Geo Management in ZFour HRMS: A Simple Guide for Admins

Keeping track of employees who work from the field or multiple locations can feel tricky. You want to trust your team, but you also need accuracy—especially when it comes to attendance and work hours.

That’s exactly why ZFour HRMS introduced Geo Management — a smart, GPS-based feature that helps admins monitor attendance, verify check-ins, and manage field teams in real time.

If you’ve seen the demo video, you already know how simple it looks.

Let’s walk through the process step by step so you can easily follow it from your ZFour Admin Portal.

Step 1: Log In to the ZFour HRMS Portal

Start by logging in to your ZFour HRMS Admin account. Once you’re on the dashboard, go to Attendance and select Geo Management.

Here, you’ll find a clean layout showing your employees’ locations and attendance status — all updated in real time. You can view it as a list or on a live map.

Step 2: Set Up Geo Management

Open the settings tab to activate Geo Attendance. This is where you define how the system captures employee check-ins and check-outs.

You can set the check-in radius (how close an employee must be to their location to mark attendance) and enable GPS tracking for accurate data.

If you want to restrict check-ins to specific areas, turn on Geo-Fencing and define the locations.

This setup ensures attendance is fair, accurate, and transparent for everyone.

Step 3: Add Work Locations (Geo-Fences)

Once Geo Management is on, you can add your office sites or client locations.

Go to the Geo-Fence section and click on Add New. Enter the name, address, and radius for each site.

For example, you can add locations like “Corporate Office” or “Client – Noida Sector 62.” When employees check in near these points, the system automatically verifies their location.

Step 4: Assign Permissions and Teams

Next, visit the Roles & Permissions section. Make sure admins have full access to Geo Management features.

If you want HR executives or team leaders to only view data, you can set their access as “view only.”

Assign the right Geo-Fences to each team so everyone is tracked only within their respective zones.

This makes the process organized and ensures privacy is respected.

Step 5: Employee Setup on the Mobile App

For Geo Management to work smoothly, employees need to use the ZFour HRMS mobile app. They should:

• Enable GPS location on their phone

• Allow location access for the app

• Check in and check out directly through the app

  
  

This keeps attendance records accurate without any manual updates or confusion.

Step 6: View Live Tracking

Once everything is set, you can see all active employees on the map within your Admin Portal.

Each check-in automatically appears with location, time, and route history.

You can also filter the data by date, team, or site to focus on a particular group.

Instead of calling team members or waiting for reports, you’ll have instant clarity on who’s where and when they started working.

Step 7: Check and Approve Attendance

Geo Management also flags entries that look unusual—for example, when someone checks in outside the allowed radius or without GPS.

You can open each record, view exact coordinates, and decide whether to approve or reject it.

This step ensures every attendance record is correct before it moves to payroll.

Step 8: Generate Reports

From the Reports section, you can create and download detailed Geo Attendance Reports.

These reports show working hours, total check-ins, flagged entries, and more.

You can export them as Excel or PDF files for record-keeping or salary processing.

Once you set your filters, generating future reports takes just one click.

Step 9: Keep Things Transparent

The purpose of Geo Management is not to watch employees constantly — it’s to build trust through transparency.

Admins get accurate attendance, while employees feel confident that their work hours are tracked fairly.

It saves time, avoids conflicts, and improves accountability without micromanaging anyone.

Step 10: Stay Clear and Compliant

Always let your employees know when Geo Attendance is active.

Explain why it’s used and how it helps keep attendance transparent.

A short note during onboarding or a simple email reminder can go a long way in maintaining trust and clarity across teams.

Final Thoughts

ZFour HRMS’s Geo Management feature gives admins complete control and clarity—without complicating things.

From verifying attendance to generating reports, everything happens automatically and in real time.

It’s not just about tracking locations; it’s about managing smarter, working transparently, and ensuring fairness for everyone.

If you haven’t explored this feature yet, log in to your ZFour Admin Portal and try setting up your first Geo-Fence today.

Once you experience how easy and accurate it is, you’ll wonder how you ever managed without it.

Want to simplify attendance tracking for your team?

Start using Geo Management in ZFour HRMS today and experience real-time accuracy like never before.

Book a Demo Now and see how easy it is to manage your workforce smartly.

---

FAQs:

1. What is Geo Management in ZFour HRMS?

Geo Management is a smart GPS-based feature in ZFour HRMS that helps admins track employee attendance and location in real time. It ensures check-ins and check-outs happen within the defined work area, giving you accurate and transparent attendance data.

2. How does Geo-Fencing work in ZFour HRMS?

Geo-fencing allows you to set a virtual boundary around your work location. When employees check in through the ZFour HRMS mobile app, the system verifies if they’re within the set radius. If they are, their attendance is automatically marked as valid.

3. Can I track field employees using ZFour HRMS?

Yes, with Geo Management, admins can view live locations of field employees directly from the admin portal. It shows real-time check-ins, routes, and site visits — helping you manage remote and on-site teams with ease.

4. How accurate is the GPS tracking in ZFour HRMS?

ZFour HRMS uses real-time GPS data from employees’ mobile devices to ensure high accuracy. As long as location permissions are enabled and internet access is available, you’ll get precise attendance and location updates.