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About Geo-Tagging

Geo-Tagging is a self-service feature for automated cost centre, project and location tagging of clock-ins and -outs based on GPS positioning. Comes equipped with Geo-Fencing, for out-of-zone clocking prevention

Written by Marie Claire Saliba

Table of Contents

What is Geo-Tagging?

Tired of manually assigning cost centres, projects, locations, or any combination of these to your employees’ clockings? Geo-Tagging is here to help!

This Indigo Attendance feature automates the tagging process, saving you time and reducing errors. Simply define the required zone—or multiple zones, as needed 😀—on the map, and let Indigo handle the rest.

Configuring Geo Tagging

⚙️ Prerequisites

  • 🔒 Permission Access: Geo‑Tagging is included in the default permissions for admin users. If other users need access, assign them the TA_GeoTagging permission with all actions enabled.
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  • ⚒️ Setup: Before you start using Geo-Tagging, you must first make sure that Cost Centres, Projects and Locations have been set up.

ℹ️ Top Tip: we recommend switching the map to Satellite view.

The first time you access Geo Tagging, the window will show as below with the message 'Created zones will appear here'.

  1. After toggling the Geo Tagging switch on, the Geo Tagging Zone Editing window will open. Go ahead and fill in the details for the zone you wish to create.
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    • Zone Name: the label used to refer to the zone.

    • Description: enter details about the zone here.

    • Cost Centre: select the correct cost centre from the lookup field.

    • Project: tie the zone to a project.

    • Location: choose which location to link the zone with.

    • Zone Colour: pick a colour for the zone by entering the RGB values for a specific colour, by choosing from the spectrum bar followed by a shade from the colour panel, or by clicking the colour dropper icon and selecting a colour from elsewhere on your screen. You can now draw your zone.
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  2. When you finish configuring your new zone, click Save.

The window will update and show the newly created zone as the first entry in a list.
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Drawing a Zone

The most important part of creating a zone is drawing it on the map.

  1. When creating a zone, after picking a colour, click Draw.
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  2. The cursor will change from a pointer to a crosshair.

    • You can switch between the drawing and dragging tools from the hand and shape icons in the top middle of the map. (These appear when you click on Draw.)
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  3. In the map, click on the first point of the required area for your zone, then the second, and so on until your zone is fully marked. Adjust the zone's shape using the points along the lines by clicking and dragging them into place.
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⚠️ NOTE: as soon as you save a zone, you will no longer be able to edit the drawn part of it! If you need to change the shape or size of a saved or pre-existing zone, you'll need to click Edit, followed by Draw, and then start the drawing the zone's area from scratch.

So... be sure you're satisfied that your drawn zone is accurate before saving.

Restricting Clockings to a Zone Using Geo-Fencing

Geo-Fencing is a supporting feature that allows you to restrict clockings to your approved clocking zones, ensuring employees can only clock in or out from within those designated areas.

You can enable it by ticking Enable Geo-Fencing in Settings > Attendance > Clockings. Once enabled, Indigo automatically rejects any clocking attempts made outside an approved Zone.

🤔 Good to know: If geo-fencing is enabled, but some of your employees need to clock in and out from any location (for example, truck drivers):

  1. Go to HR > Employees.

  2. Open the relevant employee profile.

  3. In the Attendance Details section, enable Exclude from Geo-Fencing.

Geo Tagging Zone Actions

There are three actions you can take for a geo tagging zone from the grid: Edit, Deactivate, and Delete.

  • Edit: amend a zone's name, description, cost centre, project, or location.

  • Deactivate: click this icon to take a zone out of action. After deactivating a zone, this icon turns green and will instead activate the zone if clicked.
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  • Delete: to remove a zone you don't need and that has no clockings tied to it yet, click this button. You'll be prompted with a confirmation message advising you 'This action will permanently delete the selected geo tagging zone. Are you sure you wish to proceed?'. If you are sure, go ahead and click Continue.
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Good to Know! 🧠 You won't be able to delete a geo tagging zone that has even one clocking tied to it. If you'd like to remove a zone with existing clockings from use, just click the Deactivate button.

A Note about Reports

All reports covering cost, project, and location will be automatically updated with the relevant geo tagging data.

Related Articles:

The Clocking Map View in Indigo

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