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. Be transparent about geotagging
Be open with your team about geotagging. Let employees know how and why their location data is used. This builds trust and boosts transparency.
Consider having a meeting or brief training session to review geotagging, privacy, and more. Explain that geotagging attendance is only turned on when they clock in and clock out or use the mobile app for other relevant purposes.
4. 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.
5. 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.
This is not intended as legal advice; for more information, please click here.
