Set up and manage workforce visibility

1. Navigate to Settings from your dashboard.
2. Under the Time & Attendance tile, click Workforce Visibility.
3. On your first visit, you'll see a first-time use experience with a brief description and the option to enable this feature.
4. Click the Enable workforce visibility toggle to get started.

When setting up workforce visibility for the first time, you'll complete these three steps to create a fully functional work site:

Step 1: Create a work site

1. Navigate to Settings from your dashboard.
2. Under the Time & Attendance tile, click Workforce Visibility.
3. Click the + Work Site button in the upper right corner. 
4. Enter the work site details: 
   • Work site name (e.g., "Toronto Office", "Vancouver Office")
   • Address (optional but recommended)
5. Click Next. 

Step 2: Set employee check-in/out notifications for this department

1. Enter the department details:

   • Department name (e.g., "Sales", "Manufacturing", "Company")
   • Check-in time (when employees typically start. Note: They will receive a notification at this time.)
   • Check-out time (when employees typically finish. Note: They will receive a notification at this time.)
   • Working days
2. You can click Save and assign later or click the Assign employee to complete the process. 

Step 3: Assign employees to the department

1. In the Available Employees section, drag and drop the employees you want to assign to this department and work site. To move everyone at once, click the >> double arrows. You can also use the search bar to find specific people.
   Note: This list only includes employees whose timesheet type is set to "Do not use timesheets."
   
2. Click Save to confirm the employee assignments.
3. The assigned employees will now receive notifications at the department's designated check-in and check-out times and can select this work site when updating their location.

1. Navigate to Settings from your dashboard.
2. Under Security and Access Control, click Permissions.
3. Add or edit a custom permissions group. Learn how to do this in this article.
4. In the General Permissions section, check the "Use" box for the Workforce Visibility option. 
   
5. Click on Next. 
6. Now, any user in this permissions group will have the Workforce Visibility widget on their Employment Hero dashboard. 

1. On your main dashboard, locate the Workforce Visibility widget.
2. The widget displays a quick snapshot showing:
   • Who is in the office
   • Who is working from home
   • Who is on leave
   • Who is unaccounted for
3. You can move this widget to prioritize its position on your dashboard.
   
4. If there are more than 10 people in any category, hover over the section to see up to 10 names, then click View more details to see the complete list.

1. From the workforce visibility widget, click View more details.
2. This opens the live workforce visibility report showing everyone's location for today.
3. Use the filters to sort by:
   • Location (office, work from home)
   • Department
   • Time
   • Employee
4. View historical data by selecting different dates to see where employees were working on specific days.

1. Employees will receive push notifications at their designated check-in and check-out times.
2. Tapping the notification opens the app to the location selection screen.
3. Employees can also manually access this by opening the app and looking for "Where are you working today?" at the top of the screen.
4. They can select from their assigned work sites (office locations or work from home).
5. Employees can change their status throughout the day as needed.
6. At the end of the day, they can tap the X button to clear their status or it will automatically clear after 24 hours.

1. Navigate to Settings > Time & Attendance > Work Sites and Positions.
2. Find the work site you want to edit.
3. Click the Actions button (three dots) next to the work site name.
4. Select Edit Work Site from the dropdown menu.
5. Make your required changes to the work site details (name, address, etc.).
   
6. Click Save.

1. Navigate to Settings > Time & Attendance > Work Sites and Positions.
2. Find the work site containing the department you want to edit.
3. Click the Actions button (three dots) next to the work site name.
4. Select Manage Departments from the dropdown menu.
5. Find the department you want to edit and click the settings icon next to the department name.
6. Modify the department details as needed:
   • Department name
   • Check-in and check-out times
   • Working days
     
7. Click Save.

1. Navigate to Settings > Time & Attendance > Work Sites and Positions.
2. Find the work site where you want to modify employee assignments.
3. Click the Actions button (three dots) next to the work site name.
4. Select Edit from the dropdown menu.
5. In the Position section, click the Assign workers link. 

6. In the modal, select the employees you want to add by dragging them into the selected column. To remove an employee, in the Selected column, click the "x" on their name and they'll be removed. 

   Note: Only employees with timesheet type set to "Do not use timesheets" will appear in this list.
   

7. Click Save to confirm your changes.

1. Navigate to Settings > Time & Attendance > Work Sites and Positions.
2. Find the work site or department you want to delete.
3. Click the Actions button (three dots) next to the work site name.
4. Select Delete Work Site or navigate to the department and select Delete Department.
5. Confirm the deletion in the popup dialog.

Employees must have their timesheet type set to "Do not use timesheets" in their employee profile under Pay Details to be eligible for workforce visibility. This is because employees who use timesheets are typically scheduled to specific locations, so their location is already tracked through the scheduling system.

If an employee forgets to clear their status at the end of the day, the system will automatically clear their status after 24 hours. This prevents employees from appearing as "still in the office" the next day when they've actually left.

Yes! If you're a smaller business where all employees start and finish at the same time, you can create a single department called "Company" (or any name you prefer) and assign all employees to it. You don't need to create separate departments for different teams if they all have the same schedule.