Mobile App: Geofencing & Geotracking Setup (Android & iPhone)
The NextGen Timeclock & Scheduling mobile app may use your phone’s location, depending on how your employer has set up your account. This guide explains what each mode does, how to find out which one applies to you, and exactly which permissions to allow on Android and iPhone.
Quick summary: Not every organization uses location. Check the “Which mode am I on?” section first. If your organization uses full location tracking, allow location “All the time” (Android) or “Always” (iPhone), with Precise Location ON. Tracking (if used) runs only while you are clocked in and stops automatically when you clock out.
1. Install the app
- Android: Download from Google Play
- iPhone / iPad: Download from the App Store
Open the app and sign in with the login details provided by your employer.
2. Which mode am I on?
Your employer chooses how the app uses location. It is set up per company, so not every employee sees the same behavior. There are four possibilities:
| Mode | What it means for you | Location permission you need |
|---|---|---|
| Standalone (no location) |
Clock in/out works like a normal timeclock. The app does not check or record your location. | None required. |
| Simple geo | The app records your location at the moment you punch, mainly for reference. It does not block your punch if you are outside a work area. | “While using the app” is normally enough. |
| Geofence only | The app checks whether you are inside your assigned work-site boundary when you clock in/out. Depending on your employer’s settings, punching outside the boundary is either blocked or allowed but flagged as a Geo Violation for your manager to review. | “While using the app” is normally enough. No background / “Always” permission needed. |
| Geofence + Geotracking | Everything in “Geofence only,” plus the app records your route for the entire time you are clocked in, even if the app is closed or your screen is off, so your manager can confirm you stayed at the correct site during your shift. | “Allow all the time” (Android) / “Always” (iPhone) is mandatory. See Sections 4 and 5. |
How to find out which mode applies to you:
- Ask your manager or HR/admin contact. This is the fastest and most reliable way.
- If the app asks you to allow background location (for example, the “Background Location – Why We Need It” message), your organization uses Geofence + Geotracking.
- If you are unsure, follow the full setup in Sections 4 and 5. Granting “Always” / “All the time” does not break the lower modes; it simply is not required for them.
If anything here does not match what you see in the app, follow what your manager tells you. Your organization’s configuration is authoritative.
3. How geofencing and geotracking work
| Geofencing | Geotracking | |
|---|---|---|
| Purpose | Confirms you are inside the allowed work-site boundary when you punch. | Lets your manager review your route to confirm you were at the correct work site during your shift. |
| When active | At the moment you clock in/out. | Only while you are clocked in, even if the app is closed. |
| Data collected | GPS coordinates and accuracy at punch time. | GPS coordinates, accuracy and timestamps. |
| If outside the area | Punch is blocked, or flagged as a Geo Violation, depending on your employer’s settings. | Not applicable. |
| Used in which modes | Geofence only, Geofence + Geotracking | Geofence + Geotracking only |
Data is stored securely and is accessible only to authorised managers. Admins can read how to configure sites in A Complete Guide to Geofencing in NextGen Workforce.
4. Android setup
4.1 Geofence + Geotracking (background tracking)
Background tracking only works if Android location access is set to “Allow all the time.” This is mandatory for this mode. Without it, your route will show gaps whenever the app is closed or the screen is off.
When the app asks for permission:
- When the “Background Location – Why We Need It” message appears, read it and tap ALLOW BACKGROUND TRACKING.
- On the Android permission screen, choose Allow all the time (not “Allow only while using the app”).
- Turn Use precise location ON.
- If asked to allow notifications (Android 13 and above), tap Allow. A notification is shown while tracking is active, so you always know when it is running.
If you tapped “NO, DON’T TRACK” or chose the wrong option, change it manually:
- Long-press the app icon → App info (or Settings → Apps → NextGen Timeclock).
- Tap Permissions → Location.
- Select Allow all the time and switch Use precise location ON.
- Go back to Permissions → Notifications and make sure they are allowed.
Stop Android from putting the app to sleep (the most common cause of tracking gaps):
- In App info, tap Battery (or App battery usage).
- Select Unrestricted (Samsung: Don’t optimize / Never sleeping apps; Xiaomi/Oppo/Vivo/OnePlus: enable Autostart and set battery to No restrictions).
- Make sure Location is ON in the quick settings panel, and avoid Battery Saver while clocked in.
4.2 Geofence only or Simple geo
- When the app asks for location permission, choose “While using the app” (or “Only this time” / “Allow only while using the app”, depending on your Android version).
- Turn Use precise location ON to keep punch results accurate.
- Make sure Location (GPS) is ON on your phone when you punch.
You do not need “Allow all the time” or battery settings changes for these modes.
4.3 Standalone mode
No location setup is needed. You can decline any location permission prompt and clock in/out normally.
5. iPhone setup
5.1 Geofence + Geotracking (background tracking)
Background tracking only works if location access is set to “Always” with Precise Location ON. This is mandatory for this mode.
- When the app first asks, choose Allow While Using App. A little later, iOS shows a second prompt, “Change to Always Allow.” Tap Change to Always Allow.
- Or set it manually: Settings → Privacy & Security → Location Services → NextGen Timeclock → Always.
- Turn Precise Location ON (same screen).
- Go to Settings → General → Background App Refresh and keep it ON for the app.
- Allow Notifications when asked.
- Turn Low Power Mode OFF while clocked in, as it can pause background activity and create gaps in your route.
Important: Do not swipe-force-close the app during a shift on iPhone. iOS may stop background tracking if you do. Locking your phone normally is fine.
5.2 Geofence only or Simple geo
- When the app asks for location permission, choose Allow While Using App. If iOS later offers to change to “Always,” you can dismiss it; it is not needed for these modes.
- Turn Precise Location ON.
- Make sure Location Services is ON: Settings → Privacy & Security → Location Services.
5.3 Standalone mode
No location setup is needed. You can decline any location permission prompt and clock in/out normally.
6. Permissions checklist (Geofence + Geotracking mode)
Use this checklist only if your organization uses full route tracking. For Geofence only / Simple geo, see 4.2 and 5.2; you need far less.
| Permission | Android | iPhone |
|---|---|---|
| Location | Allow all the time (mandatory) | Always (mandatory) |
| Precise / exact location | ON | ON |
| Device Location Services / GPS | ON | ON |
| Notifications | Allowed (Android 13+) | Allowed |
| Battery | Unrestricted | Low Power Mode OFF |
| Background refresh | Not required | Background App Refresh ON |
| Internet | Mobile data or Wi-Fi | Mobile data or Wi-Fi |
The app does not need access to your contacts, photos, microphone or camera for any location mode.
7. Why does the app need “Always” / “All the time”?
Android and iOS both pause an app’s location updates once it is no longer on screen, unless the app has background (“Always” / “All the time”) permission. Since a shift can last hours and you will not keep the app open the whole time, this setting is what lets your route be recorded correctly. If your organization only uses geofencing at punch time, it is not needed, because the app only needs your location for the few seconds you are punching.
8. Tips for poor signal
GPS location generally works without internet because it uses satellites, but a good fix can take a few seconds. If you are indoors or in an area with poor reception, step outside or near a window and wait a few seconds before punching. If a punch does not go through because of a connection problem, check your mobile data or Wi-Fi and try again, and tell your manager if the issue continues so your time can be corrected.
9. Using the app day to day
- Arrive at your work site and open the app.
- Tap Clock In. If your organization uses geofencing, the app checks whether you are inside the allowed area.
- If geotracking is enabled, tracking starts automatically. You can close the app or lock your phone.
- At the end of your shift, tap Clock Out. Tracking (if used) stops automatically.
If you see “You are outside the geofence area. Punch not allowed,” move closer to the site and try again. If your punch goes through with a warning about being outside the area, your employer has chosen to flag rather than block. Your manager will see this, so let them know if it was a mistake.
10. Troubleshooting
- Clock-in is blocked but I am at the site: Turn on Precise Location, wait 5–15 seconds for GPS to settle (step outside or away from thick walls), and make sure Location Services is ON.
- My route has gaps (Geofence + Geotracking mode): Check that location is set to All the time / Always, Precise Location is ON, and battery optimization is off for the app (Android) or Low Power Mode is off (iPhone). On iPhone, also make sure you did not force-close the app mid-shift.
- I’m not asked for permission again: After a prompt is denied more than once, Android and iOS stop asking. Change the permission manually using Section 4 or 5.
- I changed phones or reinstalled the app: Permissions reset. Repeat the setup for your mode.
- I don’t know which mode my organization uses: See Section 2 and ask your manager.
- Still stuck? Contact your manager or your NextGen Workforce support team with your phone model, OS version, and the message you are seeing.
11. Privacy FAQ
Does the app always track my location? No. It depends on how your employer has configured your organization (see Section 2). Many organizations do not use location at all, or only check it at punch time.
Is my location tracked when I’m clocked out? No. If your organization uses geotracking, it stops automatically at clock-out.
Who can see my location? Only authorised managers in your organisation.
What is collected? Depending on your mode: GPS coordinates and accuracy at punch time (geofencing), or GPS coordinates, accuracy and timestamps throughout your shift (geotracking).
How long is my location data kept? Ask your manager or admin for your organization’s data retention period.