Manage employees who are working remotely

Learn how to manage your employees who are working remotely. You can set them up to sign in using WolMobile or WhosOnLocation, report on who is working off-site, and set up triggers to monitor that employees are signing in. 

As an employer, you have a responsibility to keep those in your duty of care safe and secure.

Using WhosOnLocation, you can have your employees sign in when working remotely, allowing you to:

  • See when an employee is signed in to work remotely
  • Communicate remote worker specific messages and acknowledgment notices

Working remotely is only available to employees, not contractors.

Turn on working remotely for a location

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.

    Employee-Permissions-Tab.png

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).

Sign in employees who are working remotely

Employees can sign themselves in/out as working remotely from WolMobile or the homepage of the desktop application. The 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 WolMobile

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

Sign in using their WhosOnLocation homepage

If your employees have access to WhosOnLocation, 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 WhosOnLocation.

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 the Sign In dropdown menu, then select Working Remotely.

    SIOM-Working-Remotely.png

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

SIOM-Working-Remotely-Location.png

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.

Report on who is working remotely

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

  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.

    People-Presence-Employees.png
  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.

    People-Presence-Employees-Filter.png

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 WolMobile, 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.

Send important notices to employees working remotely

Employees working remotely and on-site may need different notices as they are working in entirely different environments. You may want employees on-site to acknowledge hazards at sign in that won’t exist for those working remotely, or you may like to send a message to all employees working remotely that doesn’t apply to those on-site. You can specify your employee audience with important notices to include all signed in employees or separate them by status.

Using important notices requires this add-on to be enabled

Create an important notice for employees working remotely

  1. Go to Locations, then select the location from the drop-down list.
  2. Select Important Notices.
  3. Click Create a New Notice.

    Notice-Create.png
  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.

    Notice-Details.png

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.

Monitor signing in as working remotely

If you want to ensure employees are signing in as working remotely, you can set up triggers to deny access when employees sign in as on-site. This will ensure you have accurate reporting and know that only employees who are physically on-site have that status.

To use this feature, you must have the Triggers add-on enabled by the Account Owner and the Trigger Manager user role assigned. Click here for more details.

To set up your Trigger to prevent signing in as on-site when employees are signing in manually through the home page or using WolMobile:

  1. Go to Locations, then select the location from the drop-down list.
  2. Select Triggers.
  3. Click Create a New Trigger.

    TRigger-Add.png
  4. Enter the Trigger Name.
  5. Set the Trigger Status to Active.
  6. Set the Trigger Event to Employee Sign In
  7. Click Next.

    Trigger-Working-Remotely-1.png
  8. In the ALL section, click Create a New Rule.
  9. Select Employee Working Remotely > is the following > No.
  10. In the ANY section, click Create a New Rule.
  11. Select Employee Sign In Mode > is the following > Manual.
  12. In the ANY section, click Create a New Rule.
  13. Select Employee Sign In Mode > is the following > WolMobile.
  14. Click Next.

    Trigger-Working-Remotely-2.png
  15. Click Create a New Action.
  16. Select Deny Access – Deny Access to a Person.
  17. Set the Message Popup Style.
  18. Enter the title. This will appear at the top of the on-screen message.
  19. Enter the message. This will appear in the body of the on-screen message. Use placeholders to enter dynamic information.

    Trigger-Working-Remotely-3.png
  20. Add any further actions, e.g., notifications to supervisors.
  21. Click Save & Close.

You can enter as many trigger rules or actions as required.

Employees will only be able to sign in as working remotely when using either of the above methods. This still allows any employees that are coming on-site to use the kiosk, Sign In/Out Manager, and/or API integrations to sign in as on-site.