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Geo Setup

Last Updated: Oct 06,2025. Document Version: 1.0 Prepared for: Emgage HRMS Implementation Team

Geo Setup and Geo-Fencing Management

** Location-Based Attendance Tracking** The Geo Setup feature enables location-based attendance management through geographic coordinates and geo-fencing rules. This system allows employees to punch in/out from designated locations while providing administrators with comprehensive control over attendance tracking for on-site, remote, and field employees.

Overview Features​

Geo Setup Benefits

The Geo Setup system provides flexible location-based attendance management, enabling:

  • Location Management: Define multiple office and work locations with precise coordinates.
  • Geo-Fencing: Create virtual boundaries around work locations for attendance validation.
  • Radius Control: Set separate punch and fencing radii for each location.
  • Rule-Based Enforcement: Configure detailed geo-fencing rules for different scenarios.
  • Device Flexibility: Support both desktop and mobile device attendance tracking.
  • Remote Work Support: Enable attendance for work-from-home and field employees.
  • Real-Time Monitoring: Track employee location activity and geo-fence violations.
  • Notification System: Automated alerts for geo-fence breaches and irregular activity.

1. Location List Management​

1

Location List Overview​

The Location List tab displays all configured geographic locations for attendance tracking.

Table Columns:

  • Location Name: Name identifier for the location .
  • Location Type: Classification of location .
  • Location: Map pin icon indicating geographic coordinates are configured.
  • Punch Radius (Meters): Distance within which employees can punch in/out (e.g., 200, 100, 5, 1000).
  • Fencing Radius (Meters): Monitoring boundary for geo-fence rules (e.g., 500, 5, 1250).
  • Action: Edit (pencil icon) and Delete (trash icon) options.

Adding a New Location​

2

Location Creation Process:

  1. Click Add Button: Click the "+ Add" button in the top-right corner.
  2. Fill Location Details: Complete all required fields in the Add Location form.
  3. Select Map Coordinates: Choose precise location from the integrated map.
  4. Set Radii: Configure punch and fencing radius values.
  5. Submit: Click "Submit" to save the new location.

Add Location Form​

Form Fields:

Basic Information:

  • Location Name* (Required): Enter a unique name for the location

  • Examples: "Head Office", "Branch Office", "Warehouse", "Client Site"

  • Character limit varies by system configuration

  • Location Type* (Required): Select from dropdown

  • Options: Branch, Head Office, Client Location, Field Location, etc.

  • Determines location classification for reporting

Geographic Coordinates:

  • Latitude* (Required): Automatically populated when selecting from map

  • Format: Decimal degrees (e.g., 23.052288)

  • Can be manually entered if coordinates are known

  • Longitude* (Required): Automatically populated when selecting from map

  • Format: Decimal degrees (e.g., 72.5581824)

  • Can be manually entered if coordinates are known

Map Selection:

  • Select Location From Map: Interactive Google Maps interface
  • Search bar: "Search a place or enter lat,lng (e.g. 23.0602279,72.5926357)"
  • Crosshair icon: Use current GPS location
  • Red pin marker: Indicates selected location
  • Full-screen toggle: Expand map for better visibility
  • Zoom controls: Adjust map zoom level

Radius Configuration:

  • Punch-In Radius (In meters)* (Required):

  • Distance within which employees can mark attendance

  • Range typically: 5 to 1000 meters

  • Slider control with numeric input field

  • Smaller radius = stricter location requirements

  • Fencing Radius (In meters)* (Required):

  • Monitoring boundary for geo-fence rules

  • Range typically: 5 to 5000 meters

  • Slider control with numeric input field

  • Should generally be larger than punch radius

Additional Information:

  • Description: Optional text field for location notes
  • Maximum 500 characters
  • Useful for special instructions or location details

Form Actions:

  • Reset: Clear all form fields (red button)
  • Submit: Save the new location (blue button)

Location Management Actions​

Editing Locations:

  1. Click Edit Icon: Click the pencil icon in the Action column
  2. Modify Details: Update any location information in the form
  3. Save Changes: Click "Submit" to update the location

Deleting Locations:

  1. Click Delete Icon: Click the trash icon in the Action column
  2. Confirm Deletion: System prompts for confirmation
  3. Location Removed: Location is permanently deleted from the system

** Important Location Considerations** Location Setup Guidelines:

  • Punch radius should be smaller than fencing radius for proper monitoring
  • Test location coordinates before deploying to employees
  • Consider GPS accuracy margins when setting radii (typically ±10-50 meters)
  • Multiple locations can share similar names but should have unique identifiers
  • Deleted locations cannot be recovered; ensure data backup if needed

2. Fencing Rule List Management​

Fencing Rule Overview​

The Fencing Rule List tab manages geo-fencing rules applied to locations. 3

Table Columns:

  • Rule Name: Name identifier for the geo-fencing rule (e.g., "office", "office2").
  • Geo Locations: Associated locations for the rule (e.g., "Office", "Office 1, new office new").
  • Weightage: Priority or importance value for the rule (e.g., 10, 6).
  • Fencing Applicable On: Devices and punch types where rule applies:
  • Desktop icon: Punch In, Punch Out
  • Mobile icon: Punch In, Punch Out
  • Status: Toggle switch showing rule activation status (blue = active).
  • Action: User management icon, Edit icon, and Delete icon.

Adding a Geo-Fencing Rule​

Rule Creation Process:

  1. Click Add Button: Click the "+ Add" button in the top-right corner.
  2. Configure Rule Details: Complete all required fields.
  3. Set Advanced Options: Expand "Advanced Options" for detailed configuration.
  4. Submit Rule: Click "Submit" to activate the geo-fencing rule.

Add Geo-Fencing Rule Form​

4

Basic Configuration:

  • Rule Name* (Required):

  • Unique identifier for the rule

  • Examples: "Office Fencing", "Branch Rule", "Field Work Policy"

  • Weightage* (Required):

  • Numeric value indicating rule priority

  • Higher numbers = higher priority when multiple rules apply

  • Typical range: 1-100

  • Geo Locations* (Required):

  • Multi-select dropdown of configured locations

  • Shows location names with "+" indicator for multiple selections

  • Example: "office , Office , Office 1 , +1"

  • Can select multiple locations for a single rule

Advanced Options​

Fencing Applicable On:

Defines which devices and punch types the rule applies to:

Desktop Configuration:

  • PUNCH IN: Apply rule to desktop check-in
  • PUNCH OUT: Apply rule to desktop check-out
  • BOTH: Apply rule to both desktop punch in and out
  • NONE: No desktop geo-fencing

Mobile Configuration:

  • PUNCH IN: Apply rule to mobile app check-in
  • PUNCH OUT: Apply rule to mobile app check-out
  • BOTH: Apply rule to both mobile punch in and out
  • NONE: No mobile geo-fencing (selected as default for flexible policies)

Allow Punch From Outside the Geofence:

Controls whether attendance is permitted outside defined boundaries:

Desktop Permissions:

  • PUNCH IN: Allow desktop check-in outside fence
  • PUNCH OUT: Allow desktop check-out outside fence
  • BOTH: Allow both punches outside fence
  • NO: Strictly enforce geo-fence for desktop (selected as default)

Mobile Permissions:

  • PUNCH IN: Allow mobile check-in outside fence
  • PUNCH OUT: Allow mobile check-out outside fence
  • BOTH: Allow both punches outside fence
  • NO: Strictly enforce geo-fence for mobile (selected as default)

Monthly Instance Limit for Punches Outside the Geofence:

Sets monthly allowance for out-of-fence punches:

  • Punch-In Limit: Number of allowed check-ins outside geo-fence per month

  • Numeric input field

  • Example: 5 allowed exceptions per month

  • Punch-Out Limit: Number of allowed check-outs outside geo-fence per month

  • Numeric input field

  • Example: 5 allowed exceptions per month

  • Total Punch Limit: Combined limit for all outside punches

  • Numeric input field (e.g., 0 for strict enforcement)

  • Overrides individual limits if lower

Monitoring and Notifications​

Monitor Geo-Fenced Activity:

Toggle switch to enable real-time monitoring of employee location activity.

Notification Categories:

1. Notify When Move Outside Geo-Fencing:

Alerts when employees exit the geo-fenced area:

  • Send Push Notification to Manager: Enabled (toggle on)

  • Real-time mobile notification to reporting manager

  • Send Summary Email: Enabled (toggle on)

  • Daily/periodic email summary of geo-fence violations

  • Send To:

  • Self: Employee receives notification (toggle on)

  • Manager: Reporting manager receives notification (toggle on)

  • Employee: Specific employee dropdown (e.g., "FCI45-RODRIGUES ALOYSIUS")

  • Searchable employee selector

  • Multiple employees can be added

2. Notify When Idle at One Location:

Alerts for prolonged inactivity at a single location:

  • Tolerance: Time duration before triggering alert

  • Format: HH:MM (e.g., 00:30 for 30 minutes)

  • Adjustable based on work requirements

  • Send Push Notification to Manager: Toggle option (disabled by default)

  • Send Summary Email: Toggle option (disabled by default)

  • Send To:

  • Self: Employee notification option

  • Manager: Manager notification option

  • Employee: Specific employee selection dropdown

3. Notify When GPS Off:

Alerts when employee's GPS is disabled:

  • Send Push Notification to Manager: Toggle option (disabled by default)

  • Send Summary Email: Toggle option (disabled by default)

  • Send To:

  • Self: Employee notification

  • Manager: Manager notification

  • Employee: Specific employee selection

Form Actions​

  • Reset: Clear all form fields and selections (red button)
  • Submit: Save and activate the geo-fencing rule (blue button)

Rule Management Actions​

Editing Rules:

  1. Click Edit Icon: Click the pencil icon in the Action column
  2. Modify Configuration: Update rule parameters
  3. Save Changes: Click "Submit" to update the rule

Managing Rule Users:

  1. Click User Icon: Click the group icon in the Action column
  2. View Assigned Users: See employees affected by the rule
  3. Modify Assignments: Add or remove employees as needed

Deleting Rules:

  1. Click Delete Icon: Click the trash icon in the Action column
  2. Confirm Deletion: System prompts for confirmation
  3. Rule Removed: Rule is deactivated and deleted

Activating/Deactivating Rules:

  • Toggle Status Switch: Click the blue toggle in the Status column
  • Blue (on) = Rule is active
  • Gray (off) = Rule is inactive but preserved

Best Practices​

** Geo-Fencing Optimization Tips** Effective Location Management:

  • Test Before Deployment: Verify location accuracy with test punches
  • Appropriate Radii: Set realistic punch radii considering GPS accuracy (±10-50m typical)
  • Gradual Rollout: Start with lenient rules, tighten based on actual usage data
  • Communication: Inform employees about geo-fencing policies before activation
  • Exception Handling: Configure monthly limits for legitimate out-of-fence scenarios
  • Regular Review: Periodically audit rules and adjust based on work patterns
  • Multiple Locations: Create separate locations for different work sites
  • Rule Priority: Use weightage effectively when multiple rules may apply
  • Notification Balance: Avoid notification fatigue; focus on critical alerts

Example:​

Use Case Scenarios​

Scenario 1: Office-Based Employees​

Configuration:

  • Location: "Head Office"
  • Punch Radius: 100 meters
  • Fencing Radius: 500 meters
  • Rule: Strict geo-fencing, no outside punches allowed
  • Monitoring: Enabled with manager notifications

Scenario 2: Field Workers​

Configuration:

  • Multiple Locations: Client sites, service areas
  • Punch Radius: 200-500 meters (flexible based on site size)
  • Fencing Radius: 1000-2000 meters
  • Rule: Allow outside punches with monthly limits
  • Monitoring: GPS-off notifications priority

Scenario 3: Hybrid Work Model​

Configuration:

  • Location: "Office" + "Work From Home" virtual location
  • Punch Radius: 100 meters (office), unlimited (home)
  • Rule: Different rules for different days/shifts
  • Monitoring: Idle location alerts for productivity tracking

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