To ensure your staff can only clock in and out from designated places, RotaCloud allows you to set up clocking in restrictions. These work using GPS data from your employee's phone or the tablet used for a terminal, an IP address (meaning they need to have a specific wifi connection), or both.
Restrictions will only be in place when staff are clocking in or out of shifts. If employees clock in or out without a shift, no restrictions will be enforced.
How a GPS restriction works
A GPS restriction means employees clocking in or out will need to have their location enabled on their phone (and give the app permission to access this) and will then need to be within a range of a specified address. If they are outside your determined area, they will not be able to clock in or out.
Each GPS restriction is set to a specific Location. Every time an employee clocks in or out of a shift that is assigned to that Location (rota), the restriction will be enforced.
Please be aware you are only able to add one address and GPS restriction to each Location.
How IP address restrictions work
An IP address restriction means employees clocking in or out will need to be connected to be your a specified wifi network. If they are not connected to your determined wifi, they will not be able to clock in or out.
Each IP address restriction is set to a specific Location. Every time an employee clocks in or out of a shift that is assigned to that Location (rota), the restriction will be enforced.
You are able to add multiple IP addresses to each Location if staff need to clock in from various places.
Please be aware you can only use this setting if you have a static IP address. If you are unsure, please check with your internet service provider.
Setting up a GPS restriction
A GPS restriction can be set up by an Admin user. To do this, click the Company tab and select 'Locations'. Select the Location you'd like to add a restriction too and, in the 'Address' section, add the address your staff will be clocking in/out from.
Once you have entered the address, you'll see a map below the Address section with a red marker showing the inputted address. Check that the red marker accurately shows your entered address - if not, you can zoom in/out on the map and click and drag the red marker to drop it exactly at the address.
Below the map, you then need to tick the option 'Restrict clock in to the location address, with specified range (e.g. 50 meters)'.
You'll see a dropdown appear allowing you to choose a radius of how far from your building staff can clock in - the smallest you can set is 50m, and the largest is 500m. Your selected radius will appear on the map as a blue circle around your red marker.
Once you are happy with your selection, scroll to the bottom of the page and click 'Save'. Your GPS restriction will now be in place for anyone clocking in to a shift on that Location.
Setting up IP address restrictions
IP address restrictions can be set up by an Admin user. To do this, click the Company tab and select 'Locations'. Select the Location you'd like to add a restriction too, and scroll down - tick the option 'Restrict clock in to a specific IP address (e.g. a wifi network at your workplace)'.
In the box that appears, enter your static IP address (this is provided by your internet service provider - if you are not sure where to find this, please speak with them directly). If you would like to add multiple IP addresses where staff can clock in and out from, simply separate each with a comma and space. For example:
123.456.7890, 312.4567.890
Once entered, scroll down to the bottom of the page and click 'Save'. You IP address restriction will now be in place and staff will only be able to clock in and out when on your specified internet connection(s).