Gain visibility of employees on-site, off-site, or working remotely

Allowing your employees to tag themselves on-site, off-site, or working remotely allows you to identify, manage, and even mitigate potential risks to your people.

In this article, we will show you how to enable remote work as an option for your employees before showing you how they update their status. But before we do, we will take you through the range of tools available to you in your existing subscription to manage the presence of employees.

Employee attendance kiosks

You can set up one or more dedicated employee attendance kiosks within a location without any additional subscription costs other than the cost of the kiosk hardware.

A dedicated employee attendance kiosk supports a process where the employee can select the 'Employee In and Out' button, enter their name or unique employee ID, and update their status to either 'on' or 'off' site.

Alternatively, without touching the kiosk, they can scan an RFID, barcode, or QR code supported ID card, fob, or token (on a compatible reader connected to the kiosk) to automatically change their status. Your subscription includes unlimited dedicated employee attendance kiosks.

For obvious reasons, employees cannot tag themselves as 'working remotely' from an employee attendance kiosk because they are on-site at the time they are using the kiosk. Once they start work at a remote location or at home, then they can log into their WhosOnLocation account from their laptop or home PC to update their status (we cover this below), or they can update their status to 'Work remotely' in the WolMobile app.

Multi-purpose kiosks

If you have deployed one or more visitor kiosks you can adjust the mode of the kiosk to support both visitors and employees.

Similar to the dedicated employee attendance kiosks, you can set up a multi-purpose kiosk within your facility or office without any additional cost other than the cost of the kiosk hardware.

The options for employees to sign in/out are the same as the dedicated employee kiosk option. Your subscription includes unlimited multi-purpose kiosks.

Desktop PC, laptop, or workstation

Employees can update their status from their personal or work desktop PC, laptop, or workstation by simply logging into WhosOnLocation via their internet browser (Chrome, Internet Explorer, Firefox, Safari).

After logging in employees can sign in/out by selecting their current status in the top-right corner of the page.

To grant access to your employees so that they can update their own status from their personal or work desktop PC, laptop, or workstation they simply need an email address in their WhosOnLocation profile. 

Reception controlled employee status management

Using WhosOnLocation's reception support features, your reception team can look up the employee's name and update their status to on-site, off-site or, where the employee calls in to confirm they are working from home or remotely, to 'working remotely'.

WolMobile

Employees can use WolMobile, our mobile app, to sign in when they arrive at work, sign out when they depart, and sign in as working remotely when working away from the office or when working at home. We show you how to enable the working remotely option below.

Geofence

Add a geofence to your facility or office and automatically update an employee's on-site status. If you add a geofence to your location, your WolMobile employee users can automatically be signed in and out of your organization's facilities as they cross the geofence.

Brivo access control integration

If your employees access your facility or office using the access control system our Brivo integration will automatically sign them in when they enter through a Brivo controlled door.

If you manage employee presence via the Brivo access control system, you must select those doors which your employees use to enter or exit your facility or office. This is done within our Brivo integration settings.

Set up employees to work remotely

Learn how to enable working remotely for any location. You need the Administrator role to access these settings. Once it is enabled, it will automatically appear as an option:

  • For employees using WolMobile (users will need to close the app down and then reopen to force a refresh of the status options).
  • For employees using their personal or work desktop PC, laptop, or workstation.
  • For your reception teams tasked with managing the status of employees.

To enable remote work: 

  1. Go to Locations, then select the location from the drop-down list.
  2. Select Employees.
  3. Select the Permissions tab.
  4. Select Yes under Remote work.
  5. Select Save.
If you have multiple locations you want to deploy these features to, repeat this process for each location, configuring the requirements for each location to meet its specific needs.

Geolocation reporting

To view the geolocation of your employees in a Google Map:

  1. Go to Reporting > Geolocation.

    The initial view will show all employees whose status and geolocation were updated within the Time Range selected. 
  2. Use the Filter box on the left side of the geolocation screen (just under the Time Range) to look for a specific employee. If they do not appear, check your spelling and/or try increasing the time range as they may have updated their status longer than 12 hours ago.

Employee list reporting

To view a list of employees with the working remotely status as a list:

  1. Go to Reporting > People Presence.
  2. Under Data Source, select Employees.
  3. Under Report Period, select On-Site Now.
  4. Leave Filter by Search Query blank.
  5. Under Custom Filters, click Add a Custom Filter.
  6. Select Working Remotely as the Filter Option.
  7. Select Yes as the Filter Value.
  8. Click Save Filter.
  9. Click View Report.
  10. Click View Columns, then select Geolocation and Working Remotely.

The resulting report will show all employees currently signed in as working remotely. Select the small pin icon to view the respective employee's location at the time they updated their status.

Your report can be exported as a CSV or PDF file.

Auto sign in/out employees

Employees based at a location can be automatically signed in to your office or facility and then signed out at a time you set. Customers use this feature where they insight into the number of employees likely to be on-site during standard operating hours and to provide integrity when using WolEvac.

If there are employees you wish to exclude from the 'Auto Sign In Employee' or 'Auto Sign Out Employee' time you can remove them by using the exceptions option.

If you enable working remotely, you will want to add those that regularly work remotely to the 'exceptions' list. Otherwise, they will be automatically signed on-site when they should not be. Alternatively, you may wish to completely disable auto employee sign in and out, and rely on the integrity of employee actions to manage presence.

To update the auto employee sign in/out settings:

  1. Go to Locations, then select the location from the drop-down list.
  2. Select Automation & Occupancy.
  3. Remove your Auto Sign In Employee setting
  4. Update your Auto Sign Out Employee'setting by removing it or add the Exception: Exclude Employees Working Remotely.
  5. Click Save.

Triggers activated when an employee signs in

Some of our customers have set up Triggers to alert specific people within your organization whenever an employee enters the office after 10 pm or on weekends, or during an office lockout.

If you want to use these triggers for employees who are coming on-site and not working remotely, you can add a rule to exclude remote workers.

To update a trigger: 

  1. Go to Locations, then select the location from the drop-down list.
  2. Select Triggers.
  3. Click View next to the Trigger.
  4. Select the Trigger Rules tab.
  5. Select the green Create a New Rule button.
  6. Select a Rule: 'Employee - Working Remotely'.
  7. Select a Condition: 'is not the following'.
  8. Select a Value: Yes.
  9. Review your Trigger Actions.
  10. Select Save & Close.

 If you are not using Triggers, check out our Introduction: Triggers article.