How I Use GPS and Geofencing to Keep Track of My Employees’ Hours

If you’re a small business owner like me and have employees working outside the office, I’ve got some great tips for you on how to manage their time more efficiently. We are living in a world where technology can make our lives easier, and that’s exactly what I’m going to show you!

Introducing the Mobile GPS Time Clock

Now, let me tell you about this fantastic tool I’ve been using called the Mobile GPS Time Clock. It’s a game-changer, my friend! Developed by Bob Drainville, the president at Timesheet Mobile, this nifty application uses GPS technology to create a virtual perimeter around a physical location for employees who work in the field.

But what does that mean, you ask? Well, let me break it down for you. With this tool, I can track the exact hours my offsite workers are putting in. It does this by reminding them to clock in and out through their smartphones. No more confusion or missed punches!

Now, I must tell you that there are certain industries and business sizes where this tool works best. It really depends on your specific needs and requirements.

Let’s talk about these small business owners, I said. They usually have around 15 to 25 employees and most of them are owner/operators in the trades.

Knowing the Business

I continued, explaining that these business people are experts in their field but may lack some general business knowledge. They include small business owners in trades like construction, security, cleaning, and healthcare. Even those in healthcare can benefit from this innovative solution. It’s especially useful for smaller enterprises with employees working at different sites for a few hours at a time. This helps keep track of the hours worked at each site, making it easier to compare to the estimated hours.

This is a real eye-opener for them, I added. They can see exactly where their employees are with the help of GPS stamps.

Time to Sign In

I don’t track my workers all the time. Instead, I ask them to sign in before they start working and sign out when they’re done. But if any of them don’t show up at a scheduled location, I get an alert through this app.

Another great thing about this app is that it saves me time and money. I can easily import the timesheets it generates to other software like QuickBooks and FreshBooks. This way, everything is integrated and I have a permanent record of my workers’ hours.

Time Theft

It’s clear that I need this tool. I read two studies that showed time theft is a big problem for small businesses.

A few years ago, a survey by Harris Interactive found that 33% of employees admitted to cheating on their shifts. Another study by The American Payroll Association shows that 7% of annual gross payrolls are lost to time theft.

Challenges

Automated timekeeping like this can be tricky. There are some challenges that come with it. The biggest one is making sure employees actually use it. Some workers might not like the idea of an app keeping track of where they are and when they clock in and out.

Drainville has an idea for business owners dealing with this issue. He says they should focus on the cost savings that come with automating timekeeping.

We tell our customers that by using this system, they can keep track of how much each job costs and make more money, he explains. He also adds that employees who don’t want to use the system are often the ones who are trying to cheat the system.

Those people usually end up leaving or getting fired, Drainville says, so it’s not really a problem for very long.

Have you ever forgotten to clock in when you arrive at work? I know I have! But there’s a cool technology called Geofence Punch Prompt that reminds workers to punch in electronically when they reach a job site. It’s like an electronic fence that keeps you on track.

And guess what? It works the other way too. When you leave the site, it reminds you to punch out. So even if you forget, no worries! The system leaves a note on your timesheet so your manager knows the time you arrived and left, and they can convert that into a punch.

But here’s the thing, it’s important that you know you’re not being constantly tracked through GPS. You have your privacy!

Who Will Benefit From This Technology?

This technology is super helpful for small businesses with offsite workers. It helps keep costs down and prevents any time theft. But let’s be honest, it might not be the best investment for every business.

For example, if most of your workers are in one building and don’t go out much, you probably don’t need this technology. You can just use time clocks inside the building or use web-based methods to punch in and out. It’s a simpler and more convenient option for you.