Employees can clock in and out using the Rota & Time Clock mobile app, making it easy to track time wherever they're working.
Before you switch it on, there are a few things worth knowing.
Before you enable mobile clocking
1. Employees need GPS and internet access
To clock in or out using the mobile app:
Location services (GPS) must be enabled on the device
The device must have an internet connection
Without both of these, mobile clocking won't work correctly.
2. Employee locations are not tracked continuously
Rota & Time Clock does not track employees throughout the day.
The app only records a location snapshot at the moment an employee clocks in or out. This helps verify where the clocking action took place without continuously monitoring their location.
3. You can restrict where employees can clock in
If you'd like employees to clock in only when they're at work, you can enable location restrictions (also know as geofencing).
Employees will only be able to clock in when they're within a specific distance of your workplace address.
If your employees work across multiple job sites, you'll likely want to use the Resources feature instead. This allows you to create and assign different job sites to shifts.
4. Mobile clocking can be enabled per employee
You don't have to enable mobile clocking for everyone.
Mobile clocking permissions can be managed individually within each employee's attendance settings.
Set up mobile clocking
To allow employees to clock in and out using the mobile app:
Go to Settings
Select Attendance from sub menu
Enable 'Employees can clock in on their mobile app'
Click 'Save'.
Location restrictions (geofencing)
By default, employees must be within 100 metres of a location's address to clock in.
This minimum distance helps account for the natural variation in GPS accuracy between devices.
To manage location restrictions:
Under the Ways to clock section, tick 'Employees need to be in a certain radius to clock in'.
Edit the radius in meters field if needed
Click 'Save'.
If you disable the restriction, employees will be able to clock in from any location.
Note: Even when location restrictions are disabled, you can still view where an employee was when they clocked in or out by checking the clocking log.
Allow clocking-out outside the location radius
It's common for employees to forget to clock out before leaving work.
You can allow employees to clock out after they've left the location by enabling 'Allow clocking out from anywhere'.
When this setting is enabled:
Employees can record the time they actually finished work
A reason or explanation is required
Employees can't submit the clock-out without providing a justification
If preferred, you can switch on this setting for specific employees only, via their individual time and attendance settings.
Setting your workplace location
Location restrictions use the address saved against each location.
To update a location address:
Go to Settings > Locations
Create a new location or edit an existing one
Enter the correct address
Save your changes.
The geofence will be based on this address.
Working across multiple job sites?
If your employees regularly work at different customer sites, properties or projects, the Resources feature may be a better fit than a single location.
Resources allow you to:
Create individual job sites
Assign job sites to shifts
Let employees clock in at the specific site they're working at
Report on time worked at each location
This is particularly useful for industries such as:
Construction
Home care
Security
Cleaning services
Field services
For more information, see:
Creating a Resource (job site)
Assigning a Resource to a shift