Set up Geo-fencing for mobile app clocking in Humanforce Cloud WFM

Use this guide to configure Geo-fencing for mobile app clocking in Humanforce Cloud WFM. Geo-fencing allows employees to clock in and out using the Humanforce mobile apps only when they are within a defined geographical boundary. This helps ensure accurate attendance data and removes the need for physical clocking hardware.

Part 1: Before you start

1. Ensure your organisation has a valid Google Maps API Key registered in Humanforce.
   • Follow Google Maps API Key Setup before proceeding.
2. Confirm your user role has access to Geo-fencing Coordinates under Admin > Org Structure.
   • If you don’t see this option, update your Access Level settings to include it.
   • If you don't have access to edit access levels, contact your system administrator.

Part 2: Configure coordinates for locations, departments, or areas

1. Go to Admin > Org Structure > Geo-fencing Coordinates.
2. Select the level you want to set the geo-fence for (e.g. location, department, or area).
   • Use the ▶︎ arrow to expand the departments and areas.
3. Click Edit.
4. Search for your address in the map field.
5. Use the GeoFence radius (in meters) slider to define your radius.
6. Click OK to confirm.

The map displays a circular boundary around your selected area, confirming the geo-fence has been applied.

Part 3: Configure coordinates for Events or Functions

1. Go to Management > Rostering > Event Manager.
2. When creating or editing an event, click Find on the map.
3. Search for the address, then set the radius.
4. Click OK to save.

The event record shows valid Latitude, Longitude, and GeoFence radius values.

For more detail, see Set up geofencing for Events or Functions in Event Manager.

Part 4: Configure access level permissions

Geo-fencing relies on access level settings in both TimeTarget Online and Mobile App permission groups.

1. Go to Admin > Security Config > Access Levels.
2. Select the required access level and click Edit.
3. Open the Permissions tab.
4. Search for Geo. 
5. Under TimeTarget Online, enable the following options:
   • View Clock Timesheets Page
   • Enable geolocation tracking
   • (Optional) Force geolocation tracking
   • (Optional) Hide the geolocation map – hides the map from kiosks to reduce API credit usage.
6. Under Mobile App.
7. Enable Allow Timesheet Clocking, review and set the following related options:
   • Allow Timesheet Clocking: Enables clock in/out on the mobile app if the employee is within their rostered or default location geo-fence.
   • Allow clocking at any place where coordinates are specified: Allows clocking at any location that has coordinates configured, regardless of roster.
   • Allow clocking outside of geofence radius: Permits clocking in/out from anywhere, ignoring the defined geo-fence.
   • Bypass geo-location based timezone: This setting uses the device’s timezone instead of GPS detection to record accurate shift times.
8. Click Apply Changes.

Mobile app users can clock in and out within permitted locations according to configured permissions.

Additional information

• If employees attempt to clock outside a configured geo-fence or have location services disabled, the app shows one of the following messages:

  • “You are not permitted to start or end a timesheet at this location.”
    The employee is outside the configured geo-fence.

  • “To continue you must enable location services for this app.”
    The employee’s phone has location services disabled.

    • To resolve, direct the employee to Enable location settings on your mobile device.

• Geo-fencing applies only to employees with Allow Timesheet Clocking permission.
• The system prioritises the geo-fence set on the rostered location.
  • If no shift is rostered, it uses the default location geo-fence.
• Reducing the radius too tightly (under 50 meters) may prevent clocking in areas with GPS drift.
• To improve performance, avoid setting overlapping geo-fences across multiple nearby locations.