On this post we have a really useful feature for those companies that want to make use of the application's GPS capabilities to make life easier for their employees. We will show you how to set up tasks so they can be changed automatically using the employees' location.
The first step is to make sure that you have tasks with addresses. If the project doesn't have a specific address, make sure that you use the coordinates instead:
Also, notice with the SmartFence section is set to Default, this is very important since we will setup the Default SmartFence to trigger the automatic changing of tasks. This is done as follows:
In the Administration tab, select "Rules, Action and Fences" and select the "Manage SmartFences"option. For this, you will only work with the Default rule. We are going to create two rules and apply both to the Default one.
The first rule is going to be used to start each task when an employee is entering an area. On the first screen, set the radius to your desired size and click on the "Create New" button, then you are taken to the Rules section. Here, select "Entering Area" and name the rule using the terminology that suits your company the best:
Then, click on "Create New Action". This next step is where you will set the Automatic Field Device Event, so select "Change Task". In this case, since we want to be able to change to any task using the location, make sure to leave "Set Task Info" unchecked.
Then you can save it and go back to the previous screen, where you can click again on "Save" to go where you entered the radius.
Next, click on "Create New", we are going to add the rule to switch to Travel when the employees leave the area. You will notice that the process is almost the same. Create a "Leaving Area" rule and name it Travel or whatever works for you:
Then, click on "Create New Action", this time we will use the same Change Task event but we will check "Set Task Info". This will enable us to select the specific Task that will be selected when the employee leaves the area:
You will get a drop down menu with all the tasks for all the teams, so make sure you select the appropriate one. Save it and go back until you are at the first screen (where you set the radius) and click on "Save". With this, the rules are ready to be used.
At the beginning of the day, employees will need co clock in to activate the GPS tracking. Here is an example of what it looks like on their History:
And this is how the tasks are shown in the Timecard Task Detail Report:
We hope you can make the best out of this feature, let us know if you have any questions or comments.