Manage employees who are working remotely

Working remotely is enabled at the location level. If you have multiple locations but not all locations are set up for remote working, employees can only sign in to select locations. You need the Administrator user role to access these settings. 

To turn on working remotely: 

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 Work remotely.
5. Click Save.
   
   

The option to sign in as working remotely for this location will now be available for your employees. Repeat these steps for your other locations (if required).

Once you've enabled remote working for a location, you can choose which questions to ask employees during sign in. You need the Administrator user role to access these settings. 

To turn on remote working questions: 

1. Go to Locations, then select the location from the drop-down list.
2. Select Sign In/Out Questions.
3. Select the Employees tab.
4. Select the Visit Options or Health and Safety sub-tab.
5. Select the Activate checkbox next to the question, then click the advanced options arrow.
   
   
6. Select the Activate checkbox next to Remote.
7. Click Save.
   
   

 The next time an employee at this location signs in, they'll be presented with the selected questions. 

Employees can sign themselves in/out as working remotely from OnLocation Mobile or the homepage of the desktop application. Sign In/Out Manager can also sign in them.

They cannot sign in as working remotely from a sign in/out kiosk or integration using our API, e.g., Brivo, Deputy, or custom integration.

Signing in/out using the mobile app

Set your employees up with OnLocation Mobile so they can sign in on their smartphones. 

Sign in using their OnLocation homepage

If your employees have access to OnLocation, they can sign in from their home page. 

This sign in/out mode is referred to as Manual in all reporting.

Learn how to give your employees access to OnLocation.

Sign in/out using Sign In/Out Manager

Your Sign In/Out Manager can sign employees in/out when working remotely. Employees who are working in the field or leaving the office may need their status changed. 

The Sign In/Out Managers can also change employees from remote working to on-site when they arrive at a location. This may be used when an employee has been working in the community and is returning to the head office.

To sign an employee in as working remotely:

1. Go to Tools > Sign In/Out Manager.
2. Select the Employees.
3. Click Sign In, then select Working Remotely.
   
   

The Current Location of the employee will be set to Working Remotely.

To change an employee from on-site to working remotely, or vice versa, you must first sign them out. The option to sign them in on-site or work remotely will be available.

You can report on who is working remotely from the People Presence report. You need the Reports Manager user role to access reports. 

To access the report: 

1. Go to Reporting > People Presence.
2. Set the Data Source to Employees.
3. Set the Reporting Period. The Report Period of On-Site Now will only show on-site employees, not employees working remotely.
4. Click Add a Custom Filter.
5. Select the filter option Working Remotely.
6. Select the filter value Yes.
7. Click Save Filter.
8. Click View Report.
   
   

This will provide a report of everyone who is/was working remotely for the selected period.

If you want to see who signed in manually and uses the mobile app, enable the Sign-in Mode column. If you want to view only one of these, e.g., signed in manually, you can add a custom filter for Sign-in Mode > Manual.

When creating an important notice, you can specify your employee audience to separate them by sign in status. To use important notices, you must enable the add-on and have the Administrator user role. 

To create an important notice: 

1. Go to Locations, then select the location from the drop-down list.
2. Select Important Notices.
3. Click Create a New Notice.
   
   
4. Select the Notice Type:
   
   Acknowledgment notices pop up during sign in or out, as mandated by your organization, and must be acknowledged by the audience.
   
   Instant messages allow you to send one-off notifications.
5. Enter the details as required by the type of notice.
6. Set the audience.
7. (Optional) Click Preview Notice. 
8. Click Save or Send depending on the type of notice.
   
   

Acknowledgment notices will be presented to the employee when they next sign in/out as per your settings.

Instant messages will be sent immediately by email and/or mobile as per your settings.