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Allow Clocking In from Mobile Devices

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Overview

Turn on the mobile time clock method to allow your employees to clock in and out using the When I Work app on their iPhones and Android phones.

You can also allow employees to clock in and out from work computers or fixed time clock terminals.

Things to know before you begin

  • You must have manager or account holder access privileges to modify attendance settings.
  • When I Work can require employees to clock in near the schedule or job site address based on GPS coordinates. For this to work properly, your schedules and job sites must have complete addresses in When I Work.

Step 1: Prepare your schedules

When I Work uses the physical addresses for your schedules to make sure employees clock in for shifts from the correct place.

Perform these steps for each of your schedules to make sure that clocking in works correctly:

  1. In the top-right corner of the page, hover over Gear menu, then select Schedules.
  2. Click a schedule to edit it.
  3. In the Address field, start typing the schedule’s physical address, then select the address from the list.Edit schedule menuAfter you select an address, make sure the map displays a pin in the correct location.
  4. Click Save Schedule.

Step 2: Prepare your job sites

If you do not use job sites, skip this step.

When I Work uses the physical address for your job sites to make sure employees clock in for shifts from the correct place.

Perform these steps for each of your job sites to make sure that clocking in works correctly:

  1. In the top-right corner of the page, hover over Gear menu, then select Job Sites.Gear menu Job Sites option
  2. Click a job site to edit it.
  3. In the Address field, start typing the job site’s physical address, then select the address from the list.
    Edit Job Site page

  4. Click Save Job Site.

Step 3: Turn on the Mobile time clock method

  1. In the top-right corner of the page, hover over your profile picture and select App Settings.App Settings menu item
  2. On the left side of the page, click the Attendance tab.
  3. Under Mobile, click the toggle to move it to the on position.Time Clock settings
  4. (Optional) If you want to require employees to clock in near the appropriate schedule or job site:
    1. Select Force Users to Clock In Near the Specified Schedule and/or Job Site.
    2. In Maximum Distance When Clocking In, configure how close employees must be to the address (in meters) in order to clock in.
      • The default is 100 meters. If you adjust this value, we recommend entering a value greater than 50 meters.
      • If employees are having trouble clocking in, try entering a larger number to extend the radius around the address.
  5. Click Save in the top-right corner of the page.

Next steps

Let your employees know they can clock in from their iPhones and Android phones.

Updated on November 16, 2017

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