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Setting Up Time Tracking for Your Team¶

Overview¶

4Geeks Payroll provides three time tracking methods that work together to give you real-time visibility into your workforce — no matter where they’re working.

In this tutorial, you will:

• Choose the right time tracking methods for your team
• Configure GPS-validated mobile clock-in with geofencing
• Set up the Entrance App for office-based biometric check-in
• Configure manual time entry with manager approval
• Define working hours, schedules, and overtime rules
• Set up approval workflows and automated alerts

Prerequisites¶

• 4Geeks Payroll account with Employee Stream enabled
• Employees added to the system (see Employee Management)
• Stations configured for each work location (see Stations docs)
• For Entrance App: An Android or iOS tablet

Step 1: Choose Your Time Tracking Methods¶

Method Comparison¶

Recommendation: Use GPS mobile clock-in as your primary method and supplement with the Entrance App for office locations. Reserve manual entry for corrections and exceptions only.

Enabling Methods¶

1. Go to Payroll → Settings → Time Tracking
2. Toggle each method you want to enable:
3. Mobile GPS Clock-In — On by default
4. Entrance App — Toggle on if using office check-in stations
5. Manual Entry — Recommended to enable for corrections only
6. Click Save Changes

Step 2: Configure GPS Mobile Clock-In¶

GPS clock-in lets employees use their mobile phones to clock in and out with location verification.

Define Approved Work Zones (Geofencing)¶

Geofencing ensures employees can only clock in from approved locations:

1. Go to Settings → Time Tracking → Geofences
2. Click Add Geofence
3. Configure the zone:
4. Name — e.g., “Downtown Office”, “Client Site A”
5. Address — Enter the physical address
6. Radius — Set the allowed radius (e.g., 100 meters)
7. Station Link — Associate this geofence with a station
8. Click Save

You can create multiple geofences. For example, a field technician might have access to clock in from the office, warehouse, and multiple client sites.

Configure Location Verification Settings¶

1. Go to Settings → Time Tracking → Location
2. Set verification level:
3. Relaxed — Records location but does not block clock-in
4. Standard — Warns if outside geofence but allows clock-in

5. Strict — Blocks clock-in if outside designated zones

6. Toggle Photo Verification (optional):

7. Requires employees to take a selfie during clock-in
8. Photos are stored with the time record for audit

Offline Mode¶

Mobile clock-in works without internet:

1. Go to Settings → Time Tracking → Offline Mode
2. Toggle Enable Offline Clock-In
3. Set the Max Offline Duration (default: 24 hours)
4. Employees can clock in/out offline within this window
5. Records sync automatically when connectivity is restored

Step 3: Set Up the Entrance App (Tablet Check-In)¶

Turn any tablet into a professional check-in station at your office entrance.

Install the Entrance App¶

1. On your tablet, open the App Store (iOS) or Google Play Store (Android)
2. Search for “4Geeks Entrance”
3. Download and install the app
4. Open the app — you’ll see a pairing code

Link the Tablet to Your Account¶

1. Go to Payroll → Settings → Entrance App
2. Click Register Device
3. Enter a device name (e.g., “Lobby Tablet - San Jose”)
4. Select the Station this tablet is associated with
5. The system generates a pairing QR code
6. In the Entrance App on the tablet, tap Pair Device
7. Scan the QR code displayed in your browser
8. The tablet is now linked

Configure Check-In Method¶

Choose how employees verify their identity at the entrance:

1. Go to Settings → Entrance App → Select your device
2. Choose the check-in method:

1. You can enable multiple methods and let employees choose

Test the Check-In Flow¶

1. Stand in front of the tablet
2. If using Face ID: Look at the camera — the system recognizes you and logs the check-in
3. If using PIN: Enter your personal code on the screen
4. Verify the check-in appears in Payroll → Time Tracking → Live Dashboard

Hardware-Fixed Mode (Optional)¶

Prevent tampering by locking the tablet to the Entrance App:

1. On iOS: Use Guided Access (Settings → Accessibility → Guided Access)
2. On Android: Use Screen Pinning (Settings → Security → Screen Pinning)

Step 4: Configure Manual Time Entry¶

Manual entry should be reserved for exceptions, not daily use.

1. Go to Settings → Time Tracking → Manual Entry
2. Toggle Allow Manual Entry
3. Configure restrictions:
4. Max Entries Per Week — Limit how many manual entries an employee can submit
5. Require Reason — Employees must explain why they couldn’t clock in normally
6. Manager Approval Required — Always on for manual entries
7. Click Save

When to Use Manual Entry¶

• Employee forgot to clock in
• Phone battery died during work hours
• GPS was unavailable at the work site
• Retroactive correction of a clock-in error

Step 5: Define Working Hours¶

Set Standard Schedules¶

1. Go to Settings → Time Tracking → Working Hours
2. Click Add Schedule
3. Configure:

Fixed Schedule (same hours every day): - Monday–Friday: 9:00 AM – 5:00 PM - Lunch break: 12:00 PM – 1:00 PM (unpaid) - Late grace period: 5 minutes

Flexible Schedule (core hours with flexible start/end): - Core hours: 10:00 AM – 3:00 PM (everyone must be present) - Flexible window: 7:00 AM – 10:00 AM start, 3:00 PM – 7:00 PM end

Shift Work (multiple shift patterns): - Morning shift: 6:00 AM – 2:00 PM - Afternoon shift: 2:00 PM – 10:00 PM - Night shift: 10:00 PM – 6:00 AM (with night differential)

1. Assign the schedule to specific employees or stations
2. Click Save

Configure Break Policies¶

1. In the schedule settings, click Break Rules
2. Configure:
3. Paid Breaks — Short breaks (15 min) included in work time, no clock-out needed
4. Unpaid Breaks — Lunch breaks that require clocking out
5. Minimum Break Duration — e.g., 30 minutes for lunch
6. Maximum Break Duration — e.g., 1 hour for lunch
7. Click Save

Step 6: Configure Overtime Rules¶

Overtime is calculated automatically based on the rules you define.

Creating Overtime Rules¶

1. Go to Settings → Time Tracking → Overtime
2. Click Add Overtime Rule
3. Configure:

Basic Rule Types:

For each rule, specify: - Trigger — Number of hours before overtime applies (e.g., 8 hours/day) - Multiplier — Overtime pay rate (e.g., 1.5 for time-and-a-half) - Cap — Maximum overtime hours per day/week (optional) - Approval Required — Whether overtime must be pre-approved

Example: Costa Rica Standard Overtime - Daily overtime: After 8 hours, 1.5x for first 4 hours, 2x beyond - Weekly overtime: After 48 hours - Sunday work: 1.5x premium

1. Assign rules to employee groups or stations
2. Click Save

Overtime Approval Workflow¶

1. Go to Settings → Time Tracking → Approvals
2. Configure overtime approval:
3. Pre-Approval Required — Employees must request overtime before working it
4. Manager Approval — Direct manager must approve
5. Auto-Approval Threshold — Up to X hours auto-approved, beyond requires approval

Step 7: Set Up Approval Workflows¶

Timesheet Approval Chain¶

1. Go to Settings → Time Tracking → Approval Workflow
2. Configure approval levels:

Level 1 — Direct Manager: - Reviews and approves timesheets - Can request corrections

Level 2 — Department Head (Optional): - Reviews approved timesheets before payroll - Can flag issues

1. Set Escalation Rules:
2. If manager doesn’t approve within 48 hours, escalate to department head

3. If still no action after 72 hours, notify HR admin

4. Click Save

Approval Notifications¶

1. Go to Settings → Notifications → Time Tracking
2. Toggle which events trigger notifications:

Step 8: Set Up Alerts and Notifications¶

Configure automated alerts to stay on top of attendance:

1. Go to Settings → Time Tracking → Alerts
2. Enable alerts for:

1. Set the notification channel:
2. In-App Notification — Alert in the console dashboard
3. Email — Send to configured email address

4. Push Notification — To manager’s mobile app (if enabled)

5. Click Save

Step 9: Test the Setup¶

Run a Test Clock-In (Mobile)¶

1. Open the 4Geeks Payroll mobile app on your phone
2. Tap Clock In
3. Verify GPS location is captured
4. Check that the clock-in appears in the Live Dashboard in real-time
5. Wait 2-3 minutes and tap Clock Out
6. Verify the time record shows in Time Tracking → My Timesheets

Run a Test Check-In (Entrance App)¶

1. Stand in front of the tablet
2. Use the configured method (Face ID, PIN, or RFID)
3. Verify the check-in appears in the Live Dashboard
4. Check-in again to clock out (or let auto clock-out handle it)

Verify Timesheet Generation¶

1. After a test clock-in/out cycle, go to Time Tracking → Timesheets
2. You should see the test entry with:
3. Correct timestamps
4. Location data
5. Hours calculated
6. Station assignment

Best Practices¶

For Administrators¶

• Set clear policies — Document time tracking expectations and share them with employees during onboarding
• Use geofencing wisely — Start with Standard mode (warning, not blocking) to avoid frustrating employees
• Review alerts weekly — Check the alerts dashboard for patterns (e.g., same employee always clocking in late)
• Train employees on the mobile app — Run a brief training session for new hires
• Audit manual entries — Review manual entries weekly to ensure they have valid reasons

Troubleshooting¶

Employee Can’t Clock In¶

1. Check GPS is enabled on the device
2. Verify the employee is within the geofence (if Strict mode is on)
3. Try offline mode — have the employee toggle airplane mode and clock in
4. Check the employee account is active in the Employee directory

Entrance App Not Recognizing Face¶

1. Verify the employee has a face-ID photo uploaded in their profile
2. Ensure good lighting at the entrance station
3. Re-train the face model by uploading a new photo
4. Fall back to PIN code as an alternative method

Incorrect Hours on Timesheet¶

1. Review the clock-in/out timestamps
2. Check if the employee forgot to clock out (system auto-clocks out after 14 hours)
3. Submit a correction request through manual entry
4. Manager approves the correction

What’s Next?¶

• Learn how to Execute Payroll Runs & Generate Payslips
• Read the Employee Mobile App Guide
• Review the Time Tracking reference documentation

Need Help?¶

• Documentation: docs.4geeks.io/en/payroll
• Support: Available through the console dashboard
• Get Started: console.4geeks.io/payroll

Still questions? Ask on Discord or explore tutorials