Managing Locations
A location is a site where workers clock in. Each one has its own geofence, kiosk behaviour, go-live switch, 24/7 flag and billing details for the charge schedule.
Last checked against the product:
Overview
Where the page is in each console.
Agency console: Sites > Locations. Client dashboard: Sites > Locations. Both pages have the same settings, with three differences: only the agency console picks the Client for a site and sets the Kiosk language, and the client dashboard counts sites against the client's plan.
Before you start
- Agency console: a super admin or an Admin. Client dashboard: a tenant admin (Admin role). Managers and viewers cannot open Locations.
- The client already exists. See Client Settings.
- The site address, and if you invoice per site, its PO, Sage account and nominal code.
Add or Edit a Site
The form opens with the list of sites.
Open Locations
Go to Sites > Locations. Click Edit on a site to change it, or fill in the empty form to add one.
Enter the basics
In the agency console choose the Client, then enter the Site Name, Address, City and Postcode. Site Capacity is the most workers allowed on site; leave it blank for no limit. In the client dashboard the fields are Name and Capacity.
Set the geofence and kiosk settings
Drop a pin on the map and set the kiosk options. Both are explained below.
Add billing details
Open Billing details and fill in what your invoices need.
Save
Click Add Location for a new site. To save changes, click Save Changes in the agency console or Update Location in the client dashboard.
Each site has its own kiosk link and set-up QR code on Sites > Kiosk setup. A tablet opened with a site's link books clocks to that site. See Setting Up a Kiosk.
GPS and Geofencing
For clocks made on a phone.
| Setting | What it does |
|---|---|
| Map pin | Type an address and click Search, click My GPS, or click the map. Drag the pin to fine-tune. Enter coordinates manually takes a latitude and longitude instead. |
| Geofence Radius (m) | 50 to 10,000 metres around the pin. Default 200. |
| Geofence Mode | Disabled, Warning (log + tell worker) or Strict (block if outside). New sites start on Warning, so you see breaches from day one without locking anyone out. |
| Max GPS Accuracy (m) | A clock whose GPS reading is vaguer than this is marked on the timesheet. Default 100. |
Kiosk and Site Settings
Under Kiosk & site settings.
| Setting | What it does |
|---|---|
| Kiosk language (agency console only) | The language any kiosk pinned to this site starts in: English, Polski, Română or Lietuvių. Workers can still switch on the welcome screen. |
| Express mode | For busy shift changes. The kiosk starts on the badge screen, checks the face straight away and clocks a clocked-in worker straight out (no break button). Pair it with a short result time. |
| Skip the Worker / Visitor / Contractor screen | The kiosk opens on the badge screen. Visitors tap the visitor button instead. |
| Result screen time | How long the result shows, from 0.5 to 15 seconds. 1.5 seconds suits busy sites. Workers can tap to skip. |
| Site is live | Untick while a site is still on paper. The kiosk shows a set-up strip, and the site is left out of the no-show watch and reliability scores until you tick it. |
| Allow the remote camera view | Off by default. When on, the kiosk shows a camera notice and only streams while someone has the view open from Kiosk fleet. |
| Site runs 24/7 | A kiosk that goes silent here is reported at any hour, by email to super admins, Admins and anyone on the Coordinator or Payroll preset, and to TempClock support. Other sites are watched Monday to Friday, 09:00 to 18:00. Alerts go by email only: text message alerts are not used. The same list appears as Sites that run 24/7 on System health. |
| Siteboard password (when editing) | Protects the public site board. Admins and managers who are signed in skip it. |
Billing Details
Read by the charge schedule and its Sage 50 and Xero files.
| Field | Use |
|---|---|
| Billing name | The company the site is billed to. Blank uses the client name. |
| Billing contact and Billing email | Who the schedule or invoice goes to. |
| PO reference | Printed on every charge schedule line for this site. |
| Sage account | The Sage 50 customer account reference. |
| Sage department | The Sage 50 department code (a number). |
| Nominal code | The sales nominal code in Sage, or the account code in Xero. Blank uses 4000 (Sage) or 200 (Xero). |
Fill these in before the first week is closed. The charge schedule reads them when it is opened or exported. If Sage account is blank, the Sage 50 file uses the first 8 letters of the billing name in capitals (or CUSTOMER) as the account. If Nominal code is blank, it uses 4000 in Sage and 200 in Xero. Check both against Sage before the first export. See The Charge Schedule.
Disable a Site
History is kept.
Troubleshooting
Common questions.
| Problem | Check |
|---|---|
| The client dashboard will not let me add a site | The plan limit is reached. The page shows the count and an Upgrade plan link. Ask the agency to raise Max Locations on the client, or move it to the Standard plan. |
| Phone clocks are refused at the site | The geofence is in Strict mode and the pin or radius is wrong. Move the pin or switch to Warning. |
| No silent-kiosk alert overnight | Tick Site runs 24/7. Without it, the site is only watched in office hours. |
| The charge schedule has no PO or Sage account | Fill in Billing details on each site. |
Related guides
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