How to use geolocation in time tracking

Learn how to track your employees' location when they clock in/out using the mobile app

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

  1. On your sidebar, go to Settings
  2. In Time, select Time tracking
  3. Open a Time tracking policy
  4. Scroll down until you find the Time tracking system


Activate Geolocation

❗ The geolocation system is only available for mobile clock-ins/outs

  1. From the time tracking policy main page, enable Mobile clock in/out
  2. Activate Use geolocation
  1. 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

  1. In your side bar menu, go to Settings
  2. From General settings, select Workplaces
  3. Click on + Add workplace
  4. Fill in the information
    1. Workplace name
    2. Phone number
    3. Address
    4. City and Zip code
    5. State/Province/Region
    6. Country
    7. Time zone
    8. Geofencing radius, choose between: 50m, 100m, 500m, and 1km according to your needs.
  5. 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

  1. On your sidebar, go to Time tracking
  2. Select the employee
  3. 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

  1. Slide to clock in
  2. A pop-up tab will appear for you to enable clock-in geolocation
  3. Click on Turn on location permissions
  4. Choose between: Allow once, or Allow while using the App
    1. 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
    2. Select Activate precise location
  5. Now you can Slide to clock in
  6. 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.

  1. 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.

  1. On your sidebar go to Time tracking
  2. Click on Filter
  3. Where Employee status - is equal - only those with location issues this month
  4. 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.

  1. On your sidebar, go to Time tracking
  2. Click on the three dots icon, in the upper right corner
  3. Select Download export
  4. Choose Export type: PDF
  5. Select employees
  6. Define a time slot
  7. Submit

💡 You will receive an email with the exported file. You will find the file also in Documents:

  1. On your sidebar, go to Documents
  2. 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.

  1. On your sidebar, go to Time tracking
  2. Click on the three dots icon - in the upper right corner
  3. Select Download report
  4. In Export type, select Time tracking export - Workplaces and geolocation
  5. Fill in the other fields
  6. Click on Submit

Once the export is ready, you will receive an email.


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