Locations
Vasco location helps admins understand whether staff are near the work spot during a shift, complete with the radius, GPS accuracy, update time, and tracking status. This data is operational evidence that needs to be read together with context.
Vasco does not track staff all the time. Shift tracking starts after clock in if permission is given and stops at clock out. The radius shows closeness to the work spot, but GPS accuracy and field conditions still need to be considered before making a decision.
Before you start
Have this ready
- The project/work location has been created.
- The admin knows the real address and map point.
- The company policy on GPS and privacy has been explained to staff.
- The test device has location permission and an adequate connection.
Done when
- The attendance point and radius are saved and have been tested in the field.
- The admin can tell apart On site, Outside radius, No GPS yet, and Clocked out.
- The team understands the limits of GPS accuracy and the correction procedure.
Set the attendance point and radius
- 1
Open the project or location
From the project/location details, open Location & attendance radius and choose Set or Edit.
Result: The map and location form open. - 2
Search for an address or use your location
Type at least three characters to search for an address, choose the correct result, or use Use my location when you are actually at the work spot.
Result: The map moves to a relevant starting point.If something goes wrong: If location permission is denied, choose a point from search/the map or enable permission in the device Settings. - 3
Fine-tune the point by tapping the map
Place the pin at the center of the intended work area—not just the street address if the gate or work area is far from it.
Result: Staff distance is calculated from the right operational point. - 4
Set the radius
Choose 50–1,000 meters in steps of 50 meters. Start with a sensible radius, then test at the gate, the center of the area, and the edge of the location. The default of 200 meters can be used as a test point.
Result: The radius covers the work area without being too loose. - 5
Check the text address
If the automatic address is incomplete or reverse geocoding fails, type a manual address that staff can easily understand.
Result: The schedule and location details stay informative. - 6
Save and test
Press Save, then do a test clock in from several spots using the device actually used in the field.
Result: The point/radius is saved and its behavior is verified.To cancel / undo: Choose Cancel or close before Save to keep the old point and radius. After saving, open Edit to fix it; don't assume there is a button to delete the geofence.
How to choose a sensible radius
| Location type | Consideration | How to test |
|---|---|---|
| Small office/shop | A radius that's too big can include the street or other buildings | Test from inside, the door, the parking area, and just outside the boundary |
| Warehouse/factory | Roofs and structures can lower GPS accuracy | Test near the door and in open areas; read the accuracy value |
| Large project | A single point may not represent the whole work area | Choose the operational center and test the edges; consider location settings that match the project structure |
| Multi-story location | GPS can't reliably tell the floor | Use photos/notes and supervision as additional evidence |
| Weak signal area | Updates can be delayed or end up in the offline queue | Test under real network conditions and the sync procedure |
Don't shrink the radius just to force precision
A smaller radius doesn't fix the GPS sensor. Use the device's accuracy value, time/photo evidence, and location context before concluding there was a violation.
Read the Team map screen
Team map shows staff who have clocked in that day. The screen refreshes its data about every 30 seconds while open and offers a manual reload.
| Status | Meaning | Admin action |
|---|---|---|
| On site | The last point is inside the radius and can be assessed | Read the update time and accuracy; it's no guarantee the staff member stays at that spot |
| Outside radius | The last point is outside the boundary | Check the distance gap, accuracy, hours, and schedule, and contact the staff member if needed |
| No GPS yet | Attendance exists but coordinates aren't available yet | Check permission, connection, and whether the staff member uses admin/offline attendance |
| Clocked out | The shift has been closed | Tracking should have stopped; use the history for checks |
| Live | Shift updates are still being received | Check the last time; Live doesn't mean there are no network delays |
| Last location | The point exists but is no longer fresh | Don't treat it as the current position |
| Tracking stopped | The staff member clocked out, permission changed, the app stopped, or another condition | Check the attendance status and update time |
Read the accuracy and the age of the point
- Check the update time before looking at the pin; an old point is not the current position.
- Read the accuracy ± meters. A large value means the area of possible positions is wider.
- Compare the distance to the radius against the accuracy—a small difference isn't always meaningful.
- Check whether the location has a geofence. Without a configured radius, the status can't prove the staff member is in the work area.
- Use checkpoint photos, the schedule, foreman notes, and field communication as additional evidence.
Staff: location permission and privacy
- 1
Allow the point during attendance
When you press Clock in/Clock out, allow location so the app can capture GPS evidence once.
Result: Attendance includes coordinates when the device manages to get them.To cancel / undo: Denying permission doesn't always cancel attendance; the data can be saved without GPS and flagged as such. - 2
Decide on tracking during the shift
Read the background location prompt. Choose Allow if it fits company policy, or Later if you're not ready.
Result: If allowed, location can be updated during the shift.To cancel / undo: Choose Later or change the permission from the device Settings. Tell the admin if company policy requires it. - 3
Clock out
Close the shift through Clock out so tracking stops normally.
Result: The status changes to Clocked out and tracking is stopped.
Privacy explanation for staff
“Vasco doesn't start tracking before you clock in and stops when you clock out. If background tracking isn't allowed, attendance can still be recorded, but the admin may see No GPS yet or only the attendance point.”
Change a wrong location
- 1
Gather evidence of the right point
Note the address, coordinates/pin, area boundary, and the results of the device test in the field.
Result: The change isn't based on a map guess. - 2
Choose Edit on Location & attendance radius
Drag the pin or choose a new point, adjust the address and radius, then Save.
Result: Transactions from now on use the updated configuration.To cancel / undo: Close without Save to keep the old configuration. - 3
Don't automatically re-judge history
Note the time of the change. Past attendance was collected against the conditions and evidence at that time; changing the point today doesn't create a new historical conclusion by itself.
Result: The audit stays fair and explainable.
Troubleshooting Location
| Symptom | Check | Solution |
|---|---|---|
| All staff show No GPS yet | Device permission, GPS policy, and the type of admin entry | Test one device, enable permission, then clock in again on the next transaction—don't duplicate the same day |
| Pin is far from the location | Search result address vs map point | Choose Edit and tap the correct operational point |
| Status shows outside although on site | Accuracy ±m, radius, point time, building structure | Reload, take a new point on the next transaction, and use additional evidence |
| Location not updating | Age of the point, connection, background permission, clocked-out status | Refresh manually, check the staff member's device, and don't call an old point Live |
| Address not found | Search length and network | Type at least three characters, choose a map point, then fill in the address manually if needed |
Questions and answers
Does Vasco track staff outside working hours?
Not in the shift tracking flow. Tracking starts after clock in if allowed and stops at clock out.
Does Outside radius mean the staff member definitely isn't working?
Not automatically. Check the accuracy, the age of the point, the schedule, the radius, photos, and field conditions. Use the data as evidence for a check, not as the only decision.
Can attendance be saved without GPS?
Yes, when permission is denied or the point isn't available. The status will show the limits of the location evidence.
How do I undo a radius change?
Before Save, choose Cancel or close the form. After it's saved, use Edit to restore the correct point or radius, then test again.
Why do only some staff show up in Team map?
This screen focuses on staff who have clocked in that day. Staff who haven't clocked in, are on another date, or aren't covered by the filter may not appear.