By Carmen Gomez | 8 November 2020 | 0 Comments

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

Employees working remotely or from home?

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.

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In this article we will show you how to enable Working Remotely 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.

Are all these tools freely available with my subscription today? Yes. Let’s take a look!

Dedicated employee attendance kiosks

Allows employees to tag themselves ‘on’ or ‘off-site’

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.

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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 ‘working remotely’ using our mobile app, WolMobile (again, we cover this below).

Multi-purpose Kiosks

Allows employees to tag themselves ‘on’ or ‘off-site’

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.

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Desktop PC, laptop, or workstation

Allows employees to tag themselves ‘on’ or ‘off-site’ or ‘working remotely’ using their personal or work 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.

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Is there an additional cost per employee user for allowing all employees access? 

No. Your WhosOnLocation account includes unlimited users; regardless of the location’s subscription plan. Your plan accommodates a specified number of employee status changes each year. You can see our plans here.

How do we grant access to our employees?

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. Learn how to grant access to your employees here.

Below we show you how to add ‘Working Remotely’ as an option when signing in.

Reception or concierge controlled employee status management

Allows your reception team to update the status of employees. Ideal for small businesses

If you are a small business with less than, say 20 employees, a dedicated employee attendance Kiosk is possibly not feasible. You may also not have the appetite to grant your employees access to your WhosOnLocation account so that they can self-manage their status. Maybe the nature of your business means few employees have access to a PC.

How can WhosOnLocation assist in this scenario? 

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’.

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Below we show you how to add ‘Working Remotely’ as an option your reception team can select.

WolMobile

Allows employees to tag themselves ‘on’ or ‘off-site’, or ‘working remotely’

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.

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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.

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Brivo Access Control Integration

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

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Please Note: If you manage employee presence within your WhosOnLocation account 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. We cover how to set up your Brivo door configurations in a separate article here.

How to set up working remotely

In this tutorial we show you how to enable ‘working remotely’ for any location. Once ‘working remotely’ 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.

User Role required to enable Working Remotely: Administrator.

Let’s get started!

  1. Go to Tools > Locations.WFH_Notices_1.png
  2. Click View next to your location.WFH_Notices_2.png
  3. Select Automation & Occupancy from the left-hand menu.WFH_Automation_3.png
  4. Select the Working Remotely tab.
  5. Select Yes.
  6. Select Save.

Congratulations! Working Remotely is now enabled for your WolMobile users, your employees that have access to your WhosOnLocation account, and for your reception teams.

Please Note: If you have multiple locations you want to deploy these features to, you will need to repeat the process above for each location, configuring the requirements for each location to meet its specific needs.

Visibility: 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 was updated within the Time Range selected. In the image below the Time Range is set to the last 12h (12 hours). Meaning anyone that has updated their status in the last 12 hours AND has location services active on their mobile device AND enabled for WolMobile, will appear in the report.

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  2. Use the Filter box on the left-side of the geolocation screen (just under the Time Range) to look for a specific employee.
    Please Note: 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.

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Visibility: Employee list reporting

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

  1. Go to Reporting > People Presence.
  2. Data Source: Select Employees.
  3. Report Period: Select On-Site Now.
  4. Filter by Search Query: Leave blank.
  5. Custom Filters: Select the orange ‘Add a Custom Filter’ button.
  6. Select a Filter Option: Select ‘Working Remotely’.
  7. Select a Filter Value: Select ‘Yes’.
  8. Select Save Filter.
  9. Select View Report.
  10. Select the blue ‘View Columns’ button and select the Geolocation and Working Remotely options.WFH_Reporting_6.png

The resulting report will show all employees currently signed in as working remotely.

Select the small pin icon to view the respective employees location at the time they updated their status.

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

Settings to Review!

The following are features that will be affected should ‘working remotely’ be enabled. Below we name the feature, briefly explain what it does, and what changes we recommend you make if you have that feature enabled.

Auto Sign In/Out Employees

What does this feature do?

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.

What is the impact on working remotely?

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.

How do I update the Auto Employee Sign In/Out settings?

  1. Go to Tools > Locations.WFH_Notices_1.png
  2. Click View next to your location.WFH_Notices_2.png
  3. Select Automation & Occupancy from the left-hand menu.WFH_Automation_4.png
  4. Update your ‘Auto Sign In Employee’ setting (if applicable) by removing it.
  5. Update your ‘Auto Sign Out Employee’ setting (if applicable) by removing it or add the Exception: ‘Exclude Employees Working Remotely‘.
  6. Click Save.

Triggers activated when an employee signs in

What does this feature do?

Some of our customers have set up Triggers to alert specific people within your organization whenever an employee enters the office say: ‘after 10pm’ or ‘on weekends’, or during an office lockout (check out article on setting up lockout breach alerts).

What is the impact on working remotely?

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.

How do I update our Triggers?

  1. Go to Tools > Locations.WFH_Notices_1.png
  2. Click View next to your location.WFH_Notices_2.png
  3. Select Triggers from the left-hand menu.WFH_Lockout_3__1_.png
  4. Click View next to the Trigger.
  5. Select the Trigger Rules tab.WFH_Triggers_10.png
  6. Select the green Create a New Rule button.
  7. Select a Rule: ‘Employee – Working Remotely’.
  8. Select a Condition: ‘is not the following’.
  9. Select a Value: Yes.
  10. Review your Trigger Actions.
  11. Select Save & Close.
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