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Guide to GeoTrakker

GeoTrakker is a feature of ExakTime that allows ExakTime Mobile to track the movement of an employee's mobile device for further review on ExakTime Connect. Please read through this entire article before using GeoTrakker to properly set up the feature.

 Before Activating...

We would recommend consulting your local labor council before activating this feature to make sure that is in line with any pre-established guidelines or rules.

Table of Contents

Prerequisites

For GeoTrakker to work for your employees, you must first:

  1. Enable GeoTrakker for the ExakTime Mobile security role.
  2. Disable auto-logout on ExakTime Mobile to ensure the employee stays logged in as much as possible.
  3. The employee must allow permission to use location services to ExakTime Mobile on their device.

Enabling GeoTrakker for Employees

To use GeoTrakker, you must first enable it for the appropriate ExakTime Mobile Security Group. Any employee associated with the group will have their relative position tracked throughout the day based on their mobile device's location services.

  • Go to Manage in the top menu bar, then click Security Roles.

    Manage_-_Security_Roles.png

  • Select the existing ExakTime Mobile role that needs GeoTrakker or create a new security role.
    • The default Administrator role cannot have GeoTrakker enabled. As GeoTrakker is intended to help try to keep employees accountable, it is not needed for an Administrator, as they would have elevated privileges for ExakTime Mobile use and be trusted with such privileges. If an Administrator needs GeoTrakker, a new security role will need to be added with the necessary permissions enabled. 

      Overview__GeoTrakker__227858028__Exaktime_Mobile_Security_Roles_EC_Roles_Circled.png

  • Enable GeoTrakker from the list of available permissions.

    ETC_-_Security_Roles_-_GeoTrakker_-_02.png

  • You can also allow your ExakTime Mobile users to view their GeoTrakker data or see GeoTrakker data of other users within ExakTime Mobile.

    ETC_-_Security_Roles_-_GeoTrakker_-_03.png

  • Enable other permissions for the security role. For more information about the ExakTime Mobile security role permissions, you can refer to the following article.
  • Click Save at the bottom when finished

Disable Auto Log Out

A common setting used for ExakTime Mobile is to have ExakTime Mobile auto log out the employee after they clock in/out. To give GeoTrakker the best chance of success, mobile settings must be enabled to ensure all devices act consistently and disable the option for ExakTime Mobile to auto log out.

  • Go to Manage and click Mobile Settings.

    Manage_-_Mobile_Settings.png

  • Enable Mobile Settings if it is not enabled.

    Mobile_Settings_-_ON_Button.gif

  • Scroll down towards "Automatically log out after clocking in or out" and make sure it is set to "No."

    ETC_-_GeoTrakker_-_Mobile_Settings_-_01.png

  • Save your changes.

Location Services Permission

To ensure that ExakTime Mobile can receive the GPS information from the mobile device, you will need to make sure that ExakTime has permission to use location services. Employees may not allow ExakTime Mobile permission to use location services as the request will appear on their phone and they may disallow it out of habit.

If using iOS

  1. Open Settings
  2. Go to Privacy.
  3. Go to Location Services.
  4. Look for and tap ExakTime
  5. Select the appropriate location services option for GeoTrakker. We recommend selecting "Always".
  6. Enable the necessary permissions.

If Using Android

The steps below may differ depending on the manufacturer and version of Android, but the idea is consistent.

  1. Open your App Drawer
  2. Press Settings
  3. Press Apps (May also be called Applications, App Manager, etc.)
  4. Look for and tap ExakTime
  5. Press Permissions
  6. Tap Location and select the appropriate option. We recommend "Allow all the time".

Disable Android Battery Optimizations

Recent Android devices try to optimize battery life by preventing the phone and apps from performing certain actions in the background. While this can prolong the battery life of a device, it can prevent ExakTime Mobile from generating GeoTrakker information. For the best chance of success, it is recommended to whitelist ExakTime Mobile from battery optimizations. If you are unsure how to do this, you can refer to Disabling Battery Optimizations for Android Devices for GeoTrakker

What Employees Do

For GeoTrakker to start tracking an employee, the following needs must be met:

  • The employee has clocked in.
  • The employee is logged in.
  • ExakTime Mobile is open (Open in the background can be fine).

If the employee clocks out, logs out of ExakTime Mobile to the PIN pad, or force closes ExakTime Mobile, GeoTrakker can stop tracking.

If the employee is using Android OS 8+ and ExakTime Mobile 2.75+, the employee only needs to be clocked in and logged in to ExakTime Mobile. If ExakTime Mobile is closed, either internationally or from Android RAM optimization, GeoTrakker data will still be generated and collected. The employee must set their Location permission to always allow.

Confirming that GeoTrakker is Running

To confirm that GeoTrakker is running, an employee can press the crosshair icon at the top of the Time Clock section of ExakTime Mobile. The map will show the relative position of the employee based on what ExakTime Mobile is receiving from the device. The GeoTrakker status should be listed like below.

EM_iOS_-_GPS_Icon_Circled.png

EM_-_GPS_GeoTrakker_Tracking.png

Additional Notes

  • GeoTrakker may shorten a device's overall battery life as the device is using location services more frequently to generate location data.
  • The employee's location information is generally sent every 15 minutes to the office. This can differ depending on mobile device settings that can prevent communication with the internet.
  • If the mobile device is idle and has not moved, it will collect information every 5 minutes.
  • GeoTrakker will only track the LAST user that has clocked in and is logged in to a particular device.

Viewing GeoTrakker Data

Your employee's recorded GeoTrakker data can be reviewed from either ExakTime Connect or from ExakTime Mobile.

From ExakTime Connect

Please Note: When conducting a search for location data with the Map View feature, Employee GeoTrakker information may not be available for dates older than three months in the past.

  • Go to Tools in the top menu bar and click MapView

    Tools_-_MapView.png

  • Click the GeoTrakker tab to the left of the map.

    MapView_-_GeoTrakker.png

  • Select the employee in the listing.

    MapView_-_GeoTrakker_-_Employee_Circled.png

  • The map to the right will populate with the employee's GeoTrakker data. The map can be toggled to show a road or aerial map in the top right of the map. The map can be set to show a road or aerial view.

    MapView_-_GeoTrakker_-_Road_Map.png

    MapView_-_GeoTrakker_-_Aerial_Map.png

  • It will show all GeoTrakker information by default or show only "Important" GeoTrakker information.

    MapView_-_GeoTrakker_-_All_Crumbs.png

    MapView_-_GeoTrakker_-_Important_Crumbs.png

  • Below the map is an option for the playback of the employee's route that day.

    MapView_-_GeoTrakker_-_Time_Line.png

From ExakTime Mobile on Android

Press the menu symbol in the top left of ExakTime Mobile.

EM_AND_-_GeoTrakker_01.png

Press GeoTrakker

EM_AND_-_GeoTrakker_02.png

Select the date to review (up to 3 weeks in the past), employee and press Update.

EM_AND_-_GeoTrakker_03.png

From ExakTime Mobile on iOS

Press the Menu symbol in the top left of ExakTime Mobile.

IMG_0257.png

Press GeoTrakker.

IMG_0258.png

Selecting the date to review and select the employee.

EM_iOS_-_GeoTrakker_03.png

EM_iOS_-_GeoTrakker_04.png

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