Workplace

Purpose

The Workplace screen allows administrators to define approved work locations where employees are authorized to perform attendance check-in and check-out activities.

Workplaces are used when Attendance by Coordinates is enabled. Each workplace contains geographic coordinates and a permitted attendance radius. Employees must be physically located within the configured radius of an assigned workplace to successfully record attendance.

This feature supports organizations with:

• Office-based employees

• Remote and work-from-home employees

• Branch offices

• Warehouses and factories

• Field offices

• Multiple business locations

Workplace records are used for location-based attendance validation and employee workplace assignments.

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Create

Prerequisite

Before creating workplaces, coordinate-based attendance must be enabled.

Enable Attendance by Coordinates

1. Navigate to Timesheets & Leave → Settings.

2. Enable Allow Attendance by Coordinates.

3. Save the settings.

Create a Workplace

Step 1: Open Workplace

1. Navigate to Timesheets & Leave from the left sidebar.

2. Select Workplace.

3. Open the Workplace tab.

Step 2: Create a New Workplace

1. Click the Add button.

2. The New Workplace window will appear.

Step 3: Enter Workplace Information

1. Enter the Name.

2. Enter the Workplace Address.

3. Enter the Latitude and Longitude, or click My Location.

4. Enter the Radius (m).

5. Optionally enable Set Default.

Step 4: Save

1. Click Save.

The workplace will become available for employee workplace assignments and attendance validation.

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View

The Workplace list displays all configured workplace locations, including:

• Workplace name

• Address

• Coordinates

• Attendance radius

• Default workplace designation

Administrators can review workplace settings before assigning them to employees.

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Edit

To modify an existing workplace:

Step 1: Open Workplace

1. Navigate to Timesheets & Leave → Workplace.

Step 2: Select a Workplace

1. Locate the workplace you want to update.

2. Click Edit.

Step 3: Update Information

1. Modify the required fields.

2. Review the changes.

Step 4: Save Changes

1. Click Save.

The updated workplace settings will immediately apply to future attendance validations.

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Delete

To remove a workplace:

Step 1: Open Workplace

1. Navigate to Timesheets & Leave → Workplace.

Step 2: Select a Workplace

1. Locate the workplace you want to remove.

2. Click Delete.

Step 3: Confirm Deletion

1. Review the confirmation message.

2. Confirm the deletion.

The workplace will be removed from the system.

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Field Descriptions

Field	Description
Name	Name used to identify the workplace location.
Workplace Address	Physical address of the workplace.
Latitude	Geographic latitude coordinate used for location validation.
Longitude	Geographic longitude coordinate used for location validation.
My Location	Automatically retrieves the current GPS coordinates of the device.
Radius (m)	Maximum allowable distance, in meters, between the employee's location and the workplace location for successful attendance.
Set Default	Designates the workplace as the default workplace for employee assignments.

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Workflow Rules

Workplace Management Rules

• Workplaces are used for coordinate-based attendance validation.

• Employees must be assigned to a workplace before workplace-based attendance can be validated.

• Attendance validation compares the employee's location against the assigned workplace location.

Attendance by Coordinates Rules

This functionality is available only when:

• Allow Attendance by Coordinates is enabled in Attendance Settings.

When enabled:

• Workplace attendance validation becomes active.

• Employees can check in and check out based on their assigned workplace location.

GPS Location Rules

Manual Coordinates

Administrators may manually enter:

• Latitude

• Longitude

to define a workplace location.

My Location

When My Location is selected:

• The system retrieves the device's current GPS coordinates.

• GPS permissions must be enabled on the device.

Attendance Validation Logic

During check-in or check-out:

1. The system determines the employee's current GPS location.

2. The system retrieves the coordinates of the assigned workplace.

3. The distance between both locations is calculated.

4. The system validates the configured attendance radius.

Radius Validation Rules

If:

• Distance between employee and workplace ≤ Configured Radius

Then:

• Attendance is allowed.

If:

• Distance between employee and workplace > Configured Radius

Then:

• Attendance is denied.

Check-In / Check-Out Behavior

Successful attendance requires:

• Coordinate-based attendance enabled.

• Employee assigned to a workplace.

• Employee location within the configured radius.

If any validation fails:

• Attendance is rejected.

• The employee cannot successfully check in or check out.

Default Workplace Rules

When Set Default is enabled:

• The workplace becomes the default location used during workplace assignments.

Automatic Default Assignment

When creating the first workplace:

• If the administrator does not manually enable Set Default and clicks Save, the system automatically marks the first workplace as the default workplace.

Employee Assignment Rules

• Workplace records are used within Workplace Allocation.

• Employees may be assigned specific workplace locations.

• If no workplace is selected during workplace allocation, the system uses the default workplace.

Route Priority Rules

If both:

• Attendance by Coordinates

• Attendance by Route

are enabled,

and an employee has both:

• An assigned workplace

• An assigned work route

for the same day,

then:

• Route-based attendance validation takes priority over workplace-based validation.

Attendance Processing Rules

• Workplace assignments are referenced during attendance validation.

• Successful attendance transactions are recorded only after workplace validation is completed.

• Workplace information may be displayed within attendance records and reports.

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Status Behavior

Attendance Validation Status

Condition	Result
Employee Within Radius	Attendance Allowed
Employee Outside Radius	Attendance Denied
Workplace Not Assigned	Attendance Validation Failed
Attendance by Coordinates Disabled	Workplace Validation Not Applied

Default Workplace Status

Condition	Result
Set Default Enabled	Workplace Becomes Default
First Workplace Created	Automatically Set as Default

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Synchronization

Data created in this screen is synchronized with:

• Attendance Management

• Employee Check-In

• Employee Check-Out

• Workplace Allocation

• GPS Attendance

• Attendance Validation Engine

• Work Routes

• Employee Management

• Attendance Reports

• Employee Attendance History

Changes to workplace records are applied immediately to attendance validation and workplace assignment processes.

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Important Notes

• Workplace functionality requires Allow Attendance by Coordinates to be enabled.

• GPS access may be required when using the My Location feature.

• Employees must be within the configured radius to successfully record attendance.

• The Radius value should be carefully configured to balance attendance flexibility and location accuracy.

• The first workplace created in the system automatically becomes the default workplace if no default workplace already exists.

• Deleting a workplace may affect employee attendance validation and workplace assignments.

• If both workplace-based and route-based attendance are configured, route-based attendance takes precedence when applicable.

• Accurate latitude and longitude values are essential for successful attendance validation.

• Workplace records should be reviewed periodically to ensure location information remains accurate.