Overview
If your employees need to punch in for work (be it via the online punch clock or a physical punch clock), you might want to set up Work Locations to enable Talexio to identify from where employees punch in.
Permissions
To set up Work Locations, you will require the Manage Time and Attendance Settings permission set on Global level.
Setting up Work Locations
Work Locations can be created manually and using a bulk upload template. You can do this by following the steps below.
- Go to the Time & Attendance section, click on the Work Locations tab and click +Add New Location.
- In the box that opens, you will fill out the details of the Work Location:
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Business Unit - This is which Business Unit will make use of this Work Location
When the Root Company is chosen, the Work Location can be used across all Business Units.
- Location Name - This is the name of the location and is what will be visible in the relevant Work Location fields in filters and reports.
- Location Colour - You will need to select a colour per location if you would like to view the Work Schedule as colour coded by work location rather than shift type.
- Radius - Based on the coordinates of the Work Location, you can select a radius around said coordinates so that when someone clocks in with the Online Punch Clock if their geolocation data is within the given radius, the employee will be shown as punching in at the Work Location.
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Location - The coordinates can be determined in 2 ways:
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Search Location - Using the Search Location field, you can give the name of the location if it is already set in Google so that the same coordinates in Google are also used in Talexio.
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Manual - If you wish, you can zoom and pan on the map shown and click the pin dropper in the location. The coordinates will then be selected based on the pin drop.
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Search Location - Using the Search Location field, you can give the name of the location if it is already set in Google so that the same coordinates in Google are also used in Talexio.
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- Once the details are added, click Create
- Go to the Time & Attendance section, click on the Work Locations tab, click on the 3-dot burger menu and click Upload work locations.
- Download the template from the dialog box. You will upload the completed template from the same location.
- In the template there are 5 columns to complete:
- Name - This is the name of the location and is what will be visible in the relevant Work Location fields in filters and reports.
- Longitude - These are the East-West direction coordinates. For example, 14.4691941
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Latitude - These are the North-South direction coordinates. For example, 35.9057274
When you see the coordinates together ( 35.9057274, 14.4691941 ) the first numbers are the Latitude and the ones after the comma are Longitude.
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Radius - Based on the coordinates of the Work Location, you can select a radius around said coordinates so that when someone clocks in with the Online Punch Clock, if their geolocation data is within the given radius, the employee will be shown as punching in at the Work Location.
In the template, you will need to add this as a number, such as 0.05, for a radius of 50 metres. -
Color - You will need to select a colour per location if you would like to view the Work Schedule as colour coded by work location rather than shift type.
In the template, you will need to add this as a hex code such as #C8102E.
- Save the file and upload it from the same location in Step 2. Once uploaded, the locations will be added to the list and saved under the Root Company.
There is no limit to how many locations you can create, but should you no longer need to use a location but wish to keep it on the system, you can edit the location and click on the De-activate this work location checkbox.