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Use QuickBooks Time GPS Tracking as admin or manager

Learn how to use GPS tracking in QuickBooks Time if you’re an administrator or manager. Also, learn about some common troubleshooting techniques.

General

  • GPS tracking only works if team members are clocking in via the QuickBooks Time mobile app.
  • GPS points can be pulled at clock in and clock out, opening the app, switching job codes, and while on the clock.
    • A team member can force pull a GPS point while on the clock by going to Time Clock > Location > tap the map > tap the location marker in the top right corner (an admin cannot do this on behalf of a team member).
    • QuickBooks Time Touch users must leave QuickBooks Time Touch active on their screen for points to be captured (when an action is performed such as clock in/out, notes entry, field selection, and so on).
  • GPS points are NOT pulled when on a break, clocked out, or signed out of the app.
    • Various environmental factors can prevent the satellite from acquiring a GPS point.
    • Points are not pulled if the phone is powered off, or the application is force closed.

Location tracking setup

  1. Go to Company Settings.
  2. On the left, select Location Tracking tab.
  3. Choose one of the following:
    1. Required: Location services must be enabled on the team member's mobile device for them to track time.
    2. Optional: The team member can choose to enable or disable location services with no affect to how they track time.
    3. Off: location is never tracked.
  4. For Geofencing setup, please refer to How to set up and use geofencing.
  1. Go to My Team > select a team member > Mobile Options tab.
  2. Select Custom Rules for this Team Member.
  3. Make your selection, then select Save.

Viewing permissions

  • Administrators, managers, and users granted the Manage Timesheets for All Team Members permission are able to view another team member's GPS points.
    • Team members can only view their own GPS points.
    • Team members and administrators see the same map data.
  • After recorded, GPS points cannot be changed or edited.
    • If a timesheet is edited and loses some time during which a point was lost, that GPS point will no longer display.
  • Admins and managers will only be able to view GPS points when the device syncs with their QuickBooks Time account. In order to sync, the device must be connected to Wi-Fi or a data network.
    • It can take around 15 seconds to display a GPS point during a solid Wi-Fi or data connection.
  • If a manager clocks a team member in remotely, location is not displayed until the team member confirms the shift from their mobile device.
    • If the team member rejects the shift, the timesheet is deleted and location is never displayed.
    • If the team member does not see the notification before the manager ends the timesheet, no locations are displayed but the timesheet remains.
  1. Go to Time Entries > Timesheets tab.
  2. Locate the correct timesheet and select display map.
  3. In the map, if there is more than one timesheet that day, choose the start and end times in the dropdown to move between timesheets.
  4. Under Timesheet Timeline, view the timeline and date stamps.
    • Review flagged timestamps here, which appear if the team member was not inside a set geofence for that customer at a certain time. (You must have Geofencing set up for this feature.)
  5. Select the Play button to see a playback of the team member's location for that timesheet.
  6. Select a point to see the date/time it was pulled, its accuracy in metres (accuracy is displayed as a blue circle around a point), and the device it was pulled from.
  • Individual team member:
    1. Go to Who's Working. Then, select a team member, and select .
  • All team members:
    1. Go to Who's Working. If needed, at the top of the Who's Working window, adjust the FILTER and SORT options by selecting the blue links.
    2. Do one of the following:
      • To see an overview of all team member locations: Select MAP . All active, on-the-clock team member will display their location.
        Note: There can be a few minutes delay in updating this map. View the personal GPS map for team members to get the most recent point pulled.
      • If multiple team members are in the same location, a marker with the number of team members displays. To see a list of team members in that location, hover over the marker.
      • To see a cluster of individual team member markers (see example image shown), select the numbered marker. To close the cluster, select the blue button in the centre of the cluster .
  • From Timesheets:
    • Tap Timesheets > All timesheets > tap a timesheet to view > under LOCATION, tap Touch to view map.
  • From Who’s Working:
    • Tap Who's Working or More > Who’s Working.
    • Tap a team member's name to open the map.
    • Tap the three dots to Show Accuracy Bubbles or not.
    • Tap a point to see the time it was pulled, and it’s accuracy in metres.
    • Tap the play icon to get a playback of their movement throughout their time clocked in.

GPS points display in one of four colours indicating the following:

  • Green: Clocked in.
  • Red: Clocked out.
  • Blue: Point pulled while on the clock.
  • Orange flag (displays on desktop only): That point is not within the geofence set for that customer. (You must have Geofencing set up for this feature).

To create a .csv spreadsheet that lists all of the raw latitude and longitude information:

  • Go to Reports > Tracking > GPS Points.
  • Select the report dates.
  • Select the team member(s).
  • For all team members, leave Filter by set to (all team members).
  • For individual team members, select (all team members), select individual groups or team members, and select OK.

GPS is pulled from a combination of satellites, Wi-Fi, and cellular data. Remember that there are many factors that cannot be controlled (for example, weather patterns, atmosphere, and so on) and can make it difficult for a point to be pulled, or determine why a point may not be pulling.

Check for the following on the mobile device if points are not pulling:

  • It should have a clear view of the sky (surrounded by various obstacles - concrete buildings, trees, even a bag - can hinder low-strength signals).
  • The device should be a normal temperature (too hot or too cold can affect the location functionality in a device).
  • The device should have power (if the battery died or the phone is powered off, this will disable the location functionality).
  • The team member should be signed into the app and on the clock.
  • The device should not be in Power Saving Mode (or device equivalent).
  • The app should be open in the background (do not force close the app).

Helpful steps to take:

  • Turn the device off/on.
  • Turn GPS/Location services off/on.
  • Ensure both your phone’s Operating System and the QuickBooks Time App are up-to-date.
  • Turn Airplane mode on then off again to reset all wireless radios.
  • Ensure Location Services is enabled for the QuickBooks Time app and is set to high accuracy (Android) or precise location (iOS).
  • Disable any battery saver settings or apps.
  • Reset Location and Network Settings.

Note: The steps will vary depending on the device, please see Mobile GPS troubleshooting for more specific steps.

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