Geofencing - Site Configuration and Manager Tools

General Information

ScheduleFlex's geofencing tool allows organizations to track their worker’s location data when they are clocking in or out of a shift in order to ensure they are where they need to be for work. You can set the allowable radius for clock-ins/outs from a given location, choose to warn or disallow clock-ins/outs outside that radius, and notify and/or report on any geofence exceptions.

Three things are required for this tool to work as intended:

  1. There must be a location assigned to that shift in the shift details.
  2. The worker must clock in or out using the Shiftboard mobile app, or the mobile version of the ScheduleFlex site.
  3. The worker must have allowed location permissions for the Shiftboard app, or the mobile version of the ScheduleFlex site.

This is because if no location is attached to the shift, ScheduleFlex does not have a reference for where the worker should be. And if a worker submits a time punch using the desktop version of the site, or if their location is disabled, ScheduleFlex is unable to record their location when they punch in.

PLEASE NOTE: Even when all three conditions are met, the way location information is submitted from your worker's device is subject to a number of variables that can impact the accuracy of their location data.

Because ScheduleFlex is dependent on the accuracy and completeness of the location information submitted by your worker's mobile device and operating system, your organization may need to adopt supplemental verification business processes to ensure your workers are where they need to be when their shift starts or ends.

Getting Started

With the new geofencing tool enabled, if you are currently using the ScheduleFlex timeclock tools, you will now see new options in the Timekeeper section of your Application Settings. Here, you will see three new settings in the Timeclock Settings:

(If you do not see these settings, please contact ScheduleFlex Support to ask about enabling your geofencing tools.)

  • Timeclock entries for shifts with locations must be within: This setting allows you to choose how far away a worker can be from the location before being subject to the next setting.
    • Because some devices can send location data that is inaccurate, you may need to set this radius slightly wider to ensure workers do not see a warning and can clock in to their shifts as expected.

  • Clock-in attempts outside of the allowed radius are: When a user clocks in from outside the radius, you can choose to allow them to still clock in after seeing a warning message, or you can prevent them from clocking in entirely until they are within the accepted range.
    • Because some devices send location data that is inaccurate, you may want to consider allowing users outside this radius to clock in after seeing a warning. Then, managers can still double-check their locations in the Geofence Exceptions report. Otherwise, you may need to widen the allowed clock in radius so workers can submit their timepunches without any issues.
    • If you allow your workers to punch in outside the allowed radius, they will see the warning below before clocking in.

  • Send notifications when clock-ins occur outside the allowed radius: This setting allows you to choose to notify coordinators or managers of the team the shift is associated with when a worker clocks in from outside the radius.

Geofence Reporting

ScheduleFlex provides managers with a report to show the estimated deviance from the specified shift location upon clock in or clock out. To access this report, you can start by opening your reporting tools, followed by selecting the Timekeeper reports. Here, you will find a report titled 'Geofence Exceptions'. In this report, a worker's deviance from the shift location when they clocked in or when they clocked out will be indicated in the last column and reported in meters.

When running this report, please keep in mind that location data can be inaccurate due to a number of variables, like distance from the nearest cell tower, and so the location information shown can be unreliable at times.

If an individual is within the radius, they will not appear on this list as this will only report exceptions. You may also see a note on the report that indicates that a worker had No Location Data which means that Location Services were not enabled on the device used to clock in.

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