrusive.

Core Features:

• Real-Time Activity Monitoring: Get a live feed of which applications and websites your team is using.
• Behavioral Analytics: The system automatically categorizes activity as productive or unproductive, giving you a high-level view of your team’s efficiency patterns.
• Task Alerts: Set custom alerts for specific actions, like when an employee is off-task for a set period.
• Screenshots & Activity Logs: Capture periodic screenshots and create activity logs for audit purposes, providing context without recording every minute of the workday.

Watch-outs: Some users report occasional inaccuracies in categorizing productivity, which might require a bit of manual fine-tuning.

3. Insightful

Why It's Great: Insightful excels at offering businesses an intuitive tool for time-tracking and productivity monitoring, with features aimed at improving operational efficiency.

Core Features:

• Time Tracking & Screen Recording: Accurately track work hours and take random screenshots to verify work is being done.
• App/Website Tracking: Monitor which tools and websites employees are using during work hours to identify time-wasters.
• Work Session Categorization: The system automatically categorizes time spent as productive vs. non-productive.
• Reports & Dashboards: Get in-depth reports and visual dashboards on team activity and efficiency, allowing you to quickly spot trends.

Watch-outs: It has fewer advanced features compared to more specialized tools, so it might not be the best fit for very large teams with complex needs.

4. Hubstaff

Why It's Great: Hubstaff is a versatile platform designed for distributed teams. It combines time tracking with powerful UAM features and even includes payroll integration, making it a one-stop shop for managing remote work.

Core Features:

• Time Tracking: Records hours worked, including time spent on specific apps and websites.
• Screenshots & Activity Monitoring: Takes screenshots at random intervals and tracks keyboard and mouse activity levels to gauge engagement.
• GPS Tracking: An essential feature for teams in the field or on the move, allowing you to track team location and manage logistics.
• Payroll Integration: Includes payroll and invoicing features to streamline payment for remote teams based on hours tracked.

Watch-outs: The frequent screenshots and detailed activity tracking can make some employees feel a sense of being micromanaged.

5. Veriato

Why It's Great: Veriato is a comprehensive solution specifically tailored for detecting insider threats. It's an excellent choice for companies that need to prioritize security and compliance above all else.

Core Features:

• Activity Monitoring & Screen Recording: Monitors application use and provides continuous screen recording for a full audit trail.
• Keystroke Logging & Web/Email Monitoring: Captures every keystroke, including in chats and documents, and monitors all web and email activity.
• Data Leak Prevention (DLP): Tracks all file transfers and other sensitive activities to prevent data from leaving the company network.
• Behavioral Analytics: Uses AI to detect anomalies in behavior that could signal a potential threat.

Watch-outs: The level of detail in its monitoring can raise significant privacy concerns, so clear communication with your team is a must.

6. Time Doctor

Why It's Great: Time Doctor is a straightforward and easy-to-use solution for small to medium-sized businesses that need a simple way to track work hours and productivity.

Core Features:

• Time Tracking: Employees can start and stop timers to track time spent on specific tasks and projects.
• Screenshots: Takes periodic screenshots of the employee's screen to provide a visual record of their work.
• Web/App Usage Tracking: Monitors how much time is spent on different applications and websites during work hours.
• Reporting & Alerts: Provides reports on productivity and sends alerts for idle time or distractions, helping you manage a distributed workforce effectively.

Watch-outs: The monitoring can feel a bit invasive to some employees, especially with the periodic screenshots.

7. Syteca System (Formerly Ekran)

Why It's Great: Syteca System is a highly specialized platform that focuses on monitoring privileged users (like IT admins). It’s perfect for large enterprises in compliance-heavy industries that need to track every action of those with high-level access.

Core Features:

• User Activity Logging: Tracks every action performed on a network, creating a comprehensive audit trail.
• Screen Recording & Session Replay: Records every screen and logs all session data for detailed forensic analysis.
• Privileged User Monitoring: Monitors all activities by administrators and other high-level users to prevent the misuse of sensitive data.
• Compliance & Audit Trail: Helps businesses meet regulatory requirements like GDPR and HIPAA with an airtight record of user activity.

Watch-outs: This tool is likely overkill for most small and medium-sized businesses.

8. SolarWinds Security Event Manager (SEM)

Why It's Great: SolarWinds SEM is a robust security information and event management (SIEM) tool with UAM capabilities. It's best for enterprises that need to monitor both security and user activity in one comprehensive platform.

Core Features:

• Event Collection & Log Management: Centralizes logs and event data from all your systems, making it easy to track user activity.
• Real-Time Monitoring: Offers real-time alerts for suspicious user behavior or security events.
• Automated Threat Detection: The system automatically reacts to potential threats and compliance violations.
• Behavioral Analytics: Tracks anomalies in user actions and system behavior to identify potential risks before they escalate.

Watch-outs: It's a complex tool that's best suited for companies with a dedicated security or IT team.

9. FullStory

Why It's Great: FullStory offers a different kind of "user activity monitoring," focusing on customer experience (UX). It's perfect for product teams who want to understand how users interact with their website or app to improve the product itself.

Core Features:

• Session Replay: Watch a video replay of real-time user sessions to understand pain points, bugs, and friction.
• Heatmaps & Clickstream: Visualize where users are clicking, moving their mouse, and scrolling on your site.
• Error Tracking & Funnels: Capture technical errors and analyze user journeys to find where people are dropping off.
• Behavioral Insights: Provides detailed insights into user intent and behavior on your digital products.

Watch-outs: This is not a tool for monitoring employee activity, so it won’t solve your internal UAM needs.

10. Hotjar

Why It's Great: Like FullStory, Hotjar is a popular tool for marketing and UX teams. It helps you understand how people behave on your website, which can indirectly inform internal team efficiency and product design.

Core Features:

• Heatmaps: Visualize where users click, move, and scroll on your website.
• Session Recordings: Replays user sessions to spot issues or friction points.
• Feedback Polls & Surveys: Collect user opinions directly to understand their pain points.
• Form Analytics: Tracks how users fill out forms and where they abandon them.

Watch-outs: This is a customer-focused tool, not an employee-focused one. It won’t work for monitoring internal team activity.

While UAM software helps you track current employee activity and productivity, successful businesses need to think bigger. Once you have visibility into how your team works, the next challenge becomes: How do you build the right team for sustainable growth?

This is where strategic workforce planning comes into play.

Beyond Motitoring: Strategic Workforce Planning

You might be monitoring productivity effectively, but are you:

• Planning headcount strategically? Knowing when and where to hire next based on budget constraints and business goals
• Ensuring equitable compensation? Creating fair pay bands that attract top talent while staying within budget
• Making data-driven hiring decisions? Using analytics to understand your workforce costs and optimize your team structure

Many companies excel at monitoring their current workforce but struggle with planning their future one. They end up with compensation inconsistencies, budget overruns, and reactive hiring that doesn't align with strategic goals.

This is where CandorIQ becomes essential. While UAM tools give you insight into daily productivity, CandorIQ helps you build and scale your team strategically through:

• Compensation & Payband Management: Create consistent, equitable pay structures across departments and locations.
• Headcount Scenario Planning: Model different organizational structures and see their financial impact before making hiring decisions.
• Workforce Analytics: Get real-time visibility into your current and future workforce costs.
• Budget Alignment: Ensure your hiring plans align directly with your financial constraints and business objectives.

UAM software tells you how your current team is performing, while CandorIQ helps you build the team that will drive your business forward.

As a CFO or people ops, your time is your most valuable resource. Picking the wrong software can be a costly mistake. So, how do you make the right choice?

How to Choose the Right Software for Your Business

Selecting the right user activity monitoring software begins by identifying core needs, such as security, compliance, productivity, or workflow transparency. Here are some key points you should consider:

1. Know What You Need: Ask yourself, "What do I need this software to do?" Whether it's tracking productivity or managing finances, define your goal first.

2. Think About Growth: Pick software that grows with your business. You don’t want to outgrow it too soon.

3. Keep It Simple: Look for software that’s easy to use. The simpler it is, the faster your team can adopt it.

4. Check for Integrations: Make sure it works well with your existing tools. Integrating with your current systems saves time and avoids headaches.

5. Make Security a Priority: Ensure it has strong security features—encryption, two-factor authentication, and data protection are a must.

6. Support When You Need It: Look for software with reliable customer support. You want quick help when things go wrong.

7. Consider Your Budget: Find a balance between price and features. Don’t overspend, but make sure you’re getting what you need.

8. Test It Out: Use free trials or demos to see if it really works for you before committing.

9. Read Reviews & Ask Around: Check reviews and get recommendations from other business owners. Real-world feedback can save you time.

These tips will help you find the software to run your workflow management smoothly and support your growth!

Also Read: Compensation and Headcount Planning Scenarios Explained

Final Thoughts!

Choosing the right user activity monitoring software can transform your business. With the right insights, you can boost security, improve productivity, and set your team up for success. It’s more than just tracking activities; it’s about using data to make your workplace more efficient and transparent.

If you’re struggling with compensation and headcount planning, CandorIQ is here to help. It replaces messy spreadsheets with a unified platform for managing pay bands, compensation cycles, and workforce planning. You’ll ensure fair pay, align plans with budgets, and eliminate miscommunication. 

Book a demo to see how CandorIQ can streamline your planning today!

FAQs

1. Do user activity monitoring platforms integrate with existing HR and payroll systems?

Yes, many top user activity monitoring solutions offer seamless integration with HRIS, payroll, and other business systems, providing a unified approach to employee management and data synchronization.

2. How can user activity monitoring software help identify hidden skills within my team?

Advanced platforms analyze performance data and employee profiles, uncovering underutilized skills that can be leveraged for better internal mobility and development.

3. Can user activity monitoring software predict future workforce needs?

Yes, many modern solutions offer predictive analytics that forecast future staffing requirements, skill gaps, and potential turnover, allowing businesses to plan proactively for workforce changes.

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