Customizing a schedule's location settings

If you would like staff to record when they start and finish a shift, you can enable the Time Clock feature for your schedule. When enabled, staff will see an option to clock in when they arrive for a shift and clock out when they're done. This can then be used by supervisors to confirm on-time attendance and calculate payroll, much like you would with paper time sheets.

Clocking in and out can be restricted to certain devices, by IP address and/or by geolocation. The geolocation restriction (also called geofencing) is based upon the Location information for your schedule.

To customize your schedule's Location & Time Clock settings:

  1. Go to Admin > Schedules Settings.
  2. For the schedule you want to configure, click on its Edit () icon.

Editing a schedule on the Schedules Settings page

  1. On the Manage Schedule page, click on the Location & Time Clock tab.

The Location & Time Clock tab


Schedule location information

By entering the physical location for your work schedule, you will be able to enforce the geofencing restriction when clocking in and out. This restriction is based upon the latitude and longitude of your location, which you find using LibStaffer's built-in address lookup.

  1. In the Schedule Location Information panel, enter a Title for your location (e.g. Springy Memorial Library).
  2. Optionally, you can enter a Location Description.
  3. Enter the Street Address, City, State, Zip/Post Code, and/or Country.
  4. The Latitude, Longitude, and Radius are required for geolocation restrictions to work (once the feature becomes available). There are two ways you can find your latitude and longitude coordinates:

Schedule Location Information options

Look up latitude & longitude from address

You can look up the latitude and longitude for your location based upon the information entered in the address fields (Street Address, City, State, etc.). This feature will work as long as you've entered data in at least one of those fields; however, the search will obviously be more precise the more information you provide.

  1. Click the Look up Latitude / Longitude from address button.
    1. A mini-map will appear on screen indicating the first matching location.
    2. If multiple results were found, you'll see a list of matching locations. Click on any result to update the map and coordinates.
  2. The Latitude and Longitude coordinates will automatically be entered for the selected location. However, you can edit each field to fine tune them.
    • If necessary, you can modify your address information and click the Look up button to search again.
  3. To define the area of your location, enter a Radius (in meters).
    • This radius will essentially be used to draw a circle around your location, with the latitude and longitude at the very center.
    • Everything inside of this circle will be considered part of your location for the purposes of geolocation restrictions (once the feature becomes available).
    • If you need help, visit Google Maps and right-click on your location. If you select Measure Distance from the menu, you can then plot two points on the map and see the distance in feet and meters.
  4. Click the Save Location Settings button.

Looking up the latitude and longitude using the address

Manually find and enter a latitude & longitude

Finding your coordinates in Google Maps

If you would prefer to enter your own coordinates, you can find them by going to Google Maps and looking up your location's address. Once you've found it on the map, right click on it and select What's here? from the menu. That will reveal the latitude and longitude for that spot (so try to right click on middle of your location for the most precise coordinates). You can then copy and paste the coordinates into your schedule's settings.

Finding a locatin's latitude and longitude on a Google Map

Entering your coordinates in LibStaffer
  1. Enter the Latitude for your location.
  2. Enter the Longitude for your location.
  3. To define the area of your location, enter a Radius (in meters).
    • This radius will essentially be used to draw a circle around your location, with the latitude and longitude at the very center.
    • Everything inside of this circle will be considered part of your location for the purposes of geolocation restrictions (once the feature becomes available).
    • If you need help, visit Google Maps and right-click on your location. If you select Measure Distance from the menu, you can then plot two points on the map and see the distance in feet and meters.
  4. Click the Save Location Settings button.

The Latitude, Longitude, and Radius fields

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Time clock settings

By enabling the time clock for a schedule, you can keep track of when staff arrive and leave for their assigned shifts.

Enable or disable the time clock

  1. On the Schedules Settings page, under the Location & Time Clock tab, scroll down to the Clock In/Out panel.
  2. To enable the time clock for this schedule, set the Clock In/Out for this schedule option to Enabled.

The Clock In/Out panel

Set how early/late users can clock in

  1. In the How will your staff clock in panel, select how long a user has to clock in for their shift from Users must clock in within dropdown.
    • The amount of time you select determines how many minutes a user has to clock in for their shift.
    • For example, if a shift starts at 11:00 am and you select a window of 15 minutes, a user will be able to clock in starting at 10:45 am, but no later than 11:15 am.
    • You can select a window of time ranging from 5 minutes to 12 hours.

The How will your staff clock in panel

Restrict Clock In/Out by IP Address

One of the great things about LibStaffer is that it's web-based, so your staff can easily sign in from anywhere to view their schedule, request a swap, etc. However, that also means that your staff can clock in and out from their shifts from anywhere and from any device. If you would like to restrict where your staff can clock in & out, you can add IP address restrictions to your schedule. Each restriction basically says "Staff can only clock in or out from these IP addresses", so you could use these to limit clocking in/out to any device in the library, any computer at the Circulation Desk, or even just a specific computer or other device.

  1. In the Restrict Clock In/Out by IP Address panel, click on the Create New IP Restriction button.
    1. To modify an IP restriction, click on its Edit () icon in the Action column.
    2. To delete an IP restriction, click on its Delete () icon in the Action column.

The Create New IP Restriction button and the Edit and Delete icons for a restriction

  1. In the Create IP Restriction window, use the Starting IP and Ending IP fields to define an acceptable IP address range.
    • To restrict clocking in to a single computer, enter its IP address in both fields.
  2. Optionally, you can use the Note field to describe this restriction (e.g. Circulation Desk computers).
  3. Click the Save button.

The Create IP Restriction window

Geofencing settings

You can apply a geofencing restriction for clocking in and/or out. When enabled, the device a staff member users to clock in/out must be within the specified range of your location, based upon:

  • The latitude, longitude, and radius in your Schedule Location Information settings.
  • The current geolocation of the staff member's device.
    • Depending upon the user's browser privacy settings, they will be required to share their location with LibStaffer when clocking in/out. 
    • LibStaffer does not store the user's location during clock in/out. Only the calculated distance is stored.
    • Please note that geolocation accuracy can vary by device.

If a user attempts to clock in/out from a device that's not within range, they will receive an error message.

To apply a geofencing restriction to your schedule:

  1. In the Geofencing Settings panel, select a geofencing option from the Clock In must be within and Clock Out must be within dropdowns.
    • No Restriction (default): when selected, staff members will be able to clock in from any geographic location.
    • Feet: when selected, staff members will only be able to clock in/out from within the specified number of feet of your schedule's location.
    • Meters: when selected, staff members will only be able to clock in/out from within the specified number of meters of your schedule's location.
  2. If you selected Feet or Meters for either dropdown, enter the radius in the corresponding from location text box.
  3. Click the Save Restrictions button.

 The geofencing settings panel

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