Understanding Geofences and Location Services

Overview

Geofences are invisible digital boundaries around your workplace that enable automatic check-ins and check-outs. Understanding how they work helps you get the most from the automatic check-in feature and troubleshoot any issues.

Who Needs This Information

All users, particularly those using automatic check-ins on the mobile app.

What Is a Geofence?

Definition

A geofence is an invisible circular boundary created around a specific location using GPS coordinates. Think of it as a digital fence that your mobile phone can detect when you cross in or out.

How Geofences Work

1. Boundary Detection: Your phone continuously monitors your location in the background
2. Entry Detection: When you cross into the geofence, the app detects your arrival
3. Exit Detection: When you cross out of the geofence, the app detects your departure
4. Automatic Actions: Check-ins and check-outs happen automatically based on these boundary crossings

Geofence Size and Placement

• Geofences are typically set to cover your entire workplace building and immediate surroundings
• The boundary is usually placed to ensure you're checked in when you reach your work area
• Size varies depending on the building size and layout

How Geofences Are Set Up

Current Setup Process

• Geofences are currently configured centrally when your site is added to the system
• The boundary is set using your site's address and building layout
• Each site has its own individual geofence

Future Updates

• In the coming months, Site Administrators will be able to adjust their own geofences
• This will allow fine-tuning for optimal performance at each site

Location Services Technology

GPS Technology

• Uses your phone's built-in GPS (Global Positioning System)
• Combines GPS with mobile network and Wi-Fi positioning for accuracy
• Works both indoors and outdoors, though GPS is most accurate outdoors

Background Location Monitoring

• Your phone checks your location periodically in the background
• This uses minimal battery due to optimised technology
• Location checks are only for geofence boundary detection

Privacy and Data Usage

• Only boundary crossing events are recorded (entry/exit)
• Your precise location within the geofence is not tracked or stored
• Location data is used solely for check-in purposes

Geofence Accuracy and Limitations

Typical Accuracy

• GPS is generally accurate to within 3-5 metres in good conditions
• Accuracy can vary based on environmental factors
• Urban areas with tall buildings may have slightly reduced accuracy

Factors Affecting Accuracy

Environmental Factors:

• Weather conditions (heavy cloud cover, storms)
• Physical obstructions (tall buildings, underground areas)
• Indoor vs. outdoor positioning

Device Factors:

• Phone age and GPS quality
• Battery level (some phones reduce GPS accuracy when battery is low)
• Background app limitations

Network Factors:

• Mobile network signal strength
• Wi-Fi network availability
• Internet connectivity for processing

Android Persistent Notification

On Android devices, you'll see a permanent notification that says:

Reggie Safety Check-ins
Reggie is tracking your location in the background to automatically handle safety check-ins. If you dismiss this notification, it will return in 5 minutes to ensure your safety coverage continues.

Important: This notification is required for automatic check-ins to work on Android. Do not permanently dismiss this notification, as it will prevent automatic check-ins from functioning properly.

Understanding Boundary Crossings

Entry Events

What Triggers Check-in:

• Crossing from outside the geofence to inside
• Usually happens as you approach or enter your workplace building
• Triggers automatic check-in (if enabled)

Timing:

• Should occur within 1-2 minutes of crossing the boundary
• May be slightly delayed if you're moving quickly
• Processing happens even if the app is closed

Exit Events

What Triggers Check-out:

• Crossing from inside the geofence to outside
• Usually happens as you leave your workplace building
• Triggers automatic check-out (if enabled)

Timing:

• Should occur within 1-2 minutes of crossing the boundary
• May be delayed if you're moving slowly near the boundary

Working Near Geofence Boundaries

Potential Issues

• If you work very close to the geofence boundary, you might experience multiple check-ins/check-outs
• This can happen in buildings near the edge of the geofence
• Car parks or outdoor work areas might be affected

Solutions

If You Experience Frequent Check-ins/Check-outs:

1. Contact your Site Administrator to discuss adjusting the geofence
2. Consider using manual check-ins instead of automatic
3. Be aware that future updates will allow local geofence adjustments

Temporary Workarounds

• Use manual check-ins if you consistently work near the boundary
• Check your status regularly if you're in a boundary area
• Remember that it's your responsibility to ensure correct check-in status

Multiple Site Geofences

How Multiple Sites Work

• Each site has its own separate geofence
• You can be assigned to geofences for multiple sites
• Only one site check-in is active at a time

Site Switching

• Entering a new site's geofence automatically checks you out of your previous site
• This allows seamless movement between company locations
• Each transition creates a record of your movement

Troubleshooting Geofence Issues

Problem: Not Automatically Checking In

Possible Causes:

• Location permissions not set to "Always"
• GPS signal is weak or unavailable
• You haven't fully entered the geofence boundary
• Background app access is restricted

Solutions:

1. Check location permissions in your phone settings
2. Move to an area with better GPS reception
3. Walk further into the building/site
4. Manually check in and verify your status

Problem: Checking In/Out Repeatedly

Possible Causes:

• Working very close to the geofence boundary
• GPS accuracy issues in your location
• Mobile network or Wi-Fi interference

Solutions:

1. Contact your Site Administrator about the geofence boundary
2. Switch to manual check-ins if the issue persists
3. Check your phone's location accuracy settings

Problem: Delayed Check-ins/Check-outs

Possible Causes:

• Background app restrictions
• Poor network connectivity
• High phone battery usage restrictions

Solutions:

1. Ensure background app refresh is enabled
2. Check your internet connection
3. Disable battery optimisation for the app

Best Practices for Geofence Usage

Optimising Automatic Check-ins

• Ensure your phone has good GPS signal when entering/leaving
• Keep location permissions set to "Always"
• Don't force-close the app completely
• Check your status if you're unsure about automatic actions

When to Use Manual Override

• If automatic check-ins aren't working consistently
• When working in areas with poor GPS reception
• If you need immediate check-in/check-out confirmation
• During temporary geofence adjustment periods

Maintaining Good Performance

• Keep your app updated to the latest version
• Restart your phone occasionally to refresh location services
• Monitor your battery settings to ensure location access isn't restricted

Technical Specifications

Geofence Technology

• Uses industry-standard geofencing technology
• Compatible with both iOS and Android location services
• Designed for minimal battery impact

Location Accuracy Requirements

• Typical accuracy: 3-10 metres
• Sufficient for workplace check-in purposes
• Balances accuracy with battery consumption

Data Processing

• Boundary crossing events are processed in real-time when connectivity allows
• Offline events are processed when connectivity is restored
• Minimal data usage for location services

Future Improvements

Planned Enhancements

• Site Administrator control over geofence boundaries
• Improved accuracy in challenging environments
• Enhanced reporting for geofence performance

Feedback and Adjustments

• Report consistent geofence issues to your Site Administrator
• Your feedback helps improve the system for everyone
• Adjustments can be made to improve accuracy at your site

Remember: Geofences are designed to make check-ins convenient, but it's always your responsibility to verify your check-in status, especially during fire drills or emergencies.