Although it's currently not possible to prevent an employee from clocking out outside the geofence, you can set up mandatory admin approval to be notified whenever it happens. This means that if a user clocks out from outside the geofence, their shift will become a shift request pending admin approval. You will then have the power to decide whether to approve or reject the request.
Before learning how to set this up, the ability for admins to automatically clock employees in as soon as they enter a geofence and out as soon as they exit it is on our roadmap so feel free to add your vote to this feature request to push it forward!
This article will cover:
How to Setup Admin Approval
To set mandatory admin approval when a user clocks out from outside the geofence, follow these steps:
Access the Time Clock feature from the left sidebar
Click on Access clock
Click on the Settings from the top right corner
Navigate to the Geolocation tab
Scroll down to the Geo fence sites section and toggle on the setting Require admin’s approval if users clock out outside the geo fence
Then make sure to Save changes
All done! From now on, you will be notified when a user clocks out from outside the geofence.
How to Identify, Approve, or Reject These Requests
As an admin, you can quickly identify and decide to approve or decline these particular shift requests from either the mobile app or the desktop. Please note that if you choose to decline a shift request, you can add an explanatory note for the user and those hours will not be recorded on the user's timesheet. Let's understand how to access and manage these shift requests from both the mobile app and the desktop.
From the Mobile App
To identify and manage the shift requests from a user who clocked out from outside the geofence on the mobile app:
Log into your account on the mobile app
Navigate to the Admin tab on the bottom far right corner
Then access the Time Clock feature
If you have admin permissions over multiple time clocks, you will be able to select the relevant one and also get an indication of the number of pending requests you have in each of them
Once you've accessed the specific time clock, access the Requests tab
Press on the shift request to view its details. You will quickly be able to identify these particular requests from the warning on the very top that the user received - "You've ended your shift outside of the work zone. This shift is pending your admin's approval" - illustrated below.
Please note: if the user added any special and explanatory notes to help you understand why they've clocked out from outside the geofence, you will also be able to view it
You can then press on either Decline or Approve.
From the Desktop
To identify and manage the shift requests from a user who clocked out from outside the geofence on the desktop:
Access the Time Clock feature from the left sidebar
If you have admin permissions over multiple time clocks, you will be able to select the relevant one by clicking on Access clock and also get an indication of the number of pending requests you have in each of them
Once you've accessed the specific time clock, click on the Pending Requests button from the top right
On the Pending Requests modal, you will be able to quickly identify these particular requests from the warning on the very top stating that the user "requests to end a shift outside the Geo-fence", illustrated below.
You can then click on either Approve or Decline
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