Field Crew GPS Clock-In Readiness Assessment

The Assessment

For each question, pick the answer that best describes your organization today and note its points. Add up your points as you go. Your total maps to a result band below.

1. 1

   How do your field crews currently record their work hours?

   Identifies the baseline time-capture method, which determines the size of the transition gap.

   • Paper timesheets filled out at end of shift or end of week0 pts
   • Crew leads text or call in hours to the office for manual entry1 pt
   • A basic punch clock at a fixed location (shop, yard or trailer)2 pts
   • A mobile app or web-based clock-in with no GPS or geofence verification3 pts
   • A mobile app with GPS or geofence verification already in use4 pts
2. 2

   Does your organization have a written policy that defines where and when employees are allowed to clock in?

   Written clock-in policies are a prerequisite for geofence enforcement and dispute resolution.

   • No written policy exists; clock-in rules are informal or verbal0 pts
   • There is a general attendance policy, but it does not address location or mobile clock-ins1 pt
   • A written policy exists that specifies approved clock-in times, but not locations2 pts
   • A written policy defines both approved clock-in times and approved locations for field crews3 pts
3. 3

   What percentage of your field workers carry a company-issued or personal smartphone that could run a clock-in app?

   Device penetration determines whether GPS clock-ins can cover the full crew or only a subset.

   • Fewer than half of field workers have a usable smartphone on the job0 pts
   • Roughly half to three-quarters of field workers have a usable smartphone1 pt
   • Most field workers have a usable smartphone, but a small group does not2 pts
   • Virtually all field workers carry a usable smartphone daily3 pts
4. 4

   How reliable is cellular or Wi-Fi connectivity at your typical job sites?

   Connectivity gaps cause missed punches and sync failures unless the clock-in app supports offline mode.

   • Many job sites have dead zones with no reliable cell signal0 pts
   • Signal is spotty at some sites; workers sometimes lose connectivity during a shift1 pt
   • Most sites have adequate signal, with occasional weak spots at edges or underground areas2 pts
   • All active job sites have reliable cellular or Wi-Fi coverage throughout the work area3 pts
5. 5

   How does your current payroll system receive approved time data?

   The payroll integration path determines whether GPS clock-in data can flow without manual re-entry.

   • Someone re-keys hours from paper or spreadsheets into payroll each period0 pts
   • We export a file (CSV or similar) from one system and manually import it into payroll1 pt
   • We have an automated file-based import on a set schedule, but it still requires manual review2 pts
   • Our time tracking system feeds approved hours into payroll through a direct API integration with little or no manual handling3 pts
6. 6

   How often do supervisors or payroll staff correct time entries before a payroll run?

   Frequent corrections signal that the current capture method is unreliable and that GPS verification would reduce rework.

   • Every pay period requires corrections on a large share of time entries0 pts
   • Most pay periods require corrections on a handful of entries1 pt
   • Corrections happen occasionally but are not a recurring burden2 pts
   • Corrections are rare; time entries are accurate as submitted3 pts
7. 7

   How many active job sites or service locations do your field crews work across in a typical week?

   Multi-site operations increase geofence configuration complexity and require stronger location-management capabilities.

   • Crews work at a single fixed location0 pts
   • Crews rotate among 2 to 5 active sites per week1 pt
   • Crews move among 6 to 15 active sites per week2 pts
   • Crews visit more than 15 different locations per week or follow dynamic service routes3 pts
8. 8

   How do field supervisors currently handle missed or disputed punches?

   A defined dispute-resolution process is necessary before introducing geofence-enforced clock-ins.

   • There is no formal process; supervisors adjust entries based on memory or worker claims0 pts
   • Supervisors correct entries informally and note the reason in a spreadsheet or email1 pt
   • There is a written procedure, but it is inconsistently followed across crews2 pts
   • A documented dispute-resolution procedure is followed consistently, with an audit trail of every edit3 pts
9. 9

   Have your field supervisors used any real-time dashboard or mobile management tool for time tracking?

   Supervisor comfort with digital dashboards predicts adoption speed and reduces resistance to GPS clock-in workflows.

   • No; supervisors rely entirely on paper, phone calls or texts for time oversight0 pts
   • Some supervisors have used a basic digital tool, but adoption is inconsistent1 pt
   • Most supervisors regularly use a digital dashboard or app for scheduling or attendance2 pts
   • All field supervisors actively use a real-time dashboard to monitor crew hours and respond to alerts3 pts
10. 10

    Does your organization track labor costs by job code, cost code, project or department at the point of clock-in?

    Job-code capture at clock-in is a common requirement that adds configuration complexity to a GPS clock-in rollout.

    • No; hours are recorded as total hours only, with no project or cost-code breakdown0 pts
    • Job or cost codes are assigned after the fact by office staff during payroll prep1 pt
    • Workers select a job or cost code at clock-in, but the list is managed manually and is often outdated2 pts
    • Workers select from a current, automatically synced job-code or cost-code list at every clock-in3 pts

Score Yourself

Add up the points from every answer. Your total falls between 0 and 31. Find your band below.

• 0 to 8 points

  Foundation Stage

  Your field operation has significant gaps in policy, device coverage, payroll integration or supervisor digital fluency. Deploying geofenced mobile clock-ins today would likely result in high missed-punch rates and low crew adoption. The immediate priority is closing your most critical gap before evaluating GPS time clock vendors.

  Next step: Start by drafting a written clock-in policy that defines approved locations, clock-in windows and a dispute-resolution procedure, then inventory smartphone availability across your crews.

• 9 to 16 points

  Pilot Candidate

  Some building blocks are in place, but at least one dimension (device coverage, connectivity, payroll feed or supervisor readiness) is underdeveloped. You can pilot GPS clock-ins on a single crew or site, but a full fleet rollout carries adoption risk. Targeting your weakest dimension first will improve the odds of a successful pilot.

  Next step: Select one crew or job site with strong connectivity and high smartphone penetration to run a 30-day GPS clock-in pilot, and use pilot data to build a business case for broader deployment.

• 17 to 23 points

  Deployment Ready

  Your organization has written policies, adequate device coverage, a defined payroll integration path and supervisors who are comfortable with digital tools. You are positioned to deploy geofenced mobile clock-ins across multiple crews. The remaining work is vendor evaluation, geofence configuration and payroll-feed testing.

  Next step: Move to vendor shortlisting by matching your crew structure and payroll integration requirements to candidate GPS time clock apps, and schedule a payroll-feed integration test before committing.

What to Do Next

Your readiness score gives you a clear starting point. Whether you need to draft a clock-in policy, run a single-crew pilot or benchmark your current performance, the next step should address the weakest dimension this assessment surfaced. EasyClocking by WorkEasy Software publishes this assessment as part of a broader GPS time tracking decision-support library. To explore how the platform handles geofenced mobile clock-ins, offline punch storage, payroll integration and job-code capture for field crews, visit the EasyClocking by WorkEasy Software product pages or request a walkthrough tailored to your crew structure.

• Mobile Time Clock App Fit Diagnostic
• GPS Time Clock Adoption Benchmarking Comparator
• Geofence Time Tracking ROI Calculator