Time Clock and Geo-Fencing

Overview

Agencies that have configured only the Time Clock for their personnel will see no changes in how their personnel interact with the time clock via web and mobile app.

Agencies using the Time Clock & Geofence should note that the geofence functionality is only available via the PowerDetails mobile app with the following in mobile device settings in place:

Allow app to use exact location
Low Power mode is not in use
Push Notifications must be enabled & display on home screen

Note: The Time Clock & Geofence is dependent on the Billing Approval Feature. Turn this feature on in the Site Configuration settings first. Navigate to the employer profile and choose require billing approval for each employer that will use the time clock and/or geofence.

Configuration

Enabling the Time Clock & GeoFence

Navigate to the Employer Profile that you wish to enable the time clock and/or geofence for. Scroll to the bottom of the page to locate the Time Clock & Geofence checkboxes. Make your selections and press Save.

If only using the Time Clock, once the checkboxes have been selected & Saved, there is no further configuration required; the time clock is ready for use via both the mobile app & web.

Note: Configuration can be done by both Administrators & Personnel Administrators.

After updating settings, save changes to apply them to all locations and users.

Field Name	Description
Enable Time Clock & Location Tracking	This feature allows for tracking when a person is en-route, clocking in or clocking out. Administrators will be able to see a location stamp for each clock-in and clock-out event. If this setting is enabled, personnel will be able to clock-in to their assigned detail up to one hour before the scheduled start time
Enable Reminders & Alerts	This feature will generate alerts to the administrator if a user does not clock-in within 20 minutes of the job start time. In addition, the personnel that missed the entry will receive a reminder to clock in
Enable Geofencing for Locations	Enables geofence notifications for TimeClock. Personnel will receive enter/exit alerts when approaching or leaving the defined geofence, but Clock In and Clock Out actions are still allowed outside the area

GeoFence Configuration

If you chose to enable the geofence, in the same Employer Profile you just configured on the General Tab, click on the Locations Tab.

Field Name	Description
Name	Name for this location that will appear when building a job for this employer
Address	Personnel will be routed to this address when using Google Maps and the geolocation pin and radius will be configured to this address
City	Corresponding City name to the Address
State/Province	Corresponding State/Province name to the Address
Postal Code	Corresponding Postal Code to the Address
Notes	Optional field for agency internal use
Geolocation	Manage the pin and radius for the geofence for this location
Obsolete	If the location is no longer in use, it can be made obsolete. Alternatively, clicking Show Obsolete will display all obsolete locations which can then be made active again

If the Employer has more than one location, add the locations individually and press Save after each entry. Once the location is saved, the geolocation icon will appear.

Click on the geolocation icon. A pop up window will open to display the default geofence in the form of a blue radius with the location pinpointed in the middle.

Note: The default radius is .5 miles.

To change the size of the geofence radius, drag the radius inward or outward using the white dot on the right side of the radius or enter the desired radius as miles, feet, kilometers or meters.

Note: The minimum size for a radius is 328.08399 feet or 100 meters. Attempts to adjust the radius below this minimum size will display a red radius that cannot be saved. This minimum radius size is due to

Once the radius has been configured, select Apply to Grid or Apply to All. Apply to Grid means that your radius will only be saved once you press Save on the Locations page of the application. Any rows that have not yet been saved will have a yellow background.

Apply to All will apply & replace the geofence settings to all of the locations. Once saved on the locations page, this action cannot be undone. If changes are needed, click on the geolocation icon and create a new location/radius for desired locations.

Time Clock (Admins)

The time clock can be used without configuring a geofence for each job location.

Realtime access to Time Clock Entries

Jobs will display real time information regarding the Time Clock Status. Navigate to the job and review the information in the Personnel section.

Time Clock Definitions

Status	Definition
En Route	If selected, indicates that a Personnel user is on their way to the job.
Won’t Make it	If the user knows they cannot make it to the job, they can press “Won’t Make It” and leave a comment to explain why.
Clock In	This is when the user acknowledges that they have arrived at the job.
Clock Out	Indicates that the personnel user is leaving the job. The application allows them to indicate if they will be returning or not. Users can clock in and out as many times as needed.

Missed Time Clock entries & Time Corrections

Personnel Users may forget to Clock In or Out. Before they are able to bill their job, they will be asked to update/correct their time clock entries. At least one, complete time clock entry that contains both a clock in and clock out is required to bill the job. This requirement is for both web & mobile & will significantly reduce the friction for admins when time clock entries are missed.

Billing Approval

Jobs containing time clock entries will appear in Billing Approval with a clock icon. The clock icon will be yellow or green.

The yellow time clock icon indicates that the personnel user manually entered one of more of their time clock entries during billing.

Clicking on the yellow time clock icon will display a pop up showing the administrator which time clock punch(es) were entered manually. This is denoted by a yellow clock icon within the popup. Administrators do have the option to edit or delete these records but no further action is needed to approve the job to invoice.

The green time clock icon indicates that the personnel user clocked in and out using the time clock buttons while working the job.

Time Clock & Geofence (Personnel)

Using the Time Clock via the Mobile Apps

To access the Time Clock function, log in to the PowerDetails mobile app and navigate to the My Jobs page.

Once in the My Jobs section, tap on the job that you would like to clock in to. If you are on the way to the job you can optionally tap En Route. If you have already arrived at the job tap Clock In.

When Clocking in, there is an optional comment box that can be used to share information with Administrators about your arrival to the job.

If you cannot get to the job for any reason, tap “Will Not Make it” and add the reason why you will not make it to the job.

You can Clock In and Out of the Job as many times as needed. The process to Clock Out is the same as Clocking In. Navigate to the job via My Jobs and select the clock out banner at the top of the job.

If you are clocking out for a break or other reason, select Returning when Clocking out. (This option will allow you to clock back in after your break.) If you have completed the job and will not be returning, tap Done to Clock Out.

Once you have Clocked Out, the app will automatically take you to Submit Hours via Bill Completed Jobs.

Using the Time Clock via the Web

To access the Time Clock function, log in to PowerDetails via your web browser and navigate to the My Jobs section of the Homepage.

Any Job with the Time Clock enabled will have a Time Clock button displayed.

Click the Time Clock Button next to the job you would like to clock in to. If you are on the way to the job you can optionally select En Route. If you have already arrived at the job click Clock In.

When Clocking in, there is an optional comment box that can be used to share information with Administrators about your arrival to the job.

If you cannot get to the job for any reason, tap “Will Not Make it” and add the reason why you will not make it to the job.

You can Clock In and Out of the Job as many times as needed. The process to Clock Out is the same as Clocking In. Navigate to the Homepage and find the My Jobs section and click the Time Clock button again.

Once you have Clocked Out, the app will be asked by the application if they would like to Submit Hours via Bill Completed Jobs.

Missed Time Clock Punches

Personnel who forget to clock in and/or out will be required to correct/update their time clock entries prior to submitting their hours. Adding manual time clock entries can be completed in either the mobile app or via the web.

Personnel users can have as many clock in and clock out entries as needed however one row must be complete before they can submit their hours.

In the mobile app, bill your job as you would normally & on the bill job screen tap +Add Entry. A clock in and clock out row will appear in yellow. Tap each yellow box and select the appropriate date/time. Now, submit your hours.

Via the web, bill your job as you normally would and enter your time clock entries in the yellow boxes. Now, submit your hours.

Geofencing

Geofencing functionality is only available through the mobile app. If you clock in or out using the web, geofence activity will not be recorded. Mobile devices can capture geofence data in real time, while laptops cannot. This is a limitation of current technology, not of PowerDetails.

Mobile Alerts for Entrance / Exit

When personnel enter or exit the configured geofence area, they’ll receive a push notification from the app. The notification lets them know they’ve entered or exited the area and asks if they’d like to clock in or out. Tapping the notification opens the app, allowing them to complete the action.

Reports

Monitoring the Time Clock and Geofencing actions in your site can be done with standard reports. Navigate to Advanced Menu, Reports & Click Standard Reports.

Geofence Action Log

This report provides entries for each time the geofence was entered or exited per job. Map icons can be clicked to see the coordinates of the action via google maps.

Time Clock Entries

This report displays all of the time clock entries for jobs including the distance from clock in and clock out. Map icons can be clicked to see the coordinates of the action via google maps.

Missed Time Clock Entries

This report provides job information where one or more time clock entries are missing.

Note: Clicking the star icon to the left of the report name will add it to your report ‘favorites’ for future eases of reference.