❗ Employees must accept the Geolocation policies first.
Geolocation will only record the coordinates when the employee clocks in/out. At no other time, or during the period between clocking actions, this information will be tracked.
Where to find time-tracking systems
- On your sidebar, go to Settings
- In Time, select Time tracking
- Open a Time tracking policy
- Scroll down until you find the Time tracking system
Activate Geolocation
❗ The geolocation system is only available for mobile clock-ins/outs
- From the time tracking policy main page, enable Mobile clock in/out
- Activate Use geolocation
- Define the Geolocation preferences:
- Show me geolocation on a map
- Alert me of locations away from workplace
- Block clocks ins away from workplace (available soon)
When an employee clocks in/out through the mobile app, Factorial will save the coordinates from where the employee performed the clock in/out.
❗ You cannot activate the Geolocation and QR code Entrance app at the same time.
How to set geolocation in workplaces
- In your side bar menu, go to Settings
- From General settings, select Workplaces
- Click on + Add workplace
- Fill in the information
- Workplace name
- Phone number
- Address
- City and Zip code
- State/Province/Region
- Country
- Time zone
- Geofencing radius, choose between: 50m, 100m, 500m, and 1km according to your needs.
- Save
💡 If you want to edit geofencing in a current workplace, you just need to click on Edit Workplace and follow the same steps.
Where to find geolocation coordinates in the Clock-in section
- On your sidebar, go to Time tracking
- Select the employee
- Click on the 'i' icon to access the version history of employee clock-ins/out
Geolocation in Mobile
💡 Managers will receive a more accurate and precise location of their employee's clock-in
- Slide to clock in
- A pop-up tab will appear for you to enable clock-in geolocation
- Click on Turn on location permissions
- Choose between: Allow once, or Allow while using the App
- If the location is not precise, a message will appear to the employee. They can choose between Clock-in with current location or Activate precise location
- Select Activate precise location
- Now you can Slide to clock in
- Confirm your location by clicking on Clock in with current location
💡 In the case that had enabled the precise location before, you just need to follow steps 5 and 6
How to block clocks outside the correct location
This functionality is in soft launch. If you are interested in testing it, contact your Account Manager.
- From the Geolocation preferences
- Enable Block clocks ins away from workplace
Once enabled, Factorial saves the coordinates when an employee clocks in/out via the mobile app. Employees select their work location, and based on geofencing:
- Outside the designated area, the clock is blocked.
- Inside the geofencing area, the clock begins.
This functionality is compatible with WFH; workplace options will be displayed after selecting the office.
Geofencing alerts
Factorial provides three different geofencing alerts to efficiently manage all the employees' location issues.
Time-tracking: filter for employees with location issues
Easily filter employees who have location issues in their timesheet during the current or previous months.
- On your sidebar go to Time tracking
- Click on Filter
- Where Employee status - is equal - only those with location issues this month
- Click on Apply filters
Geofencing alerts by email
Email alerts are sent directly to managers, providing real-time updates on location issues. These location issues are also included in the weekly summary.
How to download time tracking report with geolocation coordinates
❗ Only Administrators can download time tracking reports.
- On your sidebar, go to Time tracking
- Click on the three dots icon, in the upper right corner
- Select Download export
- Choose Export type: PDF
- Select employees
- Define a time slot
- Submit
💡 You will receive an email with the exported file. You will find the file also in Documents:
- On your sidebar, go to Documents
- Open Employee documents
Time tracking exports with location issues
Export a report that includes the location assigned to each shift and identifies shifts performed outside the designated radius.
- On your sidebar, go to Time tracking
- Click on the three dots icon - in the upper right corner
- Select Download report
- In Export type, select Time tracking export - Workplaces and geolocation
- Fill in the other fields
- Click on Submit
Once the export is ready, you will receive an email.