Attendance & GPS Tracking
Know Who Checked In. And From Which Work Location.
Office, factory and field teams don’t always use the same attendance method. Bring check-in records into one process, review exceptions and prepare reliable attendance for HR and payroll.
Built around suitable Frappe HR features, configuration and integrations.
Attendance should not depend on calls and correction sheets
When people work in different places, HR may receive attendance through a register, a biometric machine, a phone call or a spreadsheet. Checking those records at month-end takes time.
YourOrderBook helps businesses set up a clearer attendance process: employees make check-ins through an approved method, HR can investigate missing or unusual entries, and the team can prepare attendance using the company’s rules.
Month-end corrections
Example list- Missing check-outs
- Biometric logs not synced
- Field staff at different locations
- Late entries needing review
- Attendance corrections before payroll
Watch a check-in reach the right work location
A mobile attendance check-in is more useful when it is linked to the employee, time and assigned work location. Try the example below to see a check-in that is accepted—and one that needs attention.
Watch a check-in reach the right work location
Illustrative check-in demo. No live GPS, camera or employee data is used.
Saanvi Components (fictional)
Illustration of Saanvi Components, a fictional company: Riya at an office entrance in Ahmedabad, Amit at a factory gate attendance device, and Karan at a field site in Surat inside, then outside, a 150 metre check-in radius. A phone in the middle shows each check-in result.
Employee CheckinSample
RiyaMobile check-in
Office — Ahmedabad
IN09:05Sample time
Ready to check in
Riya is at the office entrance.
Check-in recorded
- Check-in event
- Employee Checkin saved
- Location rule
- Assigned office · allowed method
- Attendance
- Decided later by shift rules
Accepted check-ins added1
AmitBiometric log sync
Factory Gate — Ahmedabad
IN07:58Sample time
Punch made at the gate device
Waiting for the device log to sync.
Check-in log received
- Check-in event
- Device log imported
- Location rule
- Gate device log · no GPS
- Attendance
- Decided later by shift rules
Accepted check-ins added1
KaranMobile GPS check-in
Field Site — Surat
IN10:12Sample time
Ready to check in
Karan is at the field site.
Check-in recorded
- Check-in event
- Saved, with location
- Location rule
- Inside 150 m radius · 80 m
- Attendance
- Decided later by shift rules
Accepted check-ins added1
KaranMobile GPS check-in
Field Site — Surat
IN10:12Sample time
Ready to check in
Karan is 220 m from the site.
Check-in blocked — outside assigned area
- Check-in event
- No check-in saved
- Location rule
- Outside 150 m radius · 220 m
- Attendance
- No record created
Accepted check-ins added0
Assigned location
Riya checks in at her assigned office, through the method her company allows.
Device log, not GPS
A compatible device’s punch is synced into Employee Checkin. Device support is checked during integration.
Inside the allowed radius
Sample reading 80 m from the site. Allowed radius 150 m (company example).
Outside the allowed radius
Sample reading 220 m from the site. Allowed radius 150 m, so this attempt is blocked.
Step 1 of 4 · Office check-in
Office staff can check in through an allowed method.
Step 2 of 4 · Factory biometric log
Compatible biometric logs can be brought into the same check-in process.
Step 3 of 4 · Field check-in inside the radius
A configured work-location radius can help with field check-ins.
Step 4 of 4 · Out-of-area attempt
An out-of-area attempt needs a different next step, not a false attendance record.
The four examples
- Office check-in: Riya — mobile, Office — Ahmedabad, sample time 09:05. Check-in recorded. Attendance: Decided later by shift rules.
- Factory biometric log: Amit — biometric log sync, Factory Gate — Ahmedabad, sample time 07:58. Check-in log received. Attendance: Decided later by shift rules.
- Field check-in inside the radius: Karan — mobile GPS, Field Site — Surat, sample time 10:12. Check-in recorded. Attendance: Decided later by shift rules.
- Out-of-area attempt: Karan — mobile GPS, Field Site — Surat, sample time 10:12. Check-in blocked — outside assigned area. Attendance: No record created.
A check-in records an event. Attendance is then determined using the configured shift, logs and company rules. These are separate steps.
One process for different workplaces
Office attendance
Employees can check in through the permitted method. HR can see relevant records and late or missing entries without collecting attendance from different people.
Factory attendance
Where a biometric attendance device is used, the business can integrate supported logs into Frappe HR, subject to the device, integration and shift setup.
Manufacturing ManagementField attendance
A mobile check-in can record the time and permitted work location. If the company configures a location radius, out-of-area check-ins may be restricted for that shift location.
Need to plan which team is on which shift? Explore Shift Scheduling & Overtime.
GPS check-in without assuming everyone works at a desk
Not every business needs live employee tracking. Often, the real question is simpler:
“Was this check-in made at the assigned location?”
With the right Frappe HR settings and employee permissions, location information can be captured at check-in. A configured work-location radius can help enforce where check-in is allowed. HR should still handle exceptional situations fairly—such as unavailable location services or a genuine offsite assignment—using the company’s policy.
Turn check-in logs into attendance you can review
An IN time and an OUT time are useful records, but they are not always the final attendance result. Shift timings, grace periods, missing logs and synchronization all matter.
Frappe HR can use configured shift rules and Employee Checkin logs to prepare attendance. HR can then examine exceptions before attendance information is used in payroll.
From check-in to attendance: what happens in between?
Example onlySample employee: Riya (fictional)
Check-in logs
- Shift
- 09:00–17:00
- Grace
- 10 min (example)
- Sync
- Sync complete (example)
IN 09:05 is within the example grace period
Attendance · Example record
Riya · 09:00–17:00
StatusPresent
Only after applicable shift rules and processing.
Present
An example attendance record is created after processing.
Check-in received → shift and logs checked → attendance created when eligible → exceptions reviewed.
Everything HR needs to check attendance properly
Recording check-ins
Mobile employee check-ins
Make it easier for eligible staff to record IN and OUT events from an authorised phone.
GPS and shift locations
Capture permitted locations and apply an assigned location radius where configured.
Biometric attendance sync
Bring compatible machine logs into employee check-in records through planned integration.
Reviewing exceptions
Late and early reporting
Use configurable shift rules to identify entries needing attention.
Missing logs and corrections
Give HR a clearer way to investigate missing check-outs and correction requests.
Multiple branches and teams
Manage employee records, departments, branches, shifts and attendance access with appropriate permissions.
Using attendance
Attendance for payroll
Use reviewed attendance/leave inputs with suitable payroll settings; never assume a check-in automatically changes salary.
History and accountability
Keep relevant check-in/attendance records and approved changes available to authorised users.
What about WhatsApp and face recognition attendance?
Some businesses prefer WhatsApp-based interactions, facial recognition or existing biometric machines. They can be useful, but these are not interchangeable with the attendance features available out of the box.
YourOrderBook can first review the actual requirement, hardware and security policy, then recommend standard Frappe HR features or an integration/customization where appropriate. We should not promise a feature before checking how it will work for your business.
Check before choosing
Standard Frappe HR
Mobile check-in, shift locations, Employee Checkin logs and shift-based attendance, once configured.
- Device and software checked first
Existing biometric machine
Supported import, API or device-sync method
- Not a standard Frappe HR feature
WhatsApp check-in
Suitable integration or custom development
- Privacy review required
Face recognition
Verified compatible integration and permissions
How YourOrderBook helps your HR team
Understand the present process.
We review where check-ins come from, how corrections are handled and what HR needs at payroll time.
Configure suitable attendance rules.
We help set up employees, shifts, locations, access and eligible attendance features.
Connect systems where needed.
Existing biometric devices or additional employee-facing channels are assessed for a workable integration.
Train the people using it.
HR, supervisors and employees need a process they can follow every day, not just another application to learn.
Related processes — keep attendance connected
HR & Payroll Management
See how attendance connects to leave, employee records and payroll preparation.
Payroll & Statutory Compliance
See how reviewed attendance and leave can feed the salary process.
Shift Scheduling & Overtime
Understand why assigned shift timings matter for attendance and overtime review.
Employee Self-Service & Expense Claims
Understand employee access to requests and personal HR information.
Questions about attendance and GPS check-in
Can employees mark attendance using their phones?
Does GPS attendance show an employee’s live location all day?
Can we restrict check-in to an assigned workplace?
Can attendance from a biometric machine be connected?
Can field workers and office staff use different attendance methods?
Can employees mark attendance through WhatsApp?
Is face recognition available by default?
Does one check-in automatically mark an employee present?
Can HR review missing check-outs and late entries?
Can attendance be used in monthly payroll?
Make Attendance Easier to Record. And Easier to Trust.
If attendance is spread across devices, registers, messages and spreadsheets, start with a review of what your business actually needs. We’ll help you plan a practical approach with Frappe HR.