Check-in

Overview

Each site can have a check-in area: a map pin and a radius. The phone's location is compared with that circle. Being allowed to check in does not mean the person was at the site. A punch outside the circle is still accepted, then flagged for a manager to review.

Set up a check-in area

Admins set the area on a location:

1. Go to Admin → Locations and edit a location
2. Turn on "Enable check-in area"
3. Place the pin and set the radius:
   • Search the address with "Place pin from address", or move the pin on the map
   • Set the radius from 25 to 5,000 metres, in steps of 25. The default is 100 metres
4. Save the location. The pin, the radius, and the address must all be saved together

Check in and check out

Open Check in in the main navigation. It sits just before Timesheets.

A site is offered only when either of these is true for today, using London time:

• The employee's working pattern assigns that location and today's hours are greater than zero
• They have a published shift at that location which is happening now, or which falls on the same calendar day

If several sites qualify, the employee chooses one. The choice shows whether it came from the working pattern or from today's shift.

The browser must be allowed to use location. Each check-in and check-out stores the coordinates so a manager can review where the punch happened. The employee is told this on the page. They are not shown the raw coordinates afterwards.

• Only one check-in can be open. They must check out before starting another
• Inside the circle, the punch is not flagged
• Outside the circle, the punch is allowed and marked for review. The employee sees that it was outside the site and flagged for their manager

Outside the site

A punch outside the circle is still accepted. It is marked for review, and the employee sees that it was outside the site and flagged for their manager. If either the check-in or the check-out was outside the circle, the timesheet created at check-out is marked "Outside site".

Punches that were inside the site do not appear in the outside-site list. After check-out they appear only as a normal timesheet entry.

Where it shows on timesheets

Check-in alone does not create a timesheet. Timesheets need a start and an end.

Check-out creates a draft timesheet:

• Start is the check-in time
• End is the check-out time. Organisation timesheet rounding still applies
• Category is "Check-in"
• Description is "Checked in at {site name}"

Who can review a punch

Flagged punches are listed under "Check-ins outside the site". The list shows the latest 50.

• Managers see this on Timesheets → My team's timesheets. It includes people in their department and people they are a timesheet approver for
• Admins and super users see every flagged punch in the organisation on Admin → Timesheets

"View location" opens a map when coordinates were stored:

• Orange is check-in
• Blue is check-out
• The teal circle is the site

On Timesheets, a manager gets two tabs. Employees who are not managers do not see these tabs.

• My timesheets - only their own entries, including add, import, and submit
• My team's timesheets - direct reports only, with approve and reject, plus the outside-site check-ins. It does not include the manager's own entries and it is not the whole organisation

Org-wide timesheet review stays on Admin → Timesheets.

Related Features

• Timesheets - a check-out creates a draft timesheet, and managers review flagged punches on My team's timesheets
• Locations - turn on the check-in area for a site
• Admin: Timesheets - every flagged punch in the organisation
• Working Patterns - a site is offered when today's pattern assigns that location and today's hours are greater than zero
• Scheduling - a site is offered for a published shift happening now, or on the same calendar day
• Admin: Scheduling - publish the shifts that can qualify a site for check-in