GPS Geofencing Time Tracking for Field Crews: 5 Procedures | EasyClocking by WorkEasy Software

How to Configure Geofence Boundaries for Job Sites

intermediate · 1 hour per site

This procedure defines location-enforced clock-in zones around each active job site before field deployment. It is executed by an operations administrator during initial system setup or when a new site is added, and it produces a named geofence with a validated radius assigned to the correct cost center.

1. Open the Geofence Setup Wizard
Prerequisites
- Admin access to the EasyClocking by WorkEasy Software Geofence Setup Wizard
- Physical address or GPS coordinates for the job site
Log in to the EasyClocking by WorkEasy Software admin console. Navigate to Settings → Locations → New Geofence. Enter the job site's street address or drop a pin directly on the satellite map to set the geofence center point. The platform surfaces a live satellite preview of the boundary as you position the pin, so you can visually confirm the center aligns with the actual work area before proceeding.
If the site has no formal street address (common on undeveloped construction parcels), use the GPS coordinates from the project plan or capture them on-site with any smartphone GPS app. Paste the coordinates into the search field and confirm the pin lands on the correct parcel.
Expected outcome: A pin is placed at the center of the job site on the satellite map, and the geofence creation form is open and ready for radius configuration.
2. Set the Boundary Radius
Prerequisites
- Pin placed at site center (Step 1 complete)
Enter a radius that covers the full physical work area without overlapping adjacent sites. For a single-building site, a radius of 100 to 300 feet typically captures entrances, parking areas and staging zones. For open construction sites, laydown yards or sprawling warehouse campuses, increase the radius to 500 to 1,000 feet.
Watch the boundary preview on the satellite map as you adjust the slider. Confirm that every area where crew members will physically work falls inside the shaded circle. If the site shape is irregular (an L-shaped property, for example), consider placing two overlapping geofences rather than one oversized circle that bleeds into a neighboring property. Keep at least 50 feet of separation between the edges of adjacent geofences to prevent auto-tagging clock-ins to the wrong project.
Expected outcome: The boundary radius is set and the satellite preview confirms full coverage of the physical work area without encroaching on adjacent sites.
3. Assign the Geofence to a Cost Center or Project Code
Prerequisites
- List of cost centers or project codes for the site
- Boundary radius configured (Step 2 complete)
Select the matching project or cost center from the dropdown in EasyClocking by WorkEasy Software so that every clock-in from this zone auto-tags to the correct job. This assignment is what allows the payroll export in Procedure 5 to allocate hours by project without manual rekeying.
If the site serves multiple cost codes (a general contractor managing several subcontractor areas on one parcel), assign the primary cost code here and configure secondary codes at the employee or crew-group level. Confirm the cost code matches the identifier your payroll system expects; a mismatch here propagates through every pay period until corrected.
Expected outcome: The geofence is linked to the correct cost center, and clock-ins within this boundary will auto-tag to that project code.
4. Configure Entry and Exit Alerts
Prerequisites
- Field manager assigned to the site in the system
Enable push notifications to the assigned field manager for any clock-in or clock-out that occurs outside the boundary. In the alert settings panel, select the manager or managers who should receive real-time notifications. Choose whether to send alerts for boundary violations only or for all entry and exit events.
For high-security or compliance-sensitive sites, enable both entry and exit alerts so the field manager has a complete log of who arrived, when they arrived and when they left. For standard sites, boundary-violation-only alerts reduce notification noise while still surfacing the events that require action.
Expected outcome: The field manager receives a test alert notification, confirming that boundary-event alerts are active and routed to the correct recipient.
5. Set the Enforcement Mode
Prerequisites
- Clock-in policy reviewed and approved by HR
Choose between two enforcement modes based on your site policy:
- Hard block prevents any clock-in from outside the boundary. The employee sees an error message and cannot record a punch until they are physically inside the geofence.
- Soft alert allows the clock-in but flags it as an out-of-boundary event for manager review in the Exceptions Dashboard.
Hard block is the stronger control and is recommended for sites where proxy clock-ins or inflated payroll records have been a concern. Soft alert is more practical for sites with known GPS interference (dense urban canyons, underground work, or areas near tall structures that scatter satellite signals) where a hard block would generate excessive false rejections.
Expected outcome: The enforcement mode is saved and displayed in the geofence summary as either 'Hard Block' or 'Soft Alert.'
6. Save and Run a Test Clock-In
Prerequisites
- A test device with the EasyClocking by WorkEasy Software mobile app installed and GPS permissions granted
Save the geofence configuration and run a test clock-in using a test device. Clock in once from inside the boundary and once from outside the boundary. Confirm the following:
- The inside-boundary clock-in records successfully with a green location-verified badge.
- The outside-boundary clock-in is either blocked (hard-block mode) or flagged (soft-alert mode).
If the inside-boundary test fails from a known work area, the radius is too tight. Increase it and retest. If the outside-boundary test is not blocked or flagged, check that the enforcement mode is saved correctly. Do not proceed to publishing until both test conditions pass. This step typically takes a few minutes but prevents hours of exception cleanup later.
Expected outcome: Both test clock-ins behave as expected: valid inside the boundary, blocked or flagged outside the boundary.
7. Publish the Geofence
Prerequisites
- Both test clock-ins passed (Step 6 complete)
Activate the geofence so it appears in the mobile app's site list for assigned crew members. In EasyClocking by WorkEasy Software, click Publish on the geofence summary screen. The geofence status changes from 'Draft' to 'Active,' and the site becomes available for crew assignment in Procedure 2.
After publishing, record the geofence name, radius, enforcement mode and cost-center assignment in your deployment log. This record is useful during pay-period close (Procedure 5) and is required documentation if a wage-and-hour audit requests the boundary configuration that was active at the time of a disputed punch.
Expected outcome: A named, active geofence is live for the job site, validated by a test clock-in, and linked to the correct cost center, ready for crew enrollment.

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How to Enroll Field Crews on Mobile for GPS Clock-In

beginner · Varies by crew size

This procedure provisions employee accounts, installs the EasyClocking by WorkEasy Software mobile app, and confirms GPS permissions on each field device before the first shift. It produces a verified, GPS-enabled crew roster ready for location-enforced clock-ins.

1. Send App Invitations
Prerequisites
- Active employee records in EasyClocking by WorkEasy Software with assigned job site and cost center
- Employee email addresses on file
In EasyClocking by WorkEasy Software, select the employee records for the new site. Click Invite to Mobile and confirm the invitation email is sent to each employee's address on file. The invitation email contains a unique enrollment link that ties the employee's app installation to their existing record, so clock-ins map to the correct employee ID without manual data entry.
Before sending, verify that every selected employee has a valid email address. Bounced invitations delay enrollment and create gaps in the crew roster that surface as missing-punch exceptions on the first shift.
Expected outcome: Every selected employee receives an enrollment email, and the admin console shows 'Invitation Sent' status for each record.
2. Direct Employees to Install the Mobile App
Prerequisites
- Company mobile device policy communicated to employees (BYOD or company-issued)
- Confirmed mobile OS versions for field crew devices (iOS and Android)
Share the iOS App Store or Google Play download link with each crew member. For BYOD (bring-your-own-device) crews, include the link in the enrollment email or distribute it via a QR code posted at the site trailer or break room. For company-issued devices, coordinate with IT to push the app via your mobile device management (MDM) platform.
Confirm installation on each device before the employee's first scheduled shift. An uninstalled app on shift day forces the employee to either skip the GPS clock-in or call a supervisor for a manual punch, creating the exact exception volume that Procedure 4 is designed to resolve.
Expected outcome: The mobile app is installed on every enrolled crew member's device, and the admin console shows 'App Installed' status for each employee.
3. Verify GPS and Location Permissions
Prerequisites
- App installed on each device (Step 2 complete)
Instruct employees to grant Always On location permission when prompted during app setup. This permission is required for geofence detection; without it, the app cannot confirm the employee's position relative to the boundary at clock-in time.
In the EasyClocking by WorkEasy Software admin roster view, confirm that each employee's GPS permission status appears as Active. The platform displays each employee's GPS permission status in real time, so administrators can confirm full crew readiness without checking individual devices. Flag any device showing 'Permission Denied' or 'Not Determined' and contact the employee directly to resolve the permission setting before the first shift.
Expected outcome: Every enrolled employee's GPS permission status shows 'Active' in the admin roster view.
4. Assign Employees to Their Geofenced Site
Prerequisites
- Geofences configured and published for all assigned sites (Procedure 1 complete)
In the admin console, confirm each employee's primary site assignment matches the published geofence from Procedure 1. Navigate to People → Site Assignment, select the employee or crew group, and assign the target geofence. For employees who work across multiple sites in a single shift, assign all relevant geofences and enable site-transfer clock events so the system records transitions between sites automatically.
Double-check that the cost center attached to the geofence aligns with the employee's pay code. A mismatched assignment causes hours to export to the wrong project code in Procedure 5, requiring a payroll correction after the fact.
Expected outcome: Each employee's profile shows the correct geofenced site assignment, and multi-site employees have all relevant geofences assigned.
5. Run a Test Clock-In with Each Employee
Prerequisites
- Employees physically present at or near the job site for testing
Have each crew member clock in from inside the geofence boundary. Confirm the clock-in appears in the admin dashboard with a green Location Verified badge. This test validates three things simultaneously: the app is installed correctly, GPS permissions are active, and the geofence boundary captures the employee's physical position.
If a test clock-in fails, troubleshoot in this order: check GPS permission status, confirm the device has a clear view of the sky (indoor tests near windows work better than basement offices), and verify the geofence radius covers the test location. Do not skip this step. Unverified devices cause the bulk of exception volume that Procedure 4 is designed to resolve.
Expected outcome: Every enrolled crew member has completed a successful test clock-in that appears in the dashboard with a 'Location Verified' badge.
6. Document Devices with GPS Permission Failures
Prerequisites
- Test clock-in results reviewed (Step 5 complete)
Flag any device that cannot grant 'Always On' location permission. This is common on managed iOS devices where MDM profiles restrict location access, and on older Android devices running outdated OS versions. Record the device model, OS version, employee name and the specific error in your enrollment log.
Escalate flagged devices to IT for MDM policy adjustment before the employee's first live shift. If the device cannot be resolved in time, assign the employee to a buddy-pair check-in (supervisor-witnessed clock-in with manual entry and a documented note) as a temporary workaround until the permission issue is resolved. Do not leave the gap undocumented; an undocumented permission failure on a live shift creates an unresolvable exception at pay-period close.
Expected outcome: A documented list of devices with GPS permission failures is created, each with an assigned IT escalation, and temporary workarounds are in place for affected employees.

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How to Enforce Clock-In Policy and Prevent Buddy Punching

intermediate · 1 hour for initial configuration; ongoing monitoring during first week

This procedure activates biometric or photo-verification requirements alongside geofence enforcement so that only the correct employee, physically present on site, can record a valid clock-in. It produces a tamper-resistant time record for every shift.

1. Enable Photo Capture on Clock-In
Prerequisites
- Geofences configured and published for all sites (Procedure 1 complete)
- Crew enrolled with GPS permissions active (Procedure 2 complete)
- Device camera permissions granted on all enrolled devices
In EasyClocking by WorkEasy Software, navigate to Policy Settings and toggle Require selfie on clock-in for the target site or crew group. This captures a timestamped photo at every clock-in event, creating a visual record tied to the GPS-verified punch. The photo is stored alongside the time record and is accessible to the field manager during daily exception review (Procedure 4).
Communicate this requirement to employees before enabling it. A surprise selfie prompt on the first shift creates confusion and slows clock-in lines at high-volume start times. Include the photo requirement in the written clock-in policy distributed during onboarding.
Expected outcome: The selfie requirement is active for the target site, and a test clock-in prompts the camera capture before recording the punch.
2. Set Geofence Enforcement Mode to Hard Block
Prerequisites
- Geofence published and tested (Procedure 1 complete)
Confirm the site's geofence is set to Hard Block mode so that proximity is a mandatory prerequisite for a valid punch. In the geofence settings for the target site, verify the enforcement mode reads 'Hard Block,' not 'Soft Alert.' If you initially configured the geofence in soft-alert mode during Procedure 1, update it now before the first policy-enforced shift.
Hard-block mode prevents clock-ins from outside the boundary entirely. Combined with the selfie requirement from Step 1, this creates a two-factor verification: the employee must be at the right place and show the right face. This combination addresses buddy punching directly because a coworker cannot clock in on someone else's behalf without being physically present and photographed.
Expected outcome: The geofence enforcement mode displays 'Hard Block' in the site settings, and an outside-boundary test clock-in is rejected.
3. Configure Face-Match Sensitivity
Prerequisites
- Biometric face-match feature active on the account
- Written clock-in policy reviewed by HR and legal for biometric consent requirements in applicable states
If your plan includes biometric face matching, set the confidence threshold in EasyClocking by WorkEasy Software. A threshold of 85% or higher rejects low-confidence matches while minimizing false rejections for employees wearing standard work attire. For outdoor construction sites where helmets, safety glasses and high-visibility vests partially obscure facial features, a threshold of 75% reduces false rejections without significantly increasing the risk of a false match.
Test the threshold with employees wearing their typical PPE before going live. If the false-rejection rate is unacceptably high, consider using PIN plus photo as the verification pair instead of face matching. The goal is a verification method that is reliable in the actual work environment, not one that works perfectly only in an office setting.
Expected outcome: The face-match confidence threshold is set, tested with PPE-wearing employees, and producing an acceptable balance between security and usability.
4. Define the Late-Clock-In Alert Threshold
Prerequisites
- Shift schedules published for the target site
Set a grace period after the scheduled start time, after which the system automatically alerts the field manager of a missing punch. A grace period of five to ten minutes after the scheduled start is common for field crews who may be on site but delayed by toolbox talks, equipment staging or gate check-in procedures.
Configure the alert to fire to the field manager's mobile device, not just the admin dashboard. A dashboard-only alert is useless to a field manager who is on site and not watching a computer screen. The alert should include the employee name, scheduled start time and the site name so the manager can act immediately.
Expected outcome: A test late-clock-in scenario triggers a push notification to the field manager's mobile device within the configured grace period.
5. Communicate the Policy to Crew
Prerequisites
- Written policy drafted and reviewed by HR and legal
Distribute the updated clock-in policy in writing. The policy should state the photo or biometric requirement, the geofence enforcement mode, the grace period and the consequences for repeated violations. Obtain a signed acknowledgment from each employee confirming they understand the requirements.
For crews in states with biometric privacy laws, the acknowledgment must include the specific consent language required by statute. Consult qualified legal counsel to confirm the consent language meets your obligations before distributing. EasyClocking by WorkEasy Software supports configurable consent-capture workflows on the mobile app, so you can collect digital acknowledgments during enrollment rather than chasing paper forms on the job site.
Expected outcome: Every crew member has received the written policy and signed an acknowledgment, stored in the employee's record.
6. Monitor the First Week's Clock-In Feed
Prerequisites
- Policy activated and at least one full shift completed
Review the daily clock-in log for the first five business days after policy activation. Look for rejected punches, low-confidence face matches, boundary violations and devices that consistently fail GPS verification. Use the EasyClocking by WorkEasy Software buddy-punch prevention suite's reporting view to filter events by exception type and identify patterns.
If the false-rejection rate exceeds a level that disrupts shift starts, adjust the face-match threshold or geofence radius. If a specific device model consistently produces GPS drift, escalate it to IT. The first week is the calibration period; do not lock the policy settings until the exception rate stabilizes at a manageable level.
Expected outcome: A one-week log of clock-in events is reviewed, threshold adjustments are documented, and the false-rejection rate has stabilized.
7. Escalate Repeat Violations
Prerequisites
- At least one full pay period of clock-in data under the new policy
Flag employees with three or more boundary violations or selfie-verification failures in a pay period to the field manager and HR for policy review. Document each violation with the timestamp, GPS coordinates, photo (if captured) and the employee's explanation.
Repeat violations may indicate a legitimate issue (a device with persistent GPS problems, a geofence that does not cover the full work area) or a policy compliance issue. Investigate before assuming the worst. The point of this procedure is to produce accurate, fair records for every crew member, not to build a disciplinary case. Adjust the geofence or device configuration first; escalate to HR only after ruling out technical causes.
Expected outcome: Repeat-violation employees are identified, root causes are investigated, and either technical corrections or HR escalations are documented.

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How to Audit Daily Clock-In Exceptions Before They Reach Payroll

intermediate · 15 minutes daily

This procedure reviews, categorizes and resolves every flagged time event, including missed punches, out-of-boundary clock-ins, GPS drift anomalies and unapproved overtime, within 24 hours of the shift so corrections are made while context is fresh. It produces a clean, exception-free time log for each crew member.

1. Open the Exceptions Dashboard
Prerequisites
- At least one completed shift with GPS clock-in data in the system
- Exception alert notifications configured for the site (Procedures 1 and 3 complete)
- Manager access to the Exceptions Dashboard
In EasyClocking by WorkEasy Software, navigate to Time → Exceptions and filter by today's date and the target job site. The platform's Exceptions Dashboard surfaces all flagged events in a single-screen triage view, color-coded by exception type, so you can see the full scope of the day's issues at a glance.
Run this review every business day, not weekly. A week of unreviewed exceptions creates a reconciliation backlog that forces payroll to delay or estimate, which is the exact problem GPS geofencing is supposed to eliminate. Daily review is this procedure's non-negotiable cadence.
Expected outcome: The Exceptions Dashboard displays all flagged events for today's date and the target site, color-coded by exception type.
2. Triage Exceptions by Category
Prerequisites
- Dashboard filtered and loaded (Step 1 complete)
Sort the flagged events into four buckets:
- Missed punch — employee clocked in but did not clock out, or vice versa.
- Out-of-boundary clock-in — employee clocked in from a location outside the geofence.
- GPS drift — employee's recorded location is near the site but coordinates scatter beyond 200 feet from the site center, suggesting a device or signal issue rather than a true off-site event.
- Unapproved overtime — employee worked beyond the scheduled end time without prior authorization.
Prioritize resolution by payroll impact. Missed punches and unapproved overtime directly affect pay calculations. Out-of-boundary and GPS drift flags may or may not affect pay but need documentation for audit purposes.
Expected outcome: All flagged events are categorized into one of four buckets, and the resolution order is clear.
3. Resolve Missed Punches
Prerequisites
- Employee contact method available (phone, in-app message)
For each missed clock-out (or missed clock-in), contact the employee via the in-app messaging feature in EasyClocking by WorkEasy Software. Confirm the actual arrival or departure time. Enter a manager-approved manual correction with a note citing the employee's confirmation and the method of verification (phone call, text message, in-app message).
Do not estimate departure times based on schedule alone. An estimated time that differs from the actual time by even a few minutes can create an overtime discrepancy or a short-pay issue. The correction note is part of the audit trail and should be specific enough that a payroll administrator or auditor can reconstruct the decision months later.
Expected outcome: Each missed punch is resolved with a documented, manager-approved correction that includes the employee's confirmed time and the verification method.
4. Review Out-of-Boundary Clock-Ins
Prerequisites
- Satellite map view available in the dashboard
For each boundary violation, check the GPS coordinate against the satellite map in the dashboard. Determine whether the violation is a true off-site event (the employee was not at the job site) or a geofence radius gap (the employee was on site but standing outside the current boundary, such as a parking area or adjacent staging zone).
If the coordinate is clearly within the physical work area, the geofence radius needs adjustment. Note the coordinate and increase the radius in Procedure 1, Step 2 to cover the gap. If the coordinate is genuinely off-site, document it as a policy violation and route it to Procedure 3, Step 7 for escalation.
Expected outcome: Each out-of-boundary flag is resolved as either a geofence adjustment (with the radius updated) or a documented policy violation routed for escalation.
5. Flag GPS Drift Anomalies for Device Review
Prerequisites
- GPS coordinate data visible in the exception detail view
Identify clock-ins where the recorded coordinates scatter beyond 200 feet from the site center despite the employee being physically present. Check whether the same device produces drift on multiple days. Persistent drift on the same device indicates a GPS hardware issue, an outdated OS, or a restrictive permission setting rather than an employee location problem.
Record the device ID, model, OS version and the affected dates in your exception log. Escalate to IT for device inspection or replacement. Do not penalize the employee for a device-level issue; document the anomaly and apply a manual correction with a manager note until the device is fixed.
Expected outcome: Devices with persistent GPS drift are identified, documented and escalated to IT, with manual corrections applied to affected time records.
6. Approve or Reject Unapproved Overtime
Prerequisites
- Shift schedule and manager notes accessible in the system
Review each overtime flag against the shift schedule and any manager notes in EasyClocking by WorkEasy Software. For legitimate overtime (crew stayed late to finish a pour, a delivery arrived after hours), approve the overtime and attach a cost-code annotation so the hours export to the correct project in Procedure 5.
For unauthorized overtime (employee clocked out late without work justification), reject the overtime entry with a written reason. Unannotated overtime cannot be allocated to the correct project in payroll export. Always attach a cost code at approval, even if it matches the default site code; this prevents mapping errors during pay-period close.
Expected outcome: Each overtime flag is approved with a cost-code annotation or rejected with a documented reason.
7. Lock Resolved Records
Prerequisites
- All resolvable exceptions for the day addressed (Steps 3 through 6 complete)
Mark each resolved exception as Reviewed in the dashboard. Locking a record prevents duplicate edits and creates an audit trail entry showing the manager who reviewed it, the resolution action and the timestamp. This locked status is what Procedure 5 checks before generating the payroll export; unlocked exceptions block the export.
Before locking, scan the day's resolved records one final time. Confirm every correction has a manager note, every overtime approval has a cost code and every escalation has a status note. A locked record with an incomplete note is worse than an open exception; it passes through to payroll without the context needed to catch an error downstream.
Expected outcome: All resolved exceptions show 'Reviewed' status, with locked records displaying the reviewing manager, action taken and timestamp.
8. Escalate Unresolved Exceptions
Prerequisites
- All resolvable exceptions locked (Step 7 complete)
Any exception that cannot be resolved within 24 hours (employee unreachable, disputed hours, pending IT device review) must be escalated to HR with a status note before the next shift begins. In EasyClocking by WorkEasy Software, tag the exception with an Escalated status and assign it to the appropriate HR contact.
Include in the status note: the exception type, the date and time of the flagged event, the resolution attempts made and the reason resolution was not possible. This note ensures the HR contact or payroll administrator can pick up the case without starting from scratch. Do not leave exceptions in an open, unassigned state; unassigned exceptions are invisible during pay-period close and produce the manual cleanup burden the entire procedure sequence is built to prevent.
Expected outcome: Every unresolved exception has an 'Escalated' status, an assigned HR contact, and a detailed status note — nothing remains in an open, unassigned state.

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How to Export Payroll-Ready Time Records at Pay-Period Close

intermediate · 30 minutes per pay period

This procedure validates, formats and exports the pay period's GPS-verified time data as a clean, mapped file that loads directly into the payroll system without manual rekeying or spreadsheet cleanup. It is executed by the payroll administrator at the end of each pay period.

1. Run the Pay Period Summary Report
Prerequisites
- All daily exceptions resolved and locked for every day in the pay period (Procedure 4 complete for the full period)
- Payroll system integration configured in EasyClocking by WorkEasy Software (ADP, Gusto, Paychex, or CSV export format)
In EasyClocking by WorkEasy Software, navigate to Payroll → Pay Period Close. Select the period dates and all active job sites, then generate the summary report. This report displays total hours by employee and cost center for the entire period, giving you a single view of the data that will flow into your payroll system.
Scan the summary for obvious anomalies before proceeding: employees with zero hours who should have worked, employees with unusually high totals, and cost centers with no assigned hours. These anomalies are easier to investigate now than after the file is uploaded to payroll.
Expected outcome: The Pay Period Summary Report is generated and displays total hours by employee and cost center with no obvious anomalies.
2. Verify Manager Approval Status
Prerequisites
- Manager approval workflow active for all sites
Confirm every timesheet in the period shows Manager Approved status. In the approval status column of the summary report, look for any entry marked 'Pending' or 'Not Submitted.' Flag unapproved timesheets and contact the responsible manager directly to obtain approval before proceeding.
Do not export with unapproved timesheets. Unapproved records may contain unresolved exceptions that passed through Procedure 4's daily review but were not yet finalized by the manager. Exporting unapproved data risks sending incorrect hours to payroll, which requires a correction run that costs more time than obtaining the approval now.
Expected outcome: Every timesheet in the pay period shows 'Manager Approved' status with no pending or unsubmitted entries.
3. Cross-Check GPS-Verified Hours Against Scheduled Hours
Prerequisites
- Shift schedules for the pay period accessible in the system
Review the variance report for any employee whose GPS-verified total deviates from scheduled hours by more than 10%. A large variance may indicate approved overtime that was correctly processed, or it may reveal a data issue: a missed punch correction that doubled hours, a geofence reassignment that split hours across two cost centers, or an escalated exception from Procedure 4 that was resolved with an incorrect time.
Investigate each variance and document the reason before export. Record whether the variance is expected (authorized overtime, schedule change) or requires correction. This cross-check is the last validation gate before the data leaves EasyClocking by WorkEasy Software and enters payroll.
Expected outcome: Every variance above 10% is investigated and documented as either expected (with a reason) or corrected in the time records.
4. Map Time Records to Payroll Codes
Prerequisites
- Cost-center-to-payroll-code mapping table verified and current
Confirm the cost-center-to-payroll-code mapping table is current. If new projects were added or sites were closed during the period, update the mapping table before generating the export file. A stale mapping sends hours to the wrong payroll code, which misallocates labor costs and requires a manual correction after paychecks are issued.
In the mapping settings of EasyClocking by WorkEasy Software, review each active cost center and confirm the corresponding payroll code matches the identifier your payroll system expects. Pay special attention to cost centers that were created mid-period; they may default to a generic code instead of the correct project-specific code.
Expected outcome: The mapping table reflects all active cost centers with correct payroll codes, including any projects added or closed during the pay period.
5. Generate the Payroll Export File
Prerequisites
- Mapping table updated (Step 4 complete)
- Payroll integration or CSV template configured
Click Export to Payroll in EasyClocking by WorkEasy Software. Select the target integration: ADP Workforce Now, Gusto, Paychex Flex, or custom CSV. Confirm the file includes employee ID, total regular hours, overtime hours, cost center, and pay period dates.
The platform's Payroll Export module supports direct integrations with ADP Workforce Now, Gusto, and Paychex Flex, and generates a pre-mapped CSV for any other payroll system. This means the pay-period close procedure requires no spreadsheet intermediary. If you are using a CSV export for a payroll system not on the direct integration list, confirm the column order matches your payroll system's import template before downloading.
Expected outcome: A payroll export file is generated containing employee IDs, regular hours, overtime hours, cost centers, and pay period dates in the format required by the target payroll system.
6. Validate the Export File Before Upload
Prerequisites
- Export file generated (Step 5 complete)
- Pay Period Summary Report accessible for comparison
Open the generated file and spot-check 10% of records against the Pay Period Summary Report. Confirm that hours, cost codes, and employee IDs match. Pay particular attention to employees who had exceptions resolved during the period (Procedure 4) and employees who transferred between sites mid-period, as these records are the most likely to contain mapping discrepancies.
This spot-check typically takes a few minutes and catches mapping errors before they become incorrect paychecks. Skipping this step is the single most common cause of payroll corrections in field operations. If any discrepancy is found, correct the source data in EasyClocking by WorkEasy Software and regenerate the export file; do not edit the export file directly, as manual edits break the audit trail.
Expected outcome: The spot-check confirms that sampled records in the export file match the Pay Period Summary Report with no discrepancies.
7. Upload to Payroll and Confirm Receipt
Prerequisites
- Export file validated (Step 6 complete)
- Payroll system access for the payroll administrator
Upload the validated file to your payroll system. For direct integrations (ADP, Gusto, Paychex), the upload occurs within EasyClocking by WorkEasy Software; confirm the sync status shows 'Complete' with the correct record count. For CSV imports, upload the file through your payroll system's import interface and confirm the record count matches the export count from the previous step.
Save the confirmation receipt (sync confirmation screen, import log, or email confirmation) as the period's audit record. This receipt, combined with the GPS-verified time records, manager approval logs, and exception resolution notes from Procedures 1 through 4, forms the complete audit trail for the pay period. Store it according to your company's record retention policy; auditors and legal counsel may request it months or years later to reconstruct any disputed pay period.
Expected outcome: The payroll import is confirmed with a matching record count, a receipt is saved, and the pay period is closed with a complete GPS-verified audit trail.

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How to Configure Geofence Boundaries for Job Sites

1. Open the Geofence Setup Wizard

2. Set the Boundary Radius

3. Assign the Geofence to a Cost Center or Project Code

4. Configure Entry and Exit Alerts

5. Set the Enforcement Mode

6. Save and Run a Test Clock-In

7. Publish the Geofence

How to Enroll Field Crews on Mobile for GPS Clock-In

1. Send App Invitations

2. Direct Employees to Install the Mobile App

3. Verify GPS and Location Permissions

4. Assign Employees to Their Geofenced Site

5. Run a Test Clock-In with Each Employee

6. Document Devices with GPS Permission Failures

How to Enforce Clock-In Policy and Prevent Buddy Punching

1. Enable Photo Capture on Clock-In

2. Set Geofence Enforcement Mode to Hard Block

3. Configure Face-Match Sensitivity

4. Define the Late-Clock-In Alert Threshold

5. Communicate the Policy to Crew

6. Monitor the First Week's Clock-In Feed

7. Escalate Repeat Violations

How to Audit Daily Clock-In Exceptions Before They Reach Payroll

1. Open the Exceptions Dashboard

2. Triage Exceptions by Category

3. Resolve Missed Punches

4. Review Out-of-Boundary Clock-Ins

5. Flag GPS Drift Anomalies for Device Review

6. Approve or Reject Unapproved Overtime

7. Lock Resolved Records

8. Escalate Unresolved Exceptions

How to Export Payroll-Ready Time Records at Pay-Period Close

1. Run the Pay Period Summary Report

2. Verify Manager Approval Status

3. Cross-Check GPS-Verified Hours Against Scheduled Hours

4. Map Time Records to Payroll Codes

5. Generate the Payroll Export File

6. Validate the Export File Before Upload

7. Upload to Payroll and Confirm Receipt

How These Procedures Connect

Next steps