Time Tracking

Availability

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Time Tracking is available to organizations configured in Spain or Poland. Available options and legal obligations may vary by country.

It is included in the Premium and Enterprise plans. In Spain there is also the Workday tracking plan, which includes only workday tracking, absences, employees and their reports, without work orders, customers or WhatsApp. See Subscriptions and Payments.

On the Workday tracking plan, the Dashboard shows the workday control and your notifications, and Reports in the side menu goes directly to the workday reports.

Starting and ending the workday

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Employees use Start Workday, pause or resume when needed, and End Workday when finished. The system records the exact time of each action.

Workdays can also be added manually, and a workday in progress can be edited live. The times in these forms are always shown and saved in the organization's timezone, even if your device is set to another one.

Required location

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If the organization enables Require location for time tracking in its settings, you must allow location access to start, pause, resume or end a live workday. If a location cannot be obtained, the action is not recorded: check permissions and try again.

The appointment proximity restriction is separate and does not apply to whole-workday tracking. See Time Entries for both options.

Organization location restrictions

Full Access users can add organization locations in Time Tracking settings. Each location has a name, an address selected from Google Maps and an allowed radius from 25 to 10,000 metres; the initial value is 200 metres.

Clock-in and clock-out restrictions are independent:

• Restrict clock-in requires the employee to be inside any active organization location when starting the workday.
• Restrict clock-out applies the same rule when ending it.
• Pausing and resuming do not use these proximity restrictions unless the general Require location for time tracking option is also enabled.

The restrictions apply to all employees, except those who are allowed to clock in from anywhere in their employee configuration.

A restricted action requires a recent, sufficiently accurate device location. If the employee is outside every allowed location or the position cannot be validated, the action is not recorded. Archiving a location removes it from new clock-ins and clock-outs while preserving historical evidence.

Workday kiosks

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A kiosk is a shared tablet or phone, for example at reception or in the warehouse, where employees clock in with their PIN without signing in with their own account. It works in the browser and in the iOS and Android apps.

Registering and connecting a kiosk

Full Access users manage kiosks in Time Tracking Settings → Workday kiosks:

1. Click Register tablet and enter the Kiosk name (for example, "Reception"). Employees will see it so they know where they are clocking in.
2. Click Create code. The 6-digit code works only once and expires after 10 minutes.
3. On the tablet, open the enrutar sign-in screen, tap Use this device as a kiosk, enter the code and tap Connect.

When it connects, the tablet signs out of any session that was open and stops receiving notifications, so nobody's alerts are shown on a shared device. If you open the app again on that tablet, the kiosk opens directly.

Clocking in at the kiosk

Only active employees of the organization who have created their kiosk PIN in My account appear. Before the PIN is entered, the kiosk only shows names and photos.

1. The employee finds their name and selects it.
2. They enter their 4-digit PIN.
3. They see the status of their workday and can start, pause, resume or end it.

Every clock action requires the PIN. The employee's session closes automatically after a few seconds of inactivity. If the PIN is entered incorrectly several times, the kiosk makes them wait before trying again. Clocking in from the kiosk requires an internet connection.

Location on the kiosk

Each kiosk has the Request location on this kiosk option, enabled by default. When it is enabled, the tablet's GPS is used and the location rules of the organization and of each employee apply.

If you disable it, the kiosk can clock in without GPS even if the organization requires location. Use this only on a trusted tablet: enrutar cannot detect if it is moved to another place. These records are marked as clocked in from an authorized kiosk without GPS.

Revoking a kiosk or leaving kiosk mode

• Revoke in the settings immediately makes the tablet stop showing employees and allowing clock-ins. Records already saved are kept. To use it again, it must be connected with a new code.
• On the tablet itself, Kiosk settings → Exit kiosk mode disconnects it without needing an administrator.

The history of a workday record shows the kiosk it was clocked from, such as Kiosk “Reception”, and No GPS if that kiosk clocks in without location. This information also appears in the PDF audit report.

Reminder configuration

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In Time Tracking settings, the Default reminder schedule supports one or more start/end periods for each day of the week.

• At the start of each period, enrutar warns an employee who has not started or resumed their workday.
• At the end, it warns an employee whose workday is still active.
• Add row allows up to 5 non-overlapping periods per day, including split shifts.
• Copy Monday to weekdays copies Monday's periods from Monday through Friday.
• No reminders are sent when there are no effective periods.

This is the organization's default schedule. For example, a split shift can use 08:00–13:00 and 15:00–18:00; enrutar treats each period separately and does not send an incorrect reminder between shifts.

Start or resume reminders are not sent on days covered by an approved absence. If a workday is still active, this does not disable the end reminder.

Individual employee schedules

Each employee can have a specific reminder schedule by day and period. When present, it replaces the organization default for that person, allowing different workdays or shifts without changing everyone else's reminders.

Daily recorded-hours reminder

Full Access users can notify selected employees when their productive time for the day is below a target:

• Choose the daily target, check time and employees to notify.
• The total includes work and driving time recorded against work orders and appointments; pauses are excluded.
• An employee is checked only on days in their effective personal or organization workday schedule.
• No reminder is sent during an approved absence or once the target has been reached.
• The check uses the organization timezone and runs once per local day.

The reminder appears in enrutar and can also use email or push when those channels are enabled. It is delivered at the configured check time even outside the employee's personal notification schedule.

Employee configuration and notifications

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Full Access users can enable Allow clocking from anywhere for an employee, for example if they work remotely. The clock-in and clock-out restrictions based on organization locations no longer apply to that person, and the list shows No location restriction. This does not exempt them from sharing their location if the organization requires it. If the restrictions are disabled, the exception is saved but has no effect.

The settings list indicates employees who have not yet been configured. Time Tracking notifications include a clock-in/start reminder and an active-workday/end reminder according to the effective schedule. See Notification System.

Time Tracking reports

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The Reports Screen includes audit and accumulated-hours reports where authorized users can filter by date, review daily and employee totals, and export records for payroll or compliance.

The list loads up to 1,000 records for the selected date range. If the period contains more records, narrow the dates to review the remainder.

Permissions

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Restricted Access users can view only their own Time Tracking records. Management and Full Access users can view and manage records according to their permissions; only Full Access users can change the organization-level Time Tracking settings described above.