How Do Check-Ins & Check-Outs Work?

When team members arrive at or depart from Places or Jobs, their arrival, departure, and total on-site time are registered.

In Hellotracks Business, check-ins (arrivals) and check-outs (departures) can be registered in two ways:

• Automatic: Enable the automatic check-ins and check-outs at Places or Jobs.
• Manual: Advise your team to manually check in and check out in the mobile app.

In this guide:

1. How to Use Auto Check-Ins & Check-Outs

2. How to Use Manual Check-Ins & Check-Outs from Mobile App

3. How to View Team Check-Ins & Check-Outs in the Web Dashboard

1. How to Use Auto Check-Ins & Check-Outs

Step 1: Click the dropdown menu next to your name and select Company settings. Or, go to Settings at the bottom of the main menu and select Company settings.

Step 2: Select Location & tracking.

Step 3: In Auto check-ins at places and jobs, make sure the checkbox is selected to enable automatic check-ins and check-outs.

Once enabled, you can adjust:

• Delay: Set a minimum time before an automatic check-in is registered. This helps prevent duplicate or false check-ins when a team member is just passing by a location.
• Area size for check-ins at jobs: Choose the geofence size to trigger automatic check-ins at Jobs.

For Places, the area size for check-ins uses the Place radius. To adjust the radius, click here.

Then, click Save.

2. How to Use Manual Check-Ins & Check-Outs from Mobile App

Advise your team to follow the steps below in the mobile app.

Places

Step 1: Open the Hellotracks app on your Apple or Android device. 

Step 2: Tap on the main menu in the upper left corner.

Step 3: Select My places.

Step 4: From your list, select the Place that you want to check-in/out. 

Jobs

Step 1: Open the Hellotracks app on your Apple or Android device. 

Step 2: Tap Jobs to see the list of your Jobs for the day.

Step 3: Tap on a Job, then tap More (three dots icon).

Step 4: Select Manual check-in or Manual check-out. Your manual check-in/out will then be recorded and displayed under Manual Checks within the Job.

3. How to View Team Check-Ins & Check-Outs in the Web Dashboard

Step 1: After configuring check-ins and check-outs for your team, go to Location from the main menu and select Location history.

Step 2: Click a member's name to open their Day.

Each stop says whether it was at a job, at a place or a pause somewhere else, with the arrival time, the time on site and until when it lasted. A check-in the worker made by hand is marked Manual check-in, with the distance from the job when it was made away from it. The note at the bottom tells you how many check-ins were manual.

Step 3: To list the check-ins in a table, click Trips, then Stops. The Type column shows At place, At job, or Stationary (outside defined locations), and Duration shows the time on site. With the Dispatch plan, the Check-in column shows GPS for an automatic check-in, or Manual with the distance from the job.