You might already be tagging geographical locations when you share Facebook posts. But did you know you can use geotagging to tag your employees’ location when they clock in and out for work?
Geotagging is a time and attendance software feature that can help mitigate time theft and improve time and attendance accuracy.
Learn more about geotagging best practices and uses below.
What is geotagging?
Geotagging is a feature in mobile apps, social media platforms, and other technologies that capture geographic location data (like latitude and longitude) to activities.
Let’s say you’re in Rome, Italy. You take a photo of the Colisseum on your cellphone, upload it to social media, and add a location tag. This is geotagging in action.
| Caution! Geotagging Considerations |
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| Sharing your locations on social media and similar platforms can expose your personal information and routines. Use caution when sharing geotagged data publicly. |
What is geotagging used for?
Geotagging has a range of uses, including:
- Photos and videos
- Social media
- Posts and reviews
- Maps
- Verifying employee attendance
Employers who want to mitigate time theft and improve time and attendance accuracy may opt for a time-tracking system with geotagging.
How does geotagging attendance work?
Geotagging employee attendance is the use of location-based tools to track your employees’ clock-in and clock-out locations. How? It tags the geographic locations of the employee’s app (e.g., a mobile time and attendance app).
Employers use geotagging to ensure employees are onsite when they clock in for work, mitigating time theft.
Geotagging is especially useful in construction and other industries where employees are at specific locations. A geotagging feature ensures employees working at different work locations are at the scheduled job site.
A time and attendance system with geotagging typically shows employers:
- The time employees clock in and out
- A map of where employees clock in and out from, showing latitude and longitude
Benefits of geo-location tagging in attendance
Should you use a geotagging feature if it’s available in your time and attendance system? The choice is yours, but there are several benefits of geo-location tagging.
Benefits include:
- Increased accuracy: Ensure your employee clocks in and out from designated work locations.
- Mitigate time theft: Eliminate buddy punching and other forms of payroll fraud.
- Save unnecessary costs: Pay employees for time worked and avoid overpayment.
- Labor law compliance: Automatically get proof of attendance locations.
How to use geotagging attendance in your business
Geotagging can ensure accurate time and attendance tracking, particularly for remote or field-based employees.
With a little planning, communication, and implementation, you can get started with geotagging attendance.
1. Sign up for time and attendance software with geotagging
Look for time and attendance software that supports geotagging and integrates with payroll software.
The system should be easy to use, comply with privacy laws, and let employees know geotagging is being used.
You should easily be able to view your employees’ clock-in and clock-out times and locations.
2. Address geotagging in your employee handbook
Address geotagging for time and attendance, along with your company policies, in your employee handbook.
Don’t have a handbook yet? Consider using Patriot’s HR software to create an employee handbook tailored to the laws and guidance specific to your state and your company’s needs.
Set clear expectations for employees and ensure compliance. Explain key information for your team, including:
- What is geotagging?
- Why you’re implementing geotagging
- Benefits of geotagging
- Guidelines for employees clocking in and out
- How geotagged data will be stored, used, and protected
- Company policy if an employee refuses to use location tracking
3. Offer an alternative
You must receive each employee’s consent to use geotagging. Often, they must turn on the location tracking.
Not all employees may be comfortable with geotagging. Consider if alternatives are an option for employees who do not consent to geotagging.
4. Be aware of technology limitations
There could be limits to the accuracy of geotagging.
The following can impact accuracy:
- The device the employee uses
- Network availability
- Signal strength
- Weather
Have a backup plan in case there are problems with an employee’s ability to use the geotagging feature.
Talking to your team about geotagging for timekeeping
Implementing new technology in the workplace can sometimes be met with apprehension, and introducing geotagging for employee timekeeping is no different.
Consider having a meeting or brief training session to review geotagging, privacy, and more. Transparency and open communication are key to a smooth transition.
Framing the conversation
When you begin talking to your team about geotagging, start by clearly explaining why you’re using geotagging. Focus on the benefits for everyone, not just the company.
Here are some points to emphasize:
- Accuracy and fairness: Geotagging provides a precise record of work hours, eliminating potential discrepancies and ensuring everyone is paid accurately for the time they’ve worked. This can be particularly helpful for remote or field-based teams.
- Streamlined payroll: Automated timekeeping simplifies payroll processing and minimizes the risk of errors.
- Transparency and accountability: A clear and consistent way to track work hours is beneficial for everyone, ensuring fair compensation and removing any confusion about time worked.
Addressing potential concerns
It’s crucial to acknowledge and address the common concerns employees might have. Be proactive and empathetic.
- “Don’t you trust me?” This is a natural reaction. Reassure your team that geotagging isn’t about distrust. Explain that it’s about establishing a consistent and accurate system for everyone. Emphasize that trust is earned through performance, and this system supports that by providing clear documentation of work completed. Frame it as a tool to protect them too, in case of any disputes.
- “Invasion of privacy?” Clearly define the boundaries of geotagging. Educate employees by telling them geotagging only used to tag employee locations at the moment they clock in and out when using the mobile app. Specifically address when the app tracks location (only during clock in/out) and that it’s not constantly tracking.
- “Too much monitoring?” Frame geotagging as a digital version of traditional time clocks. It’s not about constantly tracking employee movements. It’s about verifying their presence at the designated work location during their scheduled work hours. And, beyond the exact moment of clocking in or out, location tracking is not used.
- “What about battery drain on my phone?” This is a practical concern. Discuss the facts: location tracking for geotagging is briefly during clock-in and clock-out, rather than constantly running in the background. Otherwise, they can close the app when not clocking their time.
- “Do I have to grant the app access to my location?” Yes. Clarify that to utilize the geotagging feature permissions will need to be granted by employees. Additionally, some states require specific permission by employees to allow employers to view their location. The way this is handled by the timekeeping app may differ.*
*For instance, Patriot’s Time and Attendance Software requires the following to allow the geotagging feature:
- Employees need to grant the mobile app permission to access their device’s location services. This is a standard procedure for any app that uses location data. They can alter this permission within their phone’s settings app.
- A second permission needs to be granted by employees to allow employers to view those geotagged locations. This only needs to be completed once, and is asked in the mobile app before geotagging is enabled. They can alter this permission in the in-app settings after their initial selection.
Making the transition smooth
- Open communication: Maintain open communication throughout the implementation process. Encourage feedback and address any concerns promptly.
- Training and support: Once employees have granted the necessary permissions, there is nothing more they need to do. However, they can find additional information and troubleshooting tips in the app’s help center, which can be accessed directly within the app.
- Pilot program: Consider running a pilot program with a small group of employees before a full rollout. This allows you to identify and address any potential issues and refine your communication strategy.
- Positive reinforcement: Acknowledge and appreciate employee cooperation during the transition.
By addressing these points proactively and communicating transparently, you can build trust and ensure a successful implementation of geotagging for timekeeping, creating a more efficient and fair system for both your business and your employees.
This is not intended as legal advice; for more information, please click here.
