GPS clock-in: how it works and what to expect

GPS clock-in is the field productivity feature that makes time tracking actually accurate. Crew members tap a button on their phone when they arrive, the geofence verifies they are on site, and time starts. Here is how it works and what to expect.

How the geofence is drawn

When you set a project address (see Set a project address and get auto-geocoded weather), Buildra geocodes it to lat/lng. The default geofence is a 100-meter radius around that point. You can adjust the radius and shape under /projects/<id>/geofences.

For projects on large lots or with multiple work zones, you can draw a polygon geofence by clicking points on the map. Crew is considered on-site if they are inside any drawn geofence on the project.

The crew member experience

1. Crew member opens the Buildra mobile app.
2. Taps the big Clock in button on the home screen.
3. The app reads GPS coordinates (with the crew member's permission).
4. If inside a geofence for an active project, time starts and the home screen flips to “Clocked in at Smith Residence Remodel.”
5. At end of day, they tap Clock out. Time entry is saved automatically.

What if they are out of range

If the GPS reading falls outside any project geofence, the app prompts: “You are not at a known project location. Clock in anyway?” The crew member can:

• Choose a project from a list (logged with a flag for review).
• Wait until they arrive on site.
• Add a note explaining the off-site work (e.g., picking up materials).

Off-site clock-ins appear in the time approval queue with a yellow flag so the PM can review them before payroll.

Tip:If you have a regular yard or warehouse, draw a geofence around it as a “company location” under /settings/geofences. Time at the yard logs cleanly against company overhead instead of flagging as off-site.

Privacy and data

Buildra only captures GPS at clock-in, clock-out, and any in-shift verification check. We do not continuously track location. The crew member sees exactly when their location is being read (visible blue dot on the home screen).

Captured coordinates are kept on the time entry for 90 days, then anonymized to project-only. The crew member can see their own data at any time under My time.

Crew approval flow

At end of week, the PM reviews the time approval queue. Each entry shows the clock-in/clock-out times, the GPS pin position, total hours, and any notes. The PM approves, rejects, or edits.

Common questions

• Does it work offline? Yes. Clock-in is captured offline and syncs when the phone reconnects.
• What if the phone is dead? The crew lead can clock in for the crew member from their own phone, logging the adjustment for audit.
• Can I disable GPS? Yes. Toggle off GPS validation in /settings/time-tracking. Time entries become honor-system only.