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How to configure attendance for employees working in different time zones?

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  • Updated

When a company has employees, locations, or Kiosk devices in regions with different time zones, it is important to correctly configure the Locations used for attendance records.

The time zone considered when verifying a punch is defined by the Location used at the time of the record:

  • In the app, by the location selected by the employee;
  • On the Kiosk, by the Location assigned to the tablet;
  • When Current Location is enabled, by the position obtained in real time through the device's GPS.

During time verification, the system compares the time reported by the device with the time zone of the Location. Therefore, an incorrect Location may cause discrepancies when the punch is analyzed and may cause it to remain Pending for approval.

1. Create a Location for each region or unit

Companies with teams in different time zones should maintain specific Locations for each unit, branch, office, job site, or region where employees work.

When creating or reviewing a Location:

  1. Go to Locations;
  2. Open an existing Location or click + New Location;
  3. Enter a name that makes the unit easy to identify, such as:
    • São Paulo Office;
    • New York Branch;
    • Lisbon Unit;
  4. Enter the full address;
  5. Select the correct address from the suggestions displayed;
  6. Check the time zone displayed on the map;
  7. Save the configuration.

Keeping the address up to date and checking the time zone displayed on the map helps prevent discrepancies in punch times.

Important: do not use the same fixed Location for units in different time zones.

2. Define which Locations each employee can use

After creating the Locations, assign each employee only the locations where they are allowed to clock in/out.

To configure:

  1. Go to People;
  2. Open the employee's profile;
  3. Locate Professional Details;
  4. Click the Locations configuration;
  5. Select the locations the employee will be able to use;
  6. Save the change.

By default, the employee may be configured with All Locations. For companies operating across different time zones, restricting this list reduces the risk of an employee accidentally selecting a unit in another region.

Example: an employee working in Manaus should see the Location corresponding to the Manaus unit instead of selecting a Location registered for São Paulo.

3. Instruct the employee to select the correct location in the app

When clocking in/out through the app, the employee should check the selected Location before confirming the punch.

The selected location is used as a reference for punch verifications, including the comparison between the device time and the Location's time zone.

To prevent discrepancies:

  • Instruct the employee to select the unit where they are working at that moment;
  • Do not keep Locations available that they do not use;
  • When the employee travels or changes units, review the Locations assigned to their profile;
  • Keep the mobile device's date, time, and automatic time zone synchronized with the network.

4. Use Current Location for employees who work in different places

For employees who work in the field, travel, or work across different regions, the company can enable Current Location.

With this option, the app uses the mobile device's GPS to identify where the employee is at the time of the punch instead of relying only on a previously registered fixed address. This feature is exclusive to the app and must be enabled by the company.

To enable it for all employees with access to the App:

  1. Go to Attendance;
  2. Click Settings;
  3. Under Device settings > Advanced settings > App, enable Allow to clock in/out from any location;
  4. Save the change.

To enable it only for specific employees:

  1. Go to People;
  2. Open the employee's profile;
  3. Go to the Settings tab;
  4. Under the App settings, enable Allow to clock in/out from any location;
  5. Save the change.

At the time of the punch, the employee must select Current Location and allow the app to access the mobile device's GPS.

This option is recommended, for example, for:

  • Employees who travel;
  • Field teams;
  • Technicians who visit different clients;
  • People who alternate between units located in different time zones.

5. Correctly configure the Location for each Kiosk

On the Kiosk, the time zone used depends on the Location assigned to the tablet.

To review the configuration:

  1. Click your profile picture or initials;
  2. Click Settings;
  3. Open Kiosk Settings;
  4. Locate the tablet;
  5. Click the device row;
  6. In the Location field, select the unit where the tablet is installed;
  7. Save the change.

Each device can have its own Location. This allows a company to maintain one tablet in São Paulo and another in Manaus, each assigned to its respective unit and time zone.

Use clear names to identify the devices, such as São Paulo Reception or Manaus Unit Entrance, making it easier to review the settings.

6. Use Custom Location when the tablet changes locations

When a tablet is always used at the same address, keep a fixed Location assigned to the device.

If the tablet is transported between cities, job sites, events, or units in different time zones, enable Custom Location in the Kiosk settings. In this mode, the tablet's GPS is used to record its position at the time of the punch.

To enable it:

  1. Go to Kiosk Settings;
  2. Open the desired tablet;
  3. Locate Custom Location;
  4. Select the option;
  5. Click Save;
  6. Confirm that the tablet's GPS is enabled and that the app has permission to access the location.

Custom Location replaces the fixed Location during punches. Therefore, use it only when the device actually needs to move between different locations.

7. How to identify a punch recorded with the wrong Location

When there is a discrepancy in a punch time, check which Location was used:

  1. Go to Attendance;
  2. Open the Punches tab;
  3. Use the filters to locate the record;
  4. Click the punch row;
  5. In the side panel, check:
    • The recorded time;
    • The selected Location;
    • The actual location collected by the device, when available;
    • The verification method;
    • The punch status.

The details screen allows you to compare the selected Location with the actual position of the record.

Example: if an employee was in Manaus but selected a São Paulo Location, the verification may use the time zone of the incorrect unit.

8. How to locate the source of an incorrect configuration

The review depends on the device used.

Punch recorded through the app

Check:

  1. Which Location was selected for the punch;
  2. Which Locations are assigned to the employee;
  3. Whether they should use a fixed Location or Current Location;
  4. Whether GPS and location permissions were enabled;
  5. Whether the mobile device's time and automatic time zone were correctly configured.

Punch recorded through the Kiosk

Check:

  1. Which tablet was used;
  2. Which Location is assigned to the device;
  3. Whether the tablet remains fixed at that unit;
  4. Whether Custom Location is enabled;
  5. Whether the tablet's GPS and location permissions are enabled;
  6. Whether the device's date and time are synchronized.

The Location and time verification settings for each Kiosk can be managed remotely from Kiosk Settings.

9. How to correct the configuration for future punches

After identifying the source of the discrepancy:

  • Correct the address or time zone of the registered Location;
  • Assign only the appropriate Locations to the employee;
  • Instruct the employee to select the correct location before clocking in/out;
  • Enable Current Location for employees who work across different regions;
  • Correct the Location assigned to the tablet;
  • Enable Custom Location on the Kiosk when the device is transported between different regions;
  • Confirm that GPS and location permissions are enabled;
  • Keep the devices' date, time, and automatic time zone synchronized.

After changing Kiosk settings, restart or sync the app if the change is not displayed immediately.

10. What should I do with punches that have already been recorded?

Correcting the Location prevents the issue from occurring on future punches, but records that have already been created must be reviewed individually.

To review them:

  1. Go to Attendance > Punches;
  2. Locate the record;
  3. Open its details;
  4. Compare the time, selected Location, and actual location;
  5. Confirm with the employee when the punch occurred;
  6. Approve or decline the record based on your review.

When a location or time verification cannot be completed, the punch may remain Pending until a supervisor approves or declines it.

Tips and troubleshooting

  • The punch time is different from the employee's local time: check which Location was selected and which time zone is configured for it.
  • The employee selected a unit in another region: restrict the Locations available in their profile.
  • The employee travels frequently: consider enabling Custom Location in the app.
  • The Kiosk was moved to another unit: change the Location assigned to the tablet before using it.
  • The tablet moves between different regions: enable Custom Location and keep GPS enabled.
  • The actual position was not collected: check the app or Kiosk GPS permissions.
  • The punch remained Pending: open the details and review the time and location verifications before approving or declining it.
  • The Kiosk configuration was not updated: sync or restart the app on the tablet.
  • The registered address is correct, but the time zone is not: open the Location, select the suggested address on the map again, and check the displayed time zone.

Best practices

  • Create a specific Location for each unit or region;
  • Do not share one fixed Location between addresses in different time zones;
  • Use names that clearly identify the city or unit;
  • Restrict the Locations available to each employee;
  • Review the Location assigned to each Kiosk;
  • Enable Current Location only for mobile teams or devices;
  • Check the time zone displayed when creating or updating an address;
  • Instruct employees to check the Location before confirming a punch;
  • Keep GPS, date, time, and automatic time zone enabled on devices;
  • Review Pending punches regularly to identify incorrect configurations.

Frequently asked questions

  1. Which time zone is used when the employee records a punch through the app?

The time zone of the Location selected by the employee at the time of the punch is used. When the employee uses Current Location, the position is obtained through the mobile device's GPS.

  1. Which time zone is used on the Kiosk?

The Kiosk uses the Location assigned to the tablet. When Custom Location is enabled, it uses the position obtained through the device's GPS.

  1. Can I use the same Location for units in different time zones?

It is not recommended. Create a Location for each address or unit so the corresponding time zone is used.

  1. How can I prevent an employee from selecting a Location from another region?

Open the employee's profile, go to Professional Details, and select only the Locations they are allowed to use.

  1. What should I do when an employee works in different cities?

You can make the corresponding Locations available or enable Current Location so the app uses the mobile device's GPS.

  1. What should I do when a tablet moves to another unit?

Change the Location assigned to the device before new punches are recorded. If it is frequently used in different places, enable Custom Location.

  1. How can I find out which Location was used for a punch?

Go to Attendance > Punches, locate the record, and open its details. The screen displays the selected Location and, when available, the actual location collected.

  1. Does changing the Location automatically correct previous punches?

Changing the Location corrects the configuration for future punches. Previously recorded punches must be located and reviewed separately.

  1. Why can a punch remain Pending because of the time zone?

Because time verification compares the device time with the Location's time zone. When this verification cannot be completed, the record may require a supervisor's review.

  1. Do I need to enable GPS even when using a fixed Location?

GPS is required when the company uses that verification method or when Current Location is enabled. Other methods, such as Wi-Fi, iBeacon, and IP, can also be configured depending on the device being used.

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