Workflow: Geolocation Tracking

Geolocation tracking in Time & Attendance enhances transparency and accountability by monitoring staff check-in and check-out locations for shifts. This article provides detailed instructions on enabling, configuring, and managing geolocation tracking, as well as best practices for ensuring compliance and efficiency.

What Is Geolocation Tracking?

Geolocation tracking uses browser or device-based GPS data to verify the location of staff during shift check-ins and check-outs. It ensures staff are at the correct location, minimises errors, and enhances operational accountability.

Key Features of Geolocation Tracking

• Location Verification:

  • Confirms staff are at the assigned shift location during check-in/out.

• Customisable Settings:

  • Allows notifications, permissions, or blocks based on location discrepancies.

• Integration with Timesheets:

  • Displays geolocation data for each shift, improving auditing accuracy.

• Notifications for Exceptions:

  • Alerts managers when check-ins or check-outs occur outside the specified location.

Administering Geolocation Tracking

Enable Geolocation Tracking

• Navigate to Time & Attendance > Settings > Geolocation Tracking.

• Select Enable Geolocation Tracking Option.

• Click Save.

Add Geolocation to Rosters

• Navigate to Time & Attendance > Rosters.

• Create a new roster or edit an existing one.

• In the Geolocation Tracking field, select one of the following:

  • Permit check-in or check-out if different location to shift address without notifications to roster manager.

  • Permit check-in or check-out if different location to shift address with email notification to roster manager.

  • Block check-in or check-out if different geolocation to shift address.

• Enter the Default Shift Address:

  • Select Client's Address to autofill from the client’s details.

    • If a different address is needed, enter it manually in Search Location and click Search.

• Configure Checkout Address:

  • If the shift ends at a different location, select Different Checkout Address and provide the details.

• Click Save or Save and Close to finalise.

Manage Geolocation Permissions

• Staff members with geolocation tracking enabled will receive a browser prompt to allow access.

• For instructions on enabling geolocation permissions, refer to browser-specific guides:

  • Chrome (Desktop, Android, iPhone/iPad)

  • Safari (iPad/iPhone)

  • Firefox

Manage Staff Geolocation Check-In/Out

• Geolocation tracking can restrict staff from checking in or out if they are not at the specified location in the roster or timesheet.

• Staff attempting to check-in/out from a different location will be notified of the restriction.

View Geolocation for Timesheets

• Go to Time & Attendance > Timesheets and apply relevant filters.

• If geolocation tracking is enabled, timesheets will display a map image showing check-in/out locations.

Note: Map accuracy depends on browser or device GPS precision.

Automated Email Notifications for Location Discrepancies

When geolocation tracking detects a check-out at a different location than specified, an automated email is sent to the roster manager.

Example Notification:

• Start Time: 02 Nov 2024, 3:00 PM

• End Time: 02 Nov 2024, 7:00 PM

• Roster: 1:1 Support – Tom Day

• Staff Name: John Careful

• Shift Address: 101 Main Street, Kangaroo Point, QLD 4169

• Actual Address: 140 Colmslie Road, Murarrie, QLD 4172

Note: If the staff member denies location sharing, the actual address field will remain empty.

Best Practices for Geolocation Tracking

• Educate Staff on Permissions:

  • Ensure staff know how to enable location tracking in their browsers or devices.

• Regularly Review Settings:

  • Configure geolocation tracking options to balance accountability with flexibility.

• Monitor Alerts:

  • Promptly address notifications of location discrepancies to maintain compliance.

• Audit Geolocation Data:

  • Use timesheets and reports to verify accuracy and identify trends.

• Ensure Privacy Compliance:

  • Use location data responsibly and in accordance with relevant privacy laws.

Common Issues and Solutions

• Issue: Staff unable to check in due to location settings.Solution: Verify that the browser’s location permissions are enabled and accurate.

• Issue: Incorrect location displayed on the map.Solution: Check browser GPS accuracy and ensure staff use supported devices.

• Issue: Missing geolocation data in timesheets.Solution: Confirm that geolocation tracking is enabled in both roster settings and browser permissions.

Geolocation tracking in Time & Attendance provides a robust framework for managing and verifying staff locations during shifts. By enabling geolocation, configuring settings, and leveraging automated notifications, organisations can enhance accountability, ensure compliance, and improve operational efficiency.