Guide 15 of 21

Field Tracking

See where your field employees are, replay their routes, and report on distance travelled — recorded only while they are punched in.

Audience: Admin · HR · Manager · Field employees Setup time: 5 minutes

1. Overview

Field Tracking shows you where your field employees are during the working day, the route they took, and the distance they covered. It is built for sales reps, service technicians, delivery staff and anyone else who works away from the office.

  • Live map — the latest position of every tracked employee who is punched in.
  • Route history — replay one employee's full route for any date.
  • Distance report — kilometres travelled per employee per day, with Excel export.
Tracking only runs during work. The mobile app sends a location update about every 5 minutes, and only while the employee is punched in. Nothing is recorded before punch-in or after punch-out.

2. Turning Tracking On for an Employee

Tracking is off by default and is switched on per employee.

  1. Go to Employees and open the employee.
  2. In the access permissions section, turn on Field Tracking.
  3. Ask the employee to open the mobile app and allow location access set to Always (background location), so updates continue while the phone is in their pocket.

Only switch this on for staff whose role involves travel. Office-based employees do not need it.

3. The Live Map

Open Field Tracking from the sidebar (in the My Team section for managers, Organisation for HR and Admin). The map shows the most recent position of each tracked employee, with a Punched In or Punched Out status.

  • Admin and HR see every tracked employee in the organisation.
  • Managers see only their own direct reports, on the live map.

4. Route History

On the Field Tracking page, an Admin or HR user can choose an employee and a date to see the route they travelled that day. The route is drawn along the roads between the recorded points, with the total distance shown.

5. Distance Report & Excel Export

The distance report (Admin / HR) lists kilometres travelled per employee per day for a date range. Leave the employee filter on All employees or pick one person, then use Download Excel to export it — for example to check travel reimbursement claims.

6. My Field Tracking (Employees)

Employees with tracking enabled get My Field Tracking in their My Workspace section (it is hidden for everyone else) and can open it to see their own route for a date and their own distance report. Download Excel for reimbursement gives them a file to attach to a travel or expense claim (see Expense Claims).

7. Privacy & Data Retention

  • Location is recorded only for employees with Field Tracking turned on, and only while they are punched in.
  • Location history is kept for 90 days and then deleted automatically.
  • Tell employees that tracking is enabled and obtain any consent your local law requires before switching it on.

8. Troubleshooting

ProblemCheck
Employee does not appear on the mapField Tracking is turned on for them, and they are currently punched in.
Route has gapsLocation permission is set to Always; battery saver is not restricting the app; the phone had signal.
Manager cannot see an employeeThe employee's reporting manager is set correctly (see Org Chart).
No data for an old dateHistory older than 90 days has been deleted.