First: How to Add Work Locations?
Step 1 "Company" --> "Location", set the relevant information for the work location(s).
Under "Company" --> "Location" --> click "+New" to add a new work location.
Step 2 Fill in information for the "Location" accordingly and define the location.
Fill in the "Address Display Name" (required), "Code" (optional) and then click on the [Choose location by Google Map] button to get the "Full Address" (required).
Step 3 Set a detailed location (for clock in/out at a precise location).
In the red box, just type in your address and the Google Maps will help you pin the location and automatically fill in "Full Address" and "GPS Location".
Step 4 Set the valid range for the clock in/out at that location.
In "GPS Clock-in Perimeter", system's default setting is 500 meters. You can also adjust it according to your company's needs.
Note ⚠️ : For certain work locations that occupy a big land area, GPS positioning on the map might be a little off and cause clock in/out to fail. To increase your employees' clock in/out success rate, we recommend setting the perimeter to 500 meters.
Step 5 Completion of adding a work location.
Click on "OK" and then "Save" to add your new work location.
Note ⚠️ : If your company has multiple work locations, you can add them all here.
Why Do You Need to Add Work Locations?
1. For a better shift scheduling and clock in/out experience
Clocking in/out using the GPS method requires you to add "Location(s)" for work or shift.
If you're using the Bluetooth clock in/out method, you can restrict which locations those Bluetooth beacons can be used at.
2. For easier employees management and data processing
When you are completing employees' profiles and want to add work locations for them, you need to first add the locations here for a quick choice from the dropdown list.
When doing your day-to-day operations (checking shifts, attendance data, leave, payroll, etc.), you can always filter by work location.
When doing bulk settings like scheduling shifts and exporting reports, you can filter by work location to quickly filter out the desired data for processing.
If you do not have multiple office locations nor the need to use scheduling and clock in/out functions, then you don't have to set up "Locations" for work.
Second: How to Customise Attendance Rules?
If your company already set rules for lateness/absence/early leave and working hours calculation, you can also make the same detailed settings in "Location" under "Company" before your staff starts clock in/out. Every clock in/out location supports its own individual settings.
Detailed Setup Guide
1. Shortest Attendance Interval (Minutes)
This is to set the minimum time interval between two consecutive clock-in/out records
The system will set the time interval to 0 by default
e.g. If you set the time interval to 0 minute, staff can clock in/out again immediately right after they just clocked in/out. If you set the time interval to 10 minutes, staff can not clock in/out again until 10 minutes after they clocked in/out.
2. Open Time (Minutes)
This is to set how many minutes before scheduled working hours start can employees start clocking in.
The system default is 240 minutes, which means 4 hours before scheduled working time starts.
e.g. Your scheduled working time starts at 9:00 and you set Open Time to 30 minutes, then your attendance will not be recorded as valid or included in attendance calculation if you clock in before 8:30.
3. Close Time (Minutes)
This is to set how many minutes after scheduled working hours ends can employees still clock out.
The system default is 360 minutes, which means within 6 hours after scheduled working time ends.
e.g. Your working time ends at 18:00 and you set Close Time as 30 minutes, then your attendance will not be recorded as valid or included in attendance calculation if you clock out after 18:30.
4. How Late Can Employees Clock In And Not Be Considered "Late"? (Minutes)
This is to set when employee clock ins will be labelled as "late".
The system default is 0 minute.
e.g. If your scheduled working hours start at 9:00 and you set the time here to 5 minutes, then employees who clock in at 9:06 or late will be considered "late".
5. How Early Can Employees Clock Out And Not Be Considered "Early Leave"?(Minutes)
This is to set when employee clock outs will be labelled as "early leave".
The system default is 0 minute.
e.g. If the scheduled working hours are at 18:00 and you set the time here to 5 minutes, then employees who clock out at 17:55 or earlier will considered "Early Leave".
6. Working Hours Rounding (mins)
This is to set how you want employee working hours to round down for attendance calculation purposes.
The system will not round down working hours by default.
e.g. If you set 30 minutes in Working Hours Rounding, while the actual working hours of an employee is 7 hours and 12 minutes, then the total working hours will be calculated as 7 hours.
Attendance Calculation Settings
7. If the employee's clock in time is earlier than the shift starting time, use the shifting start time for attendance calculation.
The system default is "Yes", which means the shift starting time will be used for attendance calculation instead of actual clock-in time.
e.g. If the working hours is from 9:00 to 18:00, and the staff clocked in at 8:20:
1. If you choose "No": 8:20 will be used for attendance calculation;
2. If you choose "Yes": 9:00 will be used for attendance calculation.
8. If the employee's clock out time is later than the shift ending time, use the shift ending time for attendance calculation.
The system default is "Yes", which means the shift ending time will be used for attendance calculation instead of actual clock-out time.
e.g. If the working hours is from 9:00 to 18:00, and the staff clocked out at 19:00:
1. If you choose "No": 19:00 will be used for attendance calculation;
2. If you choose "Yes": 18:00 will be used for attendance calculation.
9. Default shift template for work days without pre-set shift
If a staff clocked in/out without any scheduled shift, the system will calculate working hours based on this shift template.
There is no default shift set by the system.
If you choose a shift template, our system will use the times in the template as the scheduled working time.