Workplace Allocation

Purpose

The Workplace Allocation screen allows administrators to assign workplace locations to employees for coordinate-based attendance tracking.

When Workplace Allocation is used, employees must perform check-in and check-out activities from their assigned workplace location. The system validates the employee's GPS coordinates against the assigned workplace during attendance processing.

Workplace assignments directly affect the Check-In and Check-Out functions on the Attendance screen.

Employees who are not assigned to a workplace cannot perform workplace-based attendance validation and will receive a location error message during attendance attempts.

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Create

Prerequisite

Before assigning workplaces:

1. Create one or more workplace locations.

2. Enable Allow Attendance by Coordinates in Attendance Settings.

Assign a Workplace to Employees

Step 1: Open Workplace Allocation

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

2. Select Workplace.

3. Open the Workplace Allocation tab.

Step 2: Create a New Assignment

1. Click the Add button.

2. The New Workplace Assignment window will appear.

Step 3: Configure the Assignment

1. Select one or more Staff Members.

2. Select the Workplace.

Optional:

• If no workplace is selected, the system automatically assigns the organization's default workplace.

Step 4: Save

1. Click Save.

The selected employees will be assigned to the workplace and can begin using workplace-based attendance validation.

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View

The Workplace Allocation list displays all employee workplace assignments, including:

• Employee name

• Assigned workplace

• Workplace location details

Administrators can review workplace assignments to ensure employees are linked to the correct attendance location.

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Edit

To modify an existing workplace assignment:

Step 1: Open Workplace Allocation

1. Navigate to Timesheets & Leave → Workplace → Workplace Allocation.

Step 2: Select an Assignment

1. Locate the assignment you want to update.

2. Click Edit.

Step 3: Update Information

1. Change the assigned employees or workplace as required.

2. Review the changes.

Step 4: Save Changes

1. Click Save.

The updated workplace assignment will be used during future attendance validations.

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Delete

To remove a workplace assignment:

Step 1: Open Workplace Allocation

1. Navigate to Timesheets & Leave → Workplace → Workplace Allocation.

Step 2: Select an Assignment

1. Locate the assignment you want to remove.

2. Click Delete.

Step 3: Confirm Deletion

1. Review the confirmation message.

2. Confirm the deletion.

The selected employees will no longer be assigned to that workplace.

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Field Descriptions

Field	Description
Staff	One or more employees who will be assigned to a workplace location.
Workplace	The workplace location used for attendance validation.
Default Workplace	The workplace automatically assigned when no workplace is selected during assignment creation.

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Workflow Rules

Workplace Assignment Rules

• Employees must be assigned to a workplace to use workplace-based attendance validation.

• A workplace assignment links an employee to a specific attendance location.

• Multiple employees can be assigned to the same workplace.

Default Workplace Rules

When no workplace is selected:

• The system automatically assigns the organization's default workplace.

• The default workplace is configured in the Workplace screen.

Attendance Processing Rules

Workplace assignments are referenced during attendance processing when:

• Attendance by Coordinates is enabled.

• The employee performs a check-in or check-out action.

The system uses the assigned workplace to validate the employee's location.

Check-In / Check-Out Behavior

During attendance:

1. The system identifies the employee's assigned workplace.

2. The system retrieves the workplace coordinates and allowed radius.

3. The employee's current location is compared with the workplace location.

4. Attendance validation is performed.

If validation succeeds:

• Check-in is allowed.

• Check-out is allowed.

If validation fails:

• Attendance is rejected.

Location Validation Rules

Employees must be physically located within the configured workplace radius to successfully perform attendance.

Validation uses:

• Workplace coordinates

• Employee GPS coordinates

• Workplace attendance radius

Unassigned Employee Rules

If an employee has not been assigned a workplace:

• Workplace-based attendance cannot be validated.

• The employee will receive the following message:

"Location information is unknown"

• Attendance processing cannot continue until a valid workplace assignment exists.

Employee Assignment Rules

• One workplace assignment can be applied to multiple employees simultaneously.

• Workplace assignments can be updated at any time by authorized users.

• Changes to assignments immediately affect future attendance transactions.

Route Priority Rules

If both:

• Workplace-based attendance

• Route-based attendance

are enabled,

and an employee has:

• An assigned workplace

• An assigned work route

for the same day,

then:

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

Attendance Status Logic

Successful workplace validation contributes to attendance processing and allows the employee to record attendance according to organizational attendance policies.

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Status Behavior

Workplace Assignment Status

Condition	Result
Workplace Assigned	Employee can perform workplace-based attendance validation.
Workplace Not Assigned	Employee receives "Location information is unknown" message.
Default Workplace Applied	Employee is automatically assigned the configured default workplace.

Attendance Validation Status

Condition	Result
Employee Within Workplace Radius	Attendance Allowed
Employee Outside Workplace Radius	Attendance Denied
Workplace Assignment Missing	Validation Failed

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Synchronization

Data created in this screen is synchronized with:

• Workplace Management

• Attendance Management

• Employee Check-In

• Employee Check-Out

• GPS Attendance

• Attendance Validation Engine

• Employee Management

• Work Routes

• Attendance Reports

• Employee Attendance History

Changes to workplace assignments are immediately reflected in attendance validation processes.

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Important Notes

• Workplace Allocation requires workplace locations to be created before assignments can be made.

• Coordinate-based attendance must be enabled for workplace assignments to affect attendance processing.

• Employees without workplace assignments cannot successfully perform workplace-based attendance validation.

• If no workplace is selected during assignment creation, the system automatically assigns the default workplace.

• Route-based attendance validation takes priority when both route and workplace attendance are configured.

• Workplace assignments directly affect employee check-in and check-out functionality.

• Changes to workplace assignments apply immediately to future attendance transactions.

• Administrators should ensure all employees are assigned to the correct workplace to avoid attendance validation issues.