GPS Time Clock
When utilizing the Time Clock, you might want to have the added reassurance of knowing and/or controlling exactly where your Team Members are when they Clock In and Out for their scheduled shifts. Utilizing the GPS feature for the Time Clock will not only help you see where a Team Member is clocking out or in from, but it also can allow you to identify an acceptable clock in and out radius, and give you the ability to control if they can clock in or out when not meeting this expectation.
Choosing a Time Clock
To begin to utilize the GPS functionality, you will need to identify how you want Team Members to clock in. GPS can be utilized with the Kiosk Time Clock, or the Mobile Time Clock.
Mobile Time Clock: The Mobile Time Clock is utilized from a Team Member's phone. They would download the Free ZoomShift App and use the Time Clock when they are clocking in and out.
Kiosk Time Clock: The Kiosk Time Clock is a Time Clock you would typically set up on location via a tablet, laptop, or computer (There can be more than one), and would create more of a traditional clock in and out experience. However, it can also just be a Time Clock accessed from the Web by Team Members (I.E. Team Members who use their own laptops at work might utilize this Time Clock when arriving at their desk, or working from home.)
If you want to learn more about these Time Clocks, you can do so here: Time Tracking
Once you have identified the right fit for your organization, you can decide to turn on one or both in Settings>Time Clock.
Setting Up Locations
In order for GPS to be utilized, one or more locations will need to be entered in the Locations tab. This is what our system will use to calculate where the Team Member is in relation to the Location specified on the Timesheet.
Locations can be found in Settings>Locations.
Utilize the + New Location button to add Locations, with addresses, from which Team Members will need to Clock in and Out from:
Once addresses are entered, it is important that you note whether or not they have a green check or a red X next to the address. A green check indicates the address is valid and findable. The red X would indicate it is not. A red X will pose a problem if you want to create a radius from which a Team Member can clock in and out from.
Requesting GPS Location
The Request GPS Location feature is one way to request locations for Team Members upon clocking in and out. You can find this feature and turn it on in Settings>Time Clock.
It is important to note that this is an optional feature, and will only prompt Team Members to allow the viewing of their Location. In order to provide their Location they will need to allow Location Finding for ZoomShift on their device (If a Kiosk is being used, the device may be their laptop. If the device is one specified by management to be used, Management would need to allow Location services for their browser and ZoomShift for Location Finding to work). This also means a Team Member could choose not to allow it. They will still be able to clock in and out regardless of what they choose to allow.
Utilizing Too Far From Location to Flag or Block Clock In/Out
Too Far From Location is a Feature within the Timesheet Error Rules. This feature allows you to create a radius from which you find it acceptable for a Team Member to Clock In or Out from. You can adjust this feature in Settings>Timesheet Error Rules.
To utilize this feature, you would specify the number of meters away from the Location, listed on the Timesheet, that they can be. You would then specify whether to Allow, Flag, or Block Timesheets that do not meet the meter radius specified.
Allow: If you set to allow, this means that even if a Team Member is further away than the meters specified, they can clock in and out and you do not care to be notified or take action.
Flag: If you set it to Flag, this means that if a Team Member is further away than the meters specified, you would want to know. This will trigger an error flag on the Timesheet, however, it will not stop that Team Member from Clocking In or Out.
Block: If you set it to Block, this means that if a Team Member is further away than the meters specified, then you do not want them to be able to clock in. They will therefore be blocked, and will see it is because they are Too Far From Location.
If you decide to utilize the Block functionality, please note some important considerations:
1. If you will be utilizing this with the Mobile App It is important to notify Team Members of this requirement so they can prepare and ensure Location is allowed for ZoomShift prior to instituting the Block. It can be highly frustrating on both sides; for Management and Employees, to have Timesheets that do not go in because a Team Member does not know what to do. Here is a quick way they can test that their Location is working:
They can go to their Mobile Time Clock and click the Clock In/Out button
If Location finding is OFF, they will see this when they are on the Clock In page, and can use this Help Doc to read more about how to turn on Location Finding: Turning on Location Finding for the ZoomShift Mobile App
If Location finding is ON, they will see this when on the Clock In page
2. If you will be utilizing the Block with the Kiosk Time Clock, where Team Members are clocking in from an established device, then management will need to ensure Location services are turned on for that devices browser and for ZoomShift. If the device(s) being used are employee devices, they will need to ensure this is done prior as well. You can use the same testing shown above to ensure Location services are on. The only difference will be going through the Kiosk page instead of the Mobile App.
3. Regardless of if you are using the Kiosk or Mobile Time Clock, it is important you provide a range that keeps in mind the error ranges for GPS. You may think of this as when you are doing a Google Maps search for a Location- sometimes the Pin drops in the parking lot and other times in the exact center of the building. So, if you set the radius to 0, unless they are standing exactly where that pin is, they will be blocked, even if they are on location. Additionally, devices have their own range of error. Due to these considerations, we recommend a range around 500-800 meters. This takes into account all possible GPS errors, as well as creates a zone that ensures the entire building is covered for clocking in and out.
Viewing Clock In/Out Locations
Whether you are just Requesting the GPS Location or requiring it, you may want to view where Team Members are clocking in and out from. You can find this information in the History section of the Timesheet.
A History with a Location Captured will look like this:
A Timesheet History without a successful Location Capture will look like this:
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