Your employees must have location services enabled on their device. They are prompted to turn on these services if not already on:

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1 Time Management Geo-Fencing in Time Management Geo-Fencing provides employees with the freedom to record their activity on their mobile devices while affording you the peace of mind that they are exactly where you expect them to be when they are doing so. Time Management provides you with the tools needed to create and manage fences. A fence is an area around a geographic location in which your employees are allowed or encouraged to work, as well as track and manage activity around and within those fences. This activity includes map-based plotting of time punches; ad-hoc, audit style reporting to illustrate activity over time; and optional alerts to notify you when employees violate a fence. Your employees must have location services enabled on their device. They are prompted to turn on these services if not already on: HTML5 Mobile Site This method only allows for passive geo-fencing. Time Management captures the location and you can receive alerts and reports when employees clock in from outside one of yo ur established fences. Employees clock in by navigating to the Clocks screen and then selecting the green button or entering a transfer. The geographic code is captured and sent to Time Management; the code is then validated against the assigned fence. Alerts and reports provide this information to you. UltiPro Mobile App for ios and Android This method allows for both active and passive geo-fencing. The same steps for passive geo-fencing apply, but in addition you can choose to employ active geo -fencing. Active geo-fencing rejects punches attempted from outside of a fence. The rejection information is retained so you can still report on who tried to access the system. Active or Passive Geo-Fencing The two types of geo-fencing are active and passive. The mobile app offers a choice of whether your employees will interact with the locations as active or passive for all punches (inside or outside of the fence). If you re using the HTML5 mobile site, you can only use passive geo-fencing. Active geo-fencing ensures that punches are not accepted if an employee is outside of the assigned fence when submitting a clock transaction. This offers the most control but could constrain employees who are working in areas with poor connectivity or bad GPS signals. Passive geo-fencing accepts all punches and provides exception reports of employees who submit clocks outside of their assigned fences. This option offers maximum flexibility with auditing capabilities. You may wish to control some employees while allowing passive controls for others. Since they interact with the same fence differently, the active or passive setting is applied to the access group rather than to the fence itself. 1221TMJOB Page 1 of 7

2 Enable Geo-Fencing The Geo-Fencing feature is fully developed and hosted by Ultimate So ftware. The map function with the address search relies on Esri, an Ultimate Partner, who converts addresses into geographic coordinates. No personal, confidential, or customer-specific data is shared with Esri, nor leaves the Ultimate ecosystem. To enable geo-fencing: NAVIGATION: Configuration > Available Configuration 1. Select Activate Now next to the Geo-Fencing item. 2. When the Configuration pop-up window appears, check the Enable Geo-Fencing option. 3. Select the level of access for the access groups. Typically, supervisors have read-only access and administrators have full access. Read-only access allows users to interact with existing fences if at least one of their employees is assigned to that fence. Available fences appear on the right side of the screen in the Fences area. Full access provides users the ability to add, edit, or delete fences. 4. Select Save. Page 2 of TMJOB072817

3 Enable Rejection of Punches in Active Geo-Fencing If you are using active geo-fencing through the UltiPro mobile app, be sure to block exception punches for applicable groups. To enable rejection of punches in active geo-fencing: NAVIGATION: Access > Advanced > EWS Login 1. Select the access group from the list on the left side. 2. Scroll down to the Geo-Fencing section. 3. Check the Reject Punches Outside of a Fence option. 4. Select Save. Configure a Geo-Fence A geo-fence is an area around a geographic location in which assigned employees punch in and out on their mobile devices. To configure a geo-fence: NAVIGATION: Reports > Geo-Fencing 1. Either manually navigate by dragging and zooming on the map or type the address of the location where you wish to establish a fence. 1221TMJOB Page 3 of 7

4 When creating fences, it is often easier to use the Hybrid view since it shows the buildings around which you can draw. 2. Select the fence shape by toggling between either polygon or circle. A polygon provides you the most control and accuracy over the fence boundaries. 3. Select the Draw Fence button. If using the polygon, you can keep drawing until your lines connect. Double - click to complete the fence. Important! Make sure that you are happy with your fence. If you are not, delete it by selecting Reset Fence. Once you have saved a fence, you cannot delete the fence. Once data is applied, deleting a fence causes those punches to become exceptions. To respect the integrity of the data, you can end-date a fence and create a new one with a unique name. 4. Establish effective dates for the fence. Any clocks that are posted to this area before the start or after the end date are considered exception punches. Once your fence is created, you can assign employees to that fence. Assign Employees to a Fence Group A new group called Fence Groups provides maximum flexibility for assigning employees to fences. To assign employees to a fence group: NAVIGATION: Reports > Geo-Fencing 1. Create a fence group. This group can be created in one of two ways: Add and manage fence groups via the Fence Groups section on the right side of the Geo -Fencing page. The drop-down list includes each existing fence group in Time Management. This section is only available to employees who have full access. Select a fence from this list to edit that group. Select Add New Fence Group (+) to create a new fence group. When editing the parameters of a fence, select the link next to the Fence Group assignment box. Selecting that link enables you to create a new fence group. Page 4 of TMJOB072817

5 2. Assign employees to a fence group. There are four components to the Fence Group creation phase, enabling you to quickly assign large groups of employees or a single employee to a given gro up. You do not have to complete all four, but you must have at least one. Select Next in the top right corner to go to each of the components. Access Groups Enables you to assign massive numbers of employees all at once. System Groups (that is, OrgLevels) Enables you to assign employees with specific organization levels (for example, job, department, or project) to a fence. Supervisor Enables you to quickly assign all employees who report to a specific supervisor to a fence. If you use this method and an employee s supervisor changes, the employee is removed from the fence. You will have to assign the new supervisor. Employee Enables you to be granular and assign employees one by one. To modify a fence group, select the fence group from the list and then select the edit icon. The Fence Group assignment window appears showing the selected fence group s parameters. 3. Select Save. Illustrate Punch Activity Around a Fence The sole difference between full and read-only access is that users with read-only access cannot draw or edit fences. They can look up employees and plot punch activity over desired date ranges. To illustrate punch activity around a fence: NAVIGATION: Reports > Geo-Fencing 1. In the Fence Groups section on the right side of the page, select the fence. The list of fences includes only those fences to which your employees have been assigned. 2. Select the settings icon to the left of the fence name to open the Fence Info window, which shows the parameters for the fence. Also, you can click inside a newly drawn fence to open this window. 3. Make your changes to the name and description. 4. Enter the fence group. You can search by using the magnifying glass icon or select the last icon to create a new fence group. 1221TMJOB Page 5 of 7

6 5. Enter the effective dates. 6. Select Save. Create a Geo-Fencing Alert In order to provide the greatest visibility into employee clocking patterns, Time Management provides three mechanisms for reporting on clock activity: alerts, reports, and ma p-based plotting. You can configure the Geo-Fencing alert to be delivered to you when employee clocks are considered exceptions. These transactions are defined as: Rejected for an active fence Accepted but outside of a passive fence See the Configure a Time Management Alert or Notification job aid in the Learning Center for more information about the Notification module. To create a Geo-Fencing alert: NAVIGATION: Company Setup > Notification 1. Select New. 2. Select Geo-Fencing as the event type. 3. Enter a description. 4. Select either Automatic or Manual as the schedule type. Automatic sends the alert nightly, and manual enables you to set a schedule. 5. Define what period you wish to scan for exception punches. Options are This Pay Period, This Week, or Previous Day. 6. Select which fence group this alert covers. 7. Select who to deliver the alert to (supervisor, employee, or other). 8. Use the filters to select which employees are included in the results. 9. Select Save. Geo-Fencing Reports The Geo-Fencing Report provides the same details as the alert. The report can be scheduled to run on a regular basis and delivered to specific users. The report is available in Reports > Report Generator > Time & Attendance > Geo Fencing Report. The results include the employee name and ID, the work date of the punch, the In/Out type, the time the punch was entered, whether the exception punch was accepted or rejected, and the coordinates of the transaction. Remember that passive geo-fencing always accepts a punch, even if it is an exception. Active geo -fencing rejects exception punches, but the attempted transaction is included in this report. Page 6 of TMJOB072817

7 Map-Based Plotting You can use the Geo-Fencing page to plot out punch activity for a specific user or g roups of users. This information illustrates punch activity over time and whether the clocks were exceptions or valid punches. Use the filters at the top of the page to view punches. The results are plotted as small green or red dots. A green dot indicates that the punch is within the employee's assigned fence. A red dot indicates that the punch is outside the assigned fence or the employee is not assigned to that fence. A punch may be easier to view when you flip the toggle to street view. To see the details of a clock transaction, just hover over it. UltiPro is a registered trademark of The Ultimate Software Group, Inc. All other company and product names referenced herein are the trademarks or registere d trademarks of their respective holders. No part of this document may be reproduced in any form or by any means or stored in a database or retrieval system without the prior written authorization of The Ultimate Software Group, Inc. Information in this document is subject to change without notice. All company, organization, person, and event references are fictional. Any resemblance to actual companies, organizations, persons, and events is entirely coincidental. Nothing herein constitutes legal advice, tax advice, or any other advice. 1221TMJOB Page 7 of 7