You can create and assign tracking profiles to your employees to establish:

• Which option they see for the Time Tracking widget on their homepage: Clock in/out or manual time tracking.
• If you want to track your employees’ location when they clock in and out.
• If they can use a device paired with the Entrance app.

To do so, you must have edit rights for Account configuration > Attendance.

If you enable the Entrance app option, we recommend you enable the clock in/out option, too. This way, your employees can clock in and out across their browser and a shared device.

Employees’ access rights

To see and use the Time Tracking widget, employees must have propose rights for their own Attendance area. With these rights, employees can also edit their time entries in the Time Tracking section after using the widget. This applies to both clock in/out and manual time tracking options and cannot be prevented. If you don't want employees to edit past or future time entries, apply time tracking restrictions.

If you want employees to only track their time using a shared device paired with the Entrance app, they must only have view rights for their own Attendance area. When you choose this option, they can’t see the Time Tracking widget on their homepage.

The default tracking profile

The system creates a default tracking profile and assigns it to all your current and future employees. You cannot set any other tracking profile as the default. To check your default tracking profile, go to Settings > Attendance > Tracking profiles.

If you want different employees to see different options, create and assign a new profile.
If you want to change the option for all your employees, edit the default time tracking profile.

Create a tracking profile

To create a new time tracking profile, follow these steps:

1. Go to Settings > Attendance > Tracking profiles.
2. Add a profile, and click its title on the right half of the screen to rename it. We recommend giving it an easily recognizable name.
3. The default option for the new profile is manual tracking. If you want to switch to clock in/out, enable the relevant switch on the right of the screen.

Assign a tracking profile

After creating a time tracking profile, assign it to the corresponding employees. Follow these steps:

1. On the navigation sidebar, click Employees.
2. Optional: Filter the employees to narrow your selection.
3. Tick the checkbox on the left of all the employees you want to assign the same tracking profile to.
4. Click Actions > Edit time tracking profile.
5. In the dropdown menu, choose the profile you want to assign.
6. Save the changes.

Edit or delete a tracking profile

You can edit or delete a time tracking profile at any time. If you delete a profile, all employees assigned to it revert to the default one. Follow these steps:

1. Go to Settings > Attendance > Tracking profiles, and choose the profile to edit or delete.
2. To edit the profile, enable or disable the toggles on the right side of the screen. The changes apply straight away.
3. To delete the profile, click the three dots on the top right and follow the instructions on the screen.

Track your employees’ location

If you enable the clock in/out option for the homepage, you can also decide to track your employees’ location at the start and end of every work period. They can decide whether they want to share their location or not, and delete their location after the tracking. If they do not share their location, this is captured in the timesheet and in-context attendance logs. If they delete the location, it will be captured in the in-context attendance logs.

Location tracking is only supported on clock-in widgets on web or mobile. Your employees must install the latest version of the mobile app for the location tracking to work.

You have two options:

Option 1: Track exact location

Only employees with view rights for a specific employee attendance data can see the tracked location. This information is only visible in the relevant employee’s time sheet and attendance approval request (if configured).

Option 2: Track location relative to workplaces

• You must set up a geofence location for each of your workplaces. 
• You can decide how to treat a time entry if it’s tracked outside the workplace:
  • Do not display a warning.
  • Treat it as a location policy violation and display a warning.
    ▶︎ The warning is displayed in the employee timesheet and attendance approval request (if configured).
    ▶︎ If an employee has a working from home time off booked, their clock-ins outside of workplaces are not treated as violations. In this case, the warning isn’t displayed.
• The time tracking location (workplace or remote) is displayed in the Attendance period report.

Set up an approval flow for time entries that violate location settings

You can create an approval workflow for time entries that violate location settings:

• The exact location was requested but is missing
• The attendance location is not within a workplace