Restricting Where Employees Can Clock In

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Applies to ,

Overview

In When I Work, employees can be allowed to clock in from anywhere, or you can limit where employees are allowed to clock in based on where they’re physically located. You might want to set up location-based restrictions to increase accountability and make sure employees are clocking in from where they’re scheduled to work.

If you need to set up time-based clock-in restrictions, check out Restricting When Employees Can Clock In.

How location-based clock-in restrictions work

Location-based restrictions determine where employees need to be in order to clock in; they can be applied to mobile app and personal computer clock ins.

Mobile app

When location-based restrictions are enabled, you can set how close employees must be to their scheduled location to clock in. The distance you set creates a radius around a schedule or job site’s address. When I Work uses the GPS signal on employees’ phones to determine where they’re located when they try to clock in:

  • If an employee is within the radius, they’re able to clock in.
  • If an employee is outside the radius, they’re prevented from clocking in.Location-based clock-in restriction message

Depending on the type of business you’re running and where it is located, you might want to set up a smaller or larger clock-in restriction. For example:

If…You run a small store and need to make sure employees are in or near the store when they clock in
Restriction Recommendation100m
If…You run golf course where employees need to be able to clock in at a back entrance away from the main clubhouse
Restriction Recommendation1000m
If…You allow employees to clock in from anywhere
Restriction RecommendationTurned off
If…Your business has weak or no GPS signal, but you still want to make sure employees are clocking in at the right location
Restriction RecommendationTurned off (or set up a time clock terminal)
If… Restriction Recommendation
You run a small store and need to make sure employees are in or near the store when they clock in 100m
You run golf course where employees need to be able to clock in at a back entrance away from the main clubhouse 1000m
You allow employees to clock in from anywhere Turned off
Your business has weak or no GPS signal, but you still want to make sure employees are clocking in at the right location Turned off (or set up a time clock terminal)

Personal computer

When location-based restrictions are enabled, When I Work verifies that employees are clocking in from their scheduled location by checking the IP address of their internet connection. An IP address is similar to what your house number is on your street, but to your internet connection.

  • If an employee is connected to the IP address set for their scheduled location, they’re able to clock in.
  • If an employee isn’t connected to the IP address set for their scheduled location, they’re prevented from clocking in.Work computer clock in
Make Sure You Have a Static IP Address

If you want to require employees to clock in from computers located at your place of business, your internet connection must have a static IP address. If you don’t know whether you have a static IP address, contact your internet service provider.

Things to know before you begin

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. If you allow employees to clock in using their personal computers, enter your IP address in the IP Address field. If you’re currently at the schedule location, click Location to set the IP address automatically.
  5. 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 location.

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.
  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: Enable location restrictions

  1. Go to App Settings.
  2. From the menu on the left side of the screen, click Attendance.Attendance settings
  3. Under Clock In With Mobile App, check the Employees Must Be Near Location to Clock In box.
    If you don’t allow mobile clock-ins but need to change how close employees must be in order to clock in, temporarily enable mobile clock-ins to change the distance, then disable the setting.
    Employees Must Be Near Location to Clock In setting
  4. In How Close Must Employees Be to the Scheduled Location or Job Site to Clock In, configure how close employees must be to the address (in meters) in order to clock in.
    • The minimum radius allowed is 100 meters.
    • If employees are having trouble clocking in, try entering a larger number to extend the radius around the address. For more information, check out Troubleshooting Mobile Time Clocks.
  5. When you’re finished, click Save in the top-right corner of the screen.
Updated on June 18, 2018

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