When creating/editing a location, if you enter a valid address, Arcoro Time will try to associate a GPS coordinate (latitude/longitude coordinates) to the location based on information available from Bing maps. Arcoro Time will then create an imaginary circle radiating from the GPS coordinate called the GEOFence. The GEOFence is used to denote the overall size of the location to help indicate if an employee's mobile device was within the area of the location or not when clocking in/out.

We also offer a video training for this topic on Arcoro Learning.

Table of Contents

• Setting Up/Adjusting the Geofence
• Using the Geofence
  • Geofence Restrictions and Warnings
  • Map View
  • Mobile Location List

Setting Up The GEOFence

1. Go to Manage and click on Locations. 
   
2. Click the eye icon for an existing location or Add if adding a new location. 
   

3. Enter the basic information for the location. Additional fields/settings can be configured after. If a required field is blank, or the name or location ID is already in use, the menu stays open and points to each field to fix. If a save fails, entries stay in place so you can try again. Click Add when finished. 

   • Name (Required) and Location ID - The name and location ID must be unique within your company, including inactive locations.
   • Location Code
   • Location type - Specify if the location is for the "Office" or "Time Tracking". When adding a location initially, only one of the options can be selected. Both options can be selected later.
     1. If "Time Tracking" is enabled, the location is active in Arcoro Time and Payroll only. If "Time Tracking is not checked, the location is inactive in Arcoro Time. 
     2. If "Office" is enabled, the location is available in all features, including Core HR, Onboarding, and Talent. If "Office" is not checked, it is marked inactive in modules that support an inactive status and removed from products that do not.
   • Status - The status defaults to "Active"
   • Business unit - For companies with Onboarding business units, "Office" locations require a business unit when they are added so they can be set up in Onboarding right away.
   • Address - Search for an address to fill the fields automatically and preview it on a map, or enter it by hand: 
     • Address
     • City
     • Country
     • State/province/region
     • Postal code
     • Latitude/Longitude

   

4. Click Edit to edit the location details.
   
5. Click Time.
   
6. Click and drag the circle around the radius or use the "Geofence radius" field.
   
7. If no GPS coordinates were generated, you can enter the coordinates manually based on the GPS information from a mapping service such as Google or Bing Maps. For more information on setting up the GPS coordinates manually, refer to the following dedicated article.

GEOFence Considerations

• When viewing the GEOFence and how best to cover a location, also consider where the employees can be throughout their workday.
  • For example, you may have the GPS coordinate at a specific address, but the employees may need to park their vehicles at a designated area, clock in to start their day, and walk to the location. In this case, the GEOFence should cover not just where the employees are working, but also when they start or end their day as appropriate.
• You may also need to take into account environmental factors that can affect accuracy GPS from an employee's phone. Mountains, large buildings, being underground, etc., can affect GPS accuracy. The employee may be in the correct location, but their phone may place them slightly outside the GEOFence.
• Avoid setting the GEOFence to 0 as it can cause unexpected or undesired behaviour in reliant features, such as GEOFence warnings & restrictions.

Using the Geofence

Geofence Restrictions and Warnings

When a location has a GEOFence, you can restrict or warn an employee if they were to clock in/out to a location and are outside of the GEOFence. To set this up, you can refer to Setting Up GEOFence Warnings and Restrictions.

Map View

As employees clock in with Mobile, any location data associated with their clock in/out is compared to the GEOFence for their location. While the time card will show colored icons to quickly see if an employee was within the GEOFence of a location, you can also review where their mobile device was in relation to the GEOFence from the Map View.

For more information about Map View, refer to the dedicated following article.

• If they are within the GEOFence of their selected location, they will have a green icon. 
  
• If they are outside of the GEOFence, their location will be shown with a red icon and a blue line connecting them to their selected location. 
  

Mobile Location List

Starting in ExakTime Mobile version 2.67, the location list will now show locations that the employee is within the GEOFence based on the GPS from the mobile device and the GEOFence for your locations, in addition to the full list of available locations. This will help your employees make informed decisions, but allow them the flexibility of picking any location as needed.