# Regions, Sites and Geofences If you have employees clocking in across multiple physical locations — warehouses, sites, branches, depots, farms, stores — this page explains how to set up a structure that mirrors your operations, link clocks to specific locations for cost allocation, and start using geofences to automatically place clocks on the map. {% embed url="" %} Managing Regions, Sites and Geofences {% endembed %} **What this page covers:** * Why location matters for time, attendance and cost allocation * How regions and sites work together as a flexible two-layer structure * How to set up regions and sites on the new Regions and Sites page * How to draw a geofence around a site, and how to change or remove one * How GPS auto-assignment matches each clock to the right site across the Bio3G biometric app, the RFID Android app and WhatsApp * Where to see the results — including the Geolocation Clocks report — and how to correct the rare clock that lands in the wrong place **Who this is for:** Managers, business owners and administrators who are responsible for setting up and running their AllWage portal. A working understanding of how clocking works in AllWage is helpful. **What's coming next:** This page covers everything available today: setting up regions and sites, linking clocks to sites, drawing geofences, and automatic clock assignment by GPS. The next phase of geofencing — already on the roadmap — will automatically flag clocks that fall outside their expected geofence, so you no longer need to spot location violations manually. Setting things up well now will give you a head start when that arrives. ## Why Regions, Sites and Geofencing Before getting into how to set things up, it is worth pausing to understand why location data matters and how a simple two-layer structure can give you visibility, accountability and accurate costs across your operation. ### The Problem Location Solves In most operations, employees move between physical places during their working day. A team might clean Warehouse A in the morning and Warehouse B in the afternoon. A driver might visit five different stores. A field worker might rotate between two production sites. Until now, AllWage knew **what** an employee was doing — the activity when clocking — but not **where** they were doing it. That gap creates two everyday problems: * **No accountability for self-service clocking.** When employees clock in via WhatsApp or a mobile app, there is nothing stopping someone from clocking in at home, on the road, or after they have already left site. The system captures GPS coordinates on every clock, but reviewing them on a map one by one is unworkable for any operation with more than a handful of locations. * **No way to split costs by location.** Hours and costs roll up by activity, but not by where the work actually happened. If you run two warehouses, three farms, or ten branches, you cannot answer questions like "how much labour did Store 4 absorb last month?" without manual spreadsheet work. Regions, sites and geofencing are designed to close this gap directly. Once you have a structure in place and clocks are linked to sites, location becomes a normal dimension of your time and attendance data — alongside the activity, the team and the employee. ### Activities and Sites: Two Dimensions of a Clock Time and attendance in AllWage has always worked hand in hand with **activities**. Every time an employee clocks in, they specify the activity they are about to perform. This is what lets customers see how much time was spent on each activity across the whole workforce, and it is what allows costs to be allocated to specific jobs. Adding **sites** gives you a second dimension. The clock now captures both an activity and a site — *what* work is being done, and *where* it is being done. Together, these two pieces of information let you slice your data in much more useful ways. **A simple example:** imagine a cleaning team that moves from Warehouse A to Warehouse B during the day. Without sites, you would only see "cleaning" — eight hours of it, with no way to know how the time split between the two warehouses. With sites, you can see exactly how much cleaning time landed at each warehouse, and the labour cost follows naturally. Because each site belongs to a region, you also gain a **third level of grouping** for free. The same cleaning data can be rolled up by activity, by site, or by region — without any extra effort on the part of the employee. The only thing that changes for the employee at clock-in is that they now select a site as well as an activity. On WhatsApp, the site is determined automatically from the GPS, so even the employee's flow stays the same. ### How Regions and Sites Fit Together The structure is intentionally simple. There are exactly two layers: * **Region** — a flexible top-level grouping. A region might represent a province, a city area, a client name, a division, or any other grouping that matches how you already think about your business. A region has nothing more to it than a name — it exists to organise your sites. * **Site** — a specific physical location where employees clock in or out. A warehouse, a branch, a store, a farm, a depot, a job site. Each site belongs to exactly one region. There are no further layers below a site, and there is no nesting between regions. If a region needs to be broken down further, the answer is to create more sites within that region — not to invent sub-regions. **Why two layers and no more?** Because most reporting questions are answered at one of the two levels. You either want to see a roll-up across a region ("how much did the Western Cape cost this period?") or detail at a single site ("what happened at Warehouse A on Friday?"). Adding a third or fourth layer creates more setup overhead than it saves. ### What a Geofence Does A **geofence** is a boundary drawn around a site on a map. It tells the system "this is the area that belongs to this site." A geofence can be either a **circle** — a centre point and a radius — or a **polygon** — a shape with several points around the boundary. Both work equally well; circles are quicker to draw and suit roughly round areas, polygons are better when the site has an irregular shape or sits next to other sites that you want to keep separate. Once a site has a geofence, the system can do something very useful. When a clock arrives without a manually selected site, the system checks the GPS coordinates against your geofences. If the GPS falls inside one of them, the clock is automatically assigned to that site. This is the **auto-assignment** behaviour. It means a WhatsApp clock from an employee who never sees a site selection screen still ends up linked to the right place, as long as their GPS is sensible. A few important principles: * **Geofences cannot overlap.** Auto-assignment must be unambiguous, so the system prevents you from creating two geofences that intersect. * **Geofences are optional per site.** A site without a geofence still works for manual selection. It just does not participate in auto-assignment. * **Manual selection always wins.** If an employee or administrator has explicitly chosen a site, the system never overrides that choice based on GPS. ### Which Devices Auto-Assignment Applies To Geofence-based auto-assignment depends on GPS coordinates being captured with each clock. This means it only applies to clocking methods where the device can move with the employee and report its current location: * **WhatsApp clocks** — the employee shares their location with the message, and GPS is captured automatically * **The RFID Android app** — the device captures GPS on each scan * **Mobile biometric devices** — wherever the device supports GPS capture in the field **Fixed biometric devices** — the kind mounted to a wall at a single clocking point — do not capture GPS, and they do not need to. Because the device cannot move, every clock that comes from it is by definition at the same physical place. In short: geofencing simply does not apply to fixed devices, and that is by design — the device's fixed location is already a stronger signal than GPS could ever provide. The practical implication is that you should think of geofences as a tool for the **mobile** part of your workforce. If most of your clocking happens at fixed devices, geofences will not change much for you. If most of your clocking happens on WhatsApp or in the field, geofences are where most of the value sits. ### Flag, Don't Block A natural reaction to geofencing is "great, the system can stop people clocking from the wrong place." This is deliberately not how AllWage works. GPS is not perfect. Signal can be weak inside a building or in a basement. A device can drift by tens of metres even on a sunny day in the open. Some clocks are captured offline and only sync hours later. If the system blocked clocks based on GPS, the most common outcome would not be catching cheats — it would be preventing legitimate employees from clocking in and out, costing them their working hours and you their goodwill. The principle is **flag, don't block**. The system records what happened and surfaces issues for review. It does not prevent employees from working. The first wave of this feature focuses on accurate placement — getting clocks linked to the right site automatically. The next wave, already on the roadmap, will add automatic flagging of clocks that fall outside the expected geofence, so administrators can review violations without having to spot them manually. ### A Common Approach to Setting Things Up There is no single right way to organise regions and sites — it should reflect how your business actually works. That said, the following approaches tend to work well: **Mirror the structure you already use.** Most businesses already have an unspoken structure — north and south, by client, by branch number, by manager. A common approach is to use that same structure for your regions, rather than inventing a new scheme. If your team already says "the Cape Town stores," then "Cape Town" is probably a sensible region. **Pick one consistent rule for what a region represents.** Mixing region types — some regions geographic, some by client, some by department — makes reports harder to read. A common approach is to settle on one dimension and stick with it. **Use site codes consistently.** Site codes are short identifiers used for costing and grouping — they appear in cost reports, exports, and anywhere sites are rolled up. They are optional, but a consistent scheme — for example, three letters and a number like WH1 or CTN3 — makes reports far easier to scan than long site names, and gives you something stable to group on if a site's display name ever changes. **Lead with geofences, not manual selection, for any clocking that happens in the field.** When clocking happens away from a fixed clocking point — on WhatsApp, on a mobile device, out in the field — asking the employee to pick a site is a trust problem. An employee can select any site they like, regardless of where they actually are. GPS coordinates validated against a geofence are far harder to falsify. A common approach is to set up geofences from day one for every site that has mobile clocking, and to treat manual site selection in the clock edit modal as a correction tool for administrators — not as the primary way field clocks get linked. Fixed devices are exempt from this concern: the device cannot move, so the site is implicit either way. **Only add a geofence where you actually want auto-assignment.** Creating a geofence activates auto-assignment for that site. If a site has unusual GPS conditions — for example, it sits inside a much larger area covered by another site, or employees occasionally clock from neighbouring locations — leaving the geofence off and relying on manual selection is the safer choice. **Keep geofences tight, but not too tight.** A geofence that is much larger than the actual site will pick up clocks from the surrounding area. A geofence that is too small will miss clocks just outside the door because of GPS drift. A common approach is to draw the geofence around the building or working area with a small buffer of 20 to 50 metres for radius geofences, then adjust based on what you see in the data. **For existing harvesting module customers — your data is already there.** If your portal currently uses the harvesting module with farms and blocks, you do not need to migrate or re-enter anything. Your farms automatically appear as regions and your blocks appear as sites on the new Regions and Sites page. A common approach is to start by tidying names and codes on the new page, rather than rebuilding the structure from scratch. ## Setting Up Regions, Sites and Geofences This section walks through the Regions and Sites page itself — where to find it, how to create your first site, how to manage regions, and how to keep the list clean as your operation changes. ### Finding the Regions and Sites Page The Regions and Sites page lives in the **Manage** section of the portal navigation, alongside the other setup pages. The page opens on a **map view** by default. Every site that has a geofence drawn around it shows up on the map as a circle or a polygon, so you can see your whole operation laid out geographically at a glance. A sidebar on the right lists all your sites, with each entry tagged as **Linked** (the site has a geofence) or **Not Linked** (no geofence yet). You can switch from the map to a flat **Sites** list at any time using the **Map / Sites** toggle at the top of the page. ### Creating Your First Site There are two ways to create a site, depending on whether you want to start from the site details or by drawing the area on the map. **Option 1: Start with the site details** Click the **Create A Site** button in the top right of the page. A side panel opens with the following fields: * **Site Name** — required. The display name of the location, for example "Warehouse A" or "Cape Town Branch." This is what employees and administrators will see throughout the portal. * **Site Code** — optional, but if provided it must be alphanumeric and unique across all your sites. The code is used for costing and grouping — it appears in cost reports, exports, and anywhere sites are rolled up. If you leave it blank, the system will fall back to using the site name in places that need a short identifier. * **Region** — required. A dropdown to pick an existing region or create a new one inline (more on this below). * **Description** — optional free text for any extra context. Click **Save** and the site appears in the sidebar list. You can add a geofence to it later. **Option 2: Start by drawing the area on the map** If you already know exactly where the site sits on the map, you can start with the geofence and let the site details follow: 1. **Find the location first.** Use the search bar at the top of the page to type an address, a city name, GPS coordinates or a Plus Code — the map will zoom to that spot. This is much faster than panning the map by hand, especially for sites in a different part of the country to where the map currently sits. 2. On the map, use the drawing tools on the left — the **polygon** tool for an irregular shape, or the **circle** tool for a centre point and radius. 3. Click on the map to draw the boundary. 4. Once you finish the shape, you are prompted to either link it to an existing site or create a new site by clicking on the + icon in the top right. 5. If you choose to create a new site, the same side panel opens with the geofence already attached. Fill in the site details and save. This second flow is the fastest way to set up a site that has a clear physical boundary — the geofence and the site are created together in a single step. **Linking a new geofence to an existing site:** If you draw a geofence on the map and link it to a site that already has one, the new shape replaces the old one. This is useful when you want to update a geofence for a site. **Validation rules to be aware of:** * Site name cannot be empty. * If you provide a site code, it must contain only letters and numbers (no spaces or special characters), and it must be unique across all your sites. * A new geofence cannot overlap with an existing one. ### Managing Regions Regions are managed from within the site panel — there is no separate Regions page. From the **Region** dropdown in the site panel, you can: * **Pick an existing region.** The dropdown lists all regions you already have, with a count of how many sites are linked to each one (for example, "Western Cape — Linked to 3 other sites"). * **Create a new region inline.** Type a new region name into the dropdown and confirm it. The region is created and immediately selected for the current site. * **Rename an existing region.** Use the edit icon or context menu next to the region name to update it. The change applies everywhere the region is shown. * **Delete a region.** Only allowed if no sites are linked to that region. If sites still belong to the region, move or archive those sites first. Remember, a region is just a named grouping. It has no other settings — there are no rules, no rates, no schedules attached to it. The only thing it does is organise your sites. ### Viewing and Editing a Site You can open a site in two ways: click its entry in the sidebar list, or click its geofence shape directly on the map. Either action opens a **Site Details** panel showing the site's name, status, region, code, a preview of the geofence and the GPS coordinates of the geofence centre — all read-only at this point. From the Site Details panel you can: * **Change the geofence colour without entering edit mode.** A row of colour swatches at the bottom of the panel lets you pick a colour for the site's geofence. Use this to make different regions, site types or operational categories stand out at a glance on the map. * **Click Edit (the button at the bottom of the panel) to change the site's details.** This switches the panel into edit mode where site name, site code, region and description become editable. Save commits the changes; Cancel discards them and returns you to the read-only view. * **Use the overflow menu — the three-dot icon at the top of the panel — for additional actions:** * **Edit** — same as the Edit button at the bottom of the panel. * **Mark as Inactive** — archive the site (covered in the next section). * **Delete** — permanently delete the site. This is only available once the site has been marked as inactive — there is no one-click hard delete from an active site. **Moving a site to a different region** is done from edit mode — pick a different region from the panel. The site keeps its name, code and clock history; only its grouping changes. ### Adding a Geofence to an Existing Site A site without a geofence still works — administrators can manually link clocks to it from the data review. What a geofence adds is **auto-assignment**: incoming clocks with GPS coordinates that fall inside the geofence are automatically assigned to the site, without the employee or administrator having to pick anything. Adding a geofence to an existing site uses the same flow described earlier in *Creating Your First Site*: 1. Use the search bar at the top of the page to find the location. 2. On the map, use the drawing tools on the left to draw a circle or a polygon. 3. When prompted, choose to **link the shape to an existing site** rather than creating a new one. 4. Pick the site from the list. The geofence becomes active for that site immediately. If the site you link to already has a geofence, the new shape **replaces** the old one. There is no separate "edit shape" mode — the way you change a geofence is to redraw it. This is also how you switch between a circle and a polygon, or how you reshape a geofence whose original boundary was drawn poorly. A few practical notes: * **One geofence per site.** Linking a new shape to a site that already has one always replaces the existing geofence — a site cannot have two geofences at once. * **The geofence is optional.** A site without a geofence still works for manual selection — it just does not participate in auto-assignment. * **Colour change is independent.** As covered in *Viewing and Editing a Site*, the colour swatches are available directly on the read-only Site Details panel — no redrawing needed. In the sidebar list, every site is tagged as **Linked** (has a geofence) or **Not Linked** (no geofence yet). Use the **Geofence** filter at the top of the sidebar to narrow the list — the quickest way to spot sites that still need a geofence drawn. ### Changing or Removing a Geofence Geofences are not set in stone — your operations change, and your geofences will need to change with them. There are three things you might want to change, and each has its own path: * **To change the shape, position or size of a geofence** — draw a new geofence on the map and link it to the same site, exactly as described in *Adding a Geofence to an Existing Site* above. The new shape replaces the old one. The same no-overlap rule applies — the new shape cannot intersect with another site's geofence. * **To change the colour** — pick a new swatch from the Site Details panel. This works in the read-only view; you do not need to enter edit mode. * **To remove the geofence entirely** — use the **trash icon** in the map drawing tools on the left of the page. Click the trash icon, then click the geofence shape you want to delete. The site itself stays in place; only the geofence is removed, and the site stops participating in auto-assignment. **An important note about changes and removals: changes to a geofence only affect new clocks going forward.** They do not retroactively re-assign historical clocks. A clock that was auto-assigned to Site A last week stays linked to Site A even if you redraw the geofence today. This is by design — past reports and costs should not silently change because a boundary moved. If you need to re-evaluate historical assignments, that is something administrators do manually on the affected clocks (covered later under *Editing a Clock to Set or Change the Site*). ### Archiving and Deleting a Site When a site is no longer in use — a closed branch, a finished project, a depot you have moved out of — you can archive it to keep your active list clean. In the portal, archiving is called **Mark as Inactive**, available from the overflow menu in the Site Details panel. What happens when a site is marked inactive: * The site no longer appears in the active sites list or in any clock dropdowns. * The site's clock history is fully preserved — historical clock records still reference the site, and reports for past periods continue to work as before. * The site's geofence (if it had one) is also disabled, so it stops participating in auto-assignment. * The action is reversible — you can switch the list to show inactive sites and restore one if needed. The status filter at the top of the sidebar list lets you switch the view: * **Active** (default) — only shows sites currently in use. * **Inactive** — shows only sites that have been marked as inactive. * **All** — shows everything. This makes archiving a soft operation — nothing is lost, the site is just hidden from day-to-day workflows. **Permanently deleting a site** If you want to remove a site entirely — for example, a test site that should never have existed — the **Delete** option in the overflow menu becomes available once the site has been marked inactive. The two-step requirement is deliberate: hard deletion cannot be undone, and forcing you to mark a site inactive first prevents an active site from being wiped out by mistake. Once deleted, historical clock records that referenced the site display gracefully (the site name simply shows as unknown) — no calculations or reports break. ### A Suggested Setup Order When setting up Regions and Sites for the first time, a common approach is: 1. Decide on the rule for what a region represents in your business (geographic area, client, division, etc.). 2. Create your sites, assigning each one to a region as you go. New regions can be created inline from the site panel. 3. Add site codes that follow a consistent scheme — these will appear in your cost reports and exports. 4. Draw geofences for the sites where mobile clocking happens. ## Clocking, GPS and Site Assignment Once your regions, sites and geofences are set up, this section covers what happens next — how each clocking method handles site assignment, how GPS coordinates get matched to your geofences, where the site information shows up after the clock arrives, and how administrators correct the rare clock that lands in the wrong place. ### Why Linking Clocks to Sites Matters Until a clock is linked to a site, it contributes hours and costs only against an activity — not against a location. Once clocks are linked, you immediately gain three things: * **Cost allocation by location.** Hours and costs roll up by site, so you can answer questions like "how much labour did Warehouse A absorb last month?" * **Visibility on the data review.** Every clock shows the site it belongs to, alongside the activity, employee and team. Filtering and reporting by site become straightforward. * **A foundation for accountability.** Once clocks are reliably linked to sites, the next phase of geofencing — flagging clocks that fall outside their expected geofence — becomes useful. Without site links, there is nothing to compare GPS against. ### How Sites Are Picked Up Across Clocking Methods Clocks can arrive in AllWage from several different sources, but not all of them participate in GPS-based auto-assignment. The **Bio3G fixed wall-mounted biometric reader** is deliberately left out of the auto-assignment story, because the device does not capture GPS coordinates. That leaves three GPS-capable clocking methods, each handling site assignment a little differently: **Bio3G biometric clocking app (iPhone and Android)** The Bio3G biometric clocking app is the mobile counterpart to the hardware readers — it runs on an iPhone or Android device and is used by supervisors who move between locations. Every clock from the app captures GPS coordinates alongside the activity, so clocks arrive ready for auto-assignment based on where the device was at the time of the clock. **RFID AllWage Android app** The RFID Android app is AllWage's official Android clocking application. Employees clock in by tapping an RFID wristband against the device. Each scan captures GPS coordinates, so clocks arrive ready for auto-assignment based on the device's location at the time of the scan. **WhatsApp** WhatsApp is the self-service clocking option for employees. They send a message and share their location — there is deliberately no extra step asking them to pick a site. WhatsApp clocking is designed to be fast, and adding more steps creates friction for employees who are already in the field. The site is determined automatically from the GPS the employee shares with the message. The next section explains how that matching works. ### How GPS Auto-Assignment Works When a GPS-capable clock arrives on the AllWage server — from the Bio3G biometric app, the RFID Android app, or WhatsApp — the system goes through a simple decision: 1. **Does the clock already have a site?** If yes (because the employee selected it on the device, or an administrator set it manually), the system does nothing. Manual selection always wins, even if the GPS would suggest a different site. 2. **Does the clock have valid GPS coordinates?** If no, the clock is left unassigned and life continues normally — administrators can still link it manually later. 3. **Do the GPS coordinates fall inside an active geofence?** If yes, the clock is automatically assigned to the matching site. If no, the clock is left unassigned. There is no "closest geofence" fallback — the GPS must actually be inside the geofence. A few important behaviours: * **Auto-assignment happens server-side, after the clock arrives.** It does not happen on the device, and it cannot block a clock from being captured. * **Auto-assigned clocks are stored exactly the same way as manually assigned clocks.** Reports, calculations and exports treat them identically. * **Clocks that fall outside any geofence are left unassigned, with no flag and no error.** The next phase of development on the roadmap will add automatic flagging of such clocks. For now, "unassigned" simply means an administrator can review the clock and link it to a site if needed. ### Why Geofences Cannot Overlap For step 3 of the auto-assignment decision to work, the system has to land on **exactly one** site for any given GPS point. If two geofences overlapped, a clock falling in the overlap zone would have no clear answer — it could belong to either site, and there is no fair way for the system to pick. To keep auto-assignment unambiguous, AllWage enforces a strict rule: **geofences for a customer cannot overlap**. If you try to save a geofence that intersects with an existing one — even by a small amount — the save is blocked. The error message tells you which existing geofence(s) it overlaps with, so you can adjust the new shape or rework the existing one. The check covers every combination of shapes: * Two circles overlapping each other. * Two polygons intersecting. * A circle that crosses a polygon boundary or sits inside it. In practice, the no-overlap rule rarely gets in the way once your sites are well organised. If you find yourself wanting overlapping geofences, it usually means two of your sites are physically the same place and could be merged into one — or the geofences are drawn far too generously and need to be tightened. ### Where to See Site Information After Clock-In Once clocks are linked to sites, location data flows through to several existing reports automatically — there is no separate "site report" to learn: * **Geolocation Clocks report** — plots every clock as a GPS pin on a satellite map, with your geofences overlaid. The most visual way to confirm whether clocks landed inside the right geofence, and to spot clocks that fell outside any geofence entirely. Filter by date to focus on a single day or period. * **Data review / Clocks** — every clock row shows its site in the **Site / Block** column (renamed from "Block"). You can filter and search by site as you would by any other dimension. * **Activity Site / Block Duration report** — this report breaks down hours by activity and by site, giving you a quick view of what work happened where. * **Cost reports** — labour costs that flow through from time and attendance now break down by site, allowing per-location costing without manual spreadsheet work. ### Editing a Clock to Set or Change the Site Even with geofences in place, there will always be clocks that need a manual touch — a WhatsApp clock from an employee with patchy GPS, a clock that came in before a site's geofence was drawn, or an after-the-fact correction. The **Edit Employee Clock** modal is the tool for this. When you open a clock in the modal: * The **Site / Block** dropdown lists **all** sites. * Each option in the dropdown is shown as: **Code – Site Name (Region)**. For example, "WH-A — Warehouse A (Western Cape)." If the site does not have a code, only the name and region are shown. To set or change a site on a clock: 1. Open the clock from the data review or the Employee Overview Report. 2. In the Edit Employee Clock modal, scroll to the **Site / Block** field. 3. Pick the correct site from the dropdown. 4. Save. The change applies immediately. There is no impact on time and attendance calculations from changing only the site — the hour totals stay the same. What changes is which site picks up the cost and how the clock shows up on location-based reports. ### A Common Rollout Approach If you are rolling this out for the first time, a common approach is: 1. **Run a pilot on one or two sites first.** Once you have your geofences set up, watch the data review to see how many clocks are being auto-assigned correctly. Adjust geofence size or shape based on what you see, then expand to the rest of your sites. 2. **Treat the clock edit modal as a correction tool, not a routine workflow.** Administrators use it to fix the rare clock that auto-assignment got wrong, or to assign a clock that fell outside every geofence. It is not meant for day-to-day site assignment of field clocks. 3. **Review periodically.** Check the data review for clocks that fell outside any geofence. These will become much easier to manage in the next phase, when the system will automatically flag them — but it is helpful to start spotting them now while you tune your setup. --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. 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