What Is a GPS or Geofence Time Clock?
A GPS time clock is an employee timekeeping app with geofencing capability. A geofence is a pre-set virtual boundary that represents an actual physical location. To create a geofence, the manager defines a radius on a map. When a worker punches in using the GPS time clock app, the manager can see their location relative to the geofence. In addition, you can set alerts for out-of-bounds punches and schedule deviations.
How Does Geofencing Improve Employee Time Tracking?
Let’s discuss the benefits to both the employer and employee. A GPS time clock:
- Helps prevent time theft by tracking location with GPS
- Is fast and easy for employees
- Gives the employer real time oversight of employees, work sites and shifts
- Enables supervisors to manage employees from their own remote work location
- Creates an accurate record of work hours for efficient payroll processing
- Improves operational efficiency across teams, projects and work locations
- Alerts employers to potential time and attendance problems before they become chronic
- Allows employees to easily demonstrate proof of work
- Doesn’t require paper documentation
How Does a Geofence Time Clock Work?
A GPS time clock requires GPS, RFID (radio-frequency identification), Wi-Fi or cellular data to track the location of a mobile device or RFID tag. Managers create fences in the mobile timekeeping app and employees punch in and out using a mobile device. In addition, employees can see their shift schedule, timecard, accruals and open shifts in the GPS time clock app.
GPS Employee Attendance Tracking
To use geofence time tracking, you simply draw a radius around a site on a map. Most apps let you identify multiple geofences and assign employees to work sites as needed. When an employee punches in and out for shifts, the app shows their GPS location and whether it’s in or out of the geofence.
When Is It Best to Use a GPS Time Clock?
Companies with mobile hourly employees use geofence time clocks to track work time. These include field service, outside sales, construction, home health, event catering, food trucks, and delivery businesses. GPS time clocks are especially helpful for businesses with multiple work sites and employees who travel between them.
What Are Common Pitfalls of Geofence Time Tracking?
While a GPS time clock has many advantages, as with any powerful tool, it can create problems if not used carefully. Avoid these 5 common pitfalls when using a geofence time clock.
Pitfall #1 – Lack of Formal Policies
First and foremost, you should have a formal attendance and BYOD (Bring Your Own Device) policy. Employees can’t be successful unless they have clear expectations.
The policy should address the following issues for employees:
- How do I punch in/out?
- What if I forget to punch in/out?
- Where do I see my schedule?
- Where do I see my timecard?
- What if I get to work a few minutes early — can I clock in?
- Can I clock out after my shift end time?
- Am I supposed to clock out for breaks and meals?
- What if I need to trade a shift?
- What if I don’t want to use the GPS time clock?
Geofencing apps are used on mobile devices. Thus, you’ll need a bring-your-own-device (BYOD) policy or provide devices to your workforce. Consider compliance, cost, and data security.
In addition, employees will wonder if they can turn off the tracking app when they end their shift. Where is data stored? Who has access to it? If you provide devices to your employees, can they use them for personal activities?
Include the Policy in Onboarding
Time and attendance instruction should begin with onboarding. If you use an HR portal, include a link to the policy. It should also be in your employee handbook.
During onboarding, explain the policy in detail and require new hires to sign a document agreeing to GPS tracking. You want to create accountability and set expectations. Plus, it will help protect you in the unfortunate event that an employee initiates a labor dispute.
Pitfall #2 – Not Enforcing the Policy Consistently
Furthermore, if managers play favorites, morale will plummet. If you penalize employees for not punching in within the geofence, you must apply the discipline consistently.
Remember that the goal of geofencing is to simplify employee timekeeping. Employees avoid the hassle of punching in at a physical clock. With a GPS time clock, managers only need to check up on those who are out of bounds. And by using it, employees working remotely can rest assured that their time is recorded accurately.
For all these reasons, it just makes sense to establish a clear policy and enforce it consistently.
Pitfall #3 – Lack of Training
Of course, don’t assume your employees will immediately know how to use your timesheet app out on the job site. Most mobile systems are intuitive, but you should still provide formal training to each new hire. Your vendor might have training resources, so check with them.
GPS time tracking allows management by exception if everyone uses it properly. Make it easy and accurate from the get go by providing basic instruction.
Help Your Managers Get the Most Out of Your Software
Similarly, train your managers on the supervisor or admin functions. GPS time clocks have great manager tools that include notifications for out-of bounds punches, hour threshold alerts, bulk timecard approval, moderated shift swapping and job code management.
Pitfall #4 – Breaking Workplace Laws
It’s important to understand that employee location-based tracking has legal implications. Therefore, make sure you know the laws in your state and city. For example, here are the most common issues:
- Do I need consent from my employees to track them?
- Are my employees using personal or company-provided mobile devices?
- Am I tracking workers on public or private property?
- Are my employees using personal or company vehicles?
- Am I tracking them outside of normal work hours?
- Where will the information be stored?
- Who has access to it?
Pitfall #5 – Employee Misconceptions
According to Pew Research Center, nine out of ten U.S. smartphone users have location services turned on. This makes it easier for you to explain geofencing and get buy in.
Still, there will be individuals concerned that thier every move is being watched. Reassure them about how your geofencing works and address any privacy concerns.
Before rolling it out, explain the reasons to your employees:
- Their manager will know they arrived at the job site safely
- They will get paid for all time worked
- The app will confirm that they are at the correct work location
- They will be recognized for punctuality and staying late when needed
- A GPS time clock improves client billing and project management
- It prevents time theft and wage theft
- Time theft reduces revenue and wage theft underpays employees
- Excessive time theft can put the company out of business
- Inflated labor costs prevent wage increases
- They will have greater flexibility for remote working, schedules and direct commute to job sites
About the WorkforceHub GPS Time Clock Solution
The WorkforceHub time and labor platform includes a GPS time clock. Managers can quickly and easily create multiple geofences and assign employees or teams to the necessary fence. The system records employee punches and maintains virtual timecards. Regardless of punch location, WorkforceHub will track work hours in real time for quick and accurate payroll processing.
- Visually mapped pin
- Real-time exception alerts
- Identify out-of-bounds employees
- Unified tracking for mobile and hybrid teams
The geofencing time clock in WorkforceHub improves job costing, schedule enforcement, employee safety, compliance recordkeeping, and overall workforce management. There is no better timekeeping tool for organizations with hourly mobile workers. Start a free trial of WorkforceHub today.
