TABLE OF CONTENTS

• How Time Keeping Processing Works
  • What is TK processing?
  • Client-specific settings
  • When does processing run?
    • What you see in Time Card Review
  • How the system is built (behind the scenes)
  • Step 1 — Find the Work Shift
    • Clock In and Clock Out
    • Check In (salary employees)
  • Step 2 — Build the activity timeline
    • Non-GPS employees (Fixed Location role)
    • GPS employees
  • Step 3 — No GPS periods
  • Step 4 — Stops at sites and locations
    • Main and related sites
    • On Site stops
    • Warehouse stops
    • Other known locations
    • Unknown stops
  • Step 5 — Drives
  • Step 6 — GPS State (when and how it is calculated)
    • Step-by-step inside GPS processing
  • Step 7 — Clock In / Clock Out locations
  • Step 8 — Automatic Work Order allocation
    • Replace WO for Carrier Group Site
    • Spread a Site WO to nearby time
    • Unscheduled visit WO
    • Warehouse WO
    • Default Work Order
  • Step 9 — Audits, mileage, and payroll
    • Audits
    • Mileage
    • Payroll Allocation
    • Work Activities (if used)
  • Manual allocation
  • Quick FAQ

How Time Keeping Processing Works

Short answer: Time Keeping (TK) processing turns GPS and clock data into a daily timeline — stops, drives, work orders, cost types, mileage, and payroll lines on the Time Card. It runs automatically when you clock out (and in the background during the day), then syncs results to your Time Card.

What is TK processing?

Think of TK processing as an automatic day reviewer.

Your phone sends GPS while you work. When your shift ends, the system:

1. Reads your Work Shift (Clock In → Clock Out)
2. Builds a timeline of where you were and what you did
3. Assigns Cost Types and Work Orders
4. Runs audits for issues (unknown stops, missing WOs, etc.)
5. Calculates mileage
6. Updates the Payroll Allocation table on your Time Card

You usually see finished results on past days. Today’s card may still be processing until you clock out.

You may still see today or future Time Cards if:

• There is a TK request (TAR, Time Off, etc.)
• You left a comment on the card

Client-specific settings

Important: Many TK processing rules use configurable thresholds. Numbers in this article are system defaults — your organization may use different values tuned to your tracking and payroll needs.

Examples include:

If something on your Time Card looks different from this article, check your company’s TK/GPS settings first.

When does processing run?

Processing is not a single nightly batch for each employee’s GPS day. It happens in several ways:

Work Shift = one work period from Clock In to Clock Out. You can have more than one Work Shift in a day.

What you see in Time Card Review

• You will not see unprocessed Time Cards for today or future days in review (until processing completes).
• You will see future Time Cards that have a TK request (TAR, Time Off, etc.) or where an employee left a comment.

How the system is built (behind the scenes)

TK processing today runs in two layers:

1. TimeKeeping service — GPS analysis, timeline, audits, mileage, work order allocation on the timeline
2. Conterra sync — results are pushed to the Time Card and Payroll Allocation tables

When you see “Time Entries” on a Time Card, they are built from the processed timeline.

Full processing order for one finished Work Shift:

Clock Out
  → Clear old system data (if reprocessing)
  → GPS Processing          ← stops, drives, states, sites, WOs on timeline
  → Mileage calculation
  → Audits
  → Create adjustment
  → Lunch audit
  → Post-processing (e.g. unauthorized stop cost type)
  → Work Activity allocation (if used)
  → Sync to Time Card       ← payroll allocation, default WO, check-in

Step 1 — Find the Work Shift

Processing always works on a finished Work Shift:

• Clock In / Clock Out — field employees on GPS or non-GPS devices
• Check In — mainly salary employees (no clock in/out)

Clock In and Clock Out

Clock In and Clock Out entries are created when the shift is processed and synced to the Time Card.

Check In (salary employees)

Employees with the Salary mobile role can have a Check In instead of clock in/out.

Check In can be added:

• In the mobile app — employee taps Check In (creates Check In + Time Card if needed)
• Automatically — nightly job creates Check In from the employee category settings
• Manually — TK Administrator adds Check In from the Time Card action menu

Auto Check In uses hours and Cost Type from the employee’s TK Configuration.

Step 2 — Build the activity timeline

Non-GPS employees (Fixed Location role)

Employees with the Fixed Location role clock in/out on a Wall or Non-GPS device. No GPS is collected.

The whole shift becomes one simple entry:

• Event: NA
• Cost Type: Office/Warehouse
• Location: Asset Location

GPS employees

Employees on a GPS device send location points throughout the shift. The system analyzes them and splits the day into:

• Stops — little or no movement
• Drives — moving between places
• No GPS — gaps with no reliable location data

Default speed rules (configurable per client):

Average speed is calculated using GPS points within a 5-minute window (default).

Very short drives (under 1 minute, default) are merged into nearby stops.

Step 3 — No GPS periods

A No GPS period means the system could not reliably track location.

This includes:

• No GPS points at all
• Long gaps between points (default 15 minutes, configurable)
• Isolated points where gaps before and after exceed the threshold — the system cannot tell where the employee went

What the system does:

1. Creates a No GPS entry (Cost Type empty at first)
2. Copies Cost Type, Site, Site WO, and Location from the next nearby entry — or the previous one if needed
3. Sets GPS State from neighboring entries when they agree (if GPS States are enabled)

Step 4 — Stops at sites and locations

After finding stops, the system checks whether they fall inside a Site or Location boundary (circle or polygon on the Site or Location card).

Default boundary radius: Site 300 m, Location 100 m. Radius 0 = ignored for time keeping.

Main and related sites

A Main Site has a scheduled Site Work Order (GPS WO) or an unscheduled visit WO. A Related Site is linked on the Main Site card and can also become a Main Site if scheduled.

Cost Type for time at job sites: On Site.

On Site stops

If the stop is at a job site, Cost Type = On Site and a Site Work Order is assigned. The system sets Has WOs = true so the WO can be shared with nearby Drive and No GPS entries.

Priority for picking the Work Order:

1. Site with a scheduled Site WO
2. Related site with a scheduled Site WO
3. Site with an unscheduled visit Site WO
4. Related site with unscheduled visit WO
5. Carrier Group site rules

If several sites overlap, the highest priority wins. Same priority → closest site.

Unscheduled visit: the system looks for an active WO on a Build Plan under that site.

If multiple WOs exist:

1. Collect all Build Plans with unscheduled visit WOs
2. Match employee Direct Cost Financial Account to WO Type Financial Account
3. If still multiple, filter by Employee Class and Build Plan Class
4. If no unique match → no auto-allocation

The WO must be active to be used.

Warehouse stops

Inside a site with a scheduled Warehouse WO:

• Sets Site, Site WO, Has WOs = true
• Cost Type = Office/Warehouse

Inside a Warehouse location (after site check):

• If within range (default 100 m for locations) → Location added
• Location type Warehouse → Cost Type = Office/Warehouse

Other known locations

Stops at Employee Home, Material Supplier, Remote Hotel, etc.:

• Stops and slow drives at the same Site/Location are merged into one stop
• Cost Type = Drive until Unauthorized Time audits are configured and run

Unknown stops

Stops outside all Site and Location boundaries:

• GPS points grouped within a radius; geometric center calculated
• Cost Type = Drive until unauthorized-time audits apply

Step 5 — Drives

Any time that is not a stop is treated as a Drive.

Intermediate Drive: drive time between two On Site entries gets Cost Type Intermediate Drive.

Step 6 — GPS State (when and how it is calculated)

GPS State is filled only if your company has GPS States enabled (TKEnableGPSStates). If disabled, this entire section does not apply and the State field stays empty from GPS processing.

When it runs: during GPS processing — after stops are identified, while drive periods are built, and before the timeline is saved. It happens before mileage, audits, and payroll update.

Step-by-step inside GPS processing

1. On each GPS point (early in processing)

• The mobile app does not send state
• The system maps each point’s coordinates to a US state using state border data
• State is saved on the GPS point for later use

2. On drive periods (after all stops are processed)

• Drive time is built from GPS points that already have a state
• If you cross a state line and stay in the new state for at least 5 minutes (default), the drive is split into separate entries — one per state
• Shorter crossings stay in the original state (one drive entry)

Example: You drive from South Carolina into North Carolina for under 5 minutes and return → all driving stays in SC. If you spend more than 5 minutes in NC → separate entries for SC and NC.

3. On stops (near end of GPS processing)

• After the stop center point is calculated, state is set from that coordinate

4. On No GPS and drives without state

• State is copied from neighboring periods
• If previous and next have the same state → that state is used
• Otherwise → from the nearest neighbor with a state

5. On manual lunch (timeline step)

• If a lunch entry has no state, the system copies it from an overlapping timeline period

6. On the Time Card (sync step)

• State flows into the Payroll Allocation table with each line

Step 7 — Clock In / Clock Out locations

If Clock In or Clock Out includes GPS coordinates, the system finds the Site or Location the same way as for stops:

• First looks for a Site containing the point
• If none → looks for a Location within range

These points are used for mileage calculation.

For an adjusted Clock Out, coordinates reflect where the employee was at the adjusted time.

Step 8 — Automatic Work Order allocation

After sites and warehouse stops are identified, the system tries to assign Work Orders automatically on the timeline.

Replace WO for Carrier Group Site

If a stop was linked to a WO from the main Build Plan of a Carrier Group Site (scheduled or unscheduled visit), the system replaces it with the WO for the actual site where the stop happened — within the same Build Plan.

Spread a Site WO to nearby time

An On Site stop with a Site WO can share that WO with neighboring Drive and No GPS entries:

• Previous and next entries in the same Work Shift
• Up to the first entry that already has a different WO

Unscheduled visit WO

If a stop cannot use a scheduled WO and is inside a site set for unscheduled visits, all hours can go to the unscheduled visit WO when a unique match is found (Financial Account matching rules apply).

Warehouse WO

The system looks for scheduled Warehouse (non-GPS) WOs with Work Type = Warehouse.

If found, it assigns Office/Warehouse hours and entries without a GPS WO:

• Fills Site WO when the entry is linked to a warehouse Site
• Fills the WO allocation table when linked to a Warehouse Location

Multiple warehouse WOs → hours are split proportionally.

Default Work Order

Uses the Default WO from the employee TK Configuration and the Overwrite GPS WO setting. Applied when data syncs to the Time Card.

Default WO hours are added directly to the Time Card Payroll Allocation table.

Requires WO Allocation = employee role that forces manual WO allocation when automatic rules cannot assign all time.

Step 9 — Audits, mileage, and payroll

Audits

After the timeline is built and work orders are assigned, the system runs audits. These check for issues such as:

• Stops in unknown places
• Too much time in a warehouse
• Missing Work Order allocation

Depending on audit rules:

• Approved time may be reset to 0 hours
• Cost Type may change to Unauthorized Stop
• Time Cards may be set to pending manual allocation

See also: Time Keeping Audit Rules

Mileage

Calculated from GPS coordinates at:

• Clock In / Clock Out
• Stops at Sites and Locations

Mileage runs after GPS processing and before audits.

Payroll Allocation

Finally, the system updates the Payroll Allocation table. Data comes from:

• All processed timeline entries (synced as Time Card lines)
• Reasons (e.g. non-work hours)
• Check In entries

Cost Type may change again based on the assigned Work Order. See Cost Type Priority.

Work Activities (if used)

If your company uses Work Activities, the system assigns activities to allocated time before the card is finalized.

Manual allocation

If automatic rules cannot assign all time, or the employee has Requires WO Allocation, manual allocation is required.

See:

• TK Automatic and Manual Work Order Allocation Rules
• Mobile App — Manually Allocate Time Among Work Orders

Quick FAQ

Why don’t I see today’s Time Card in review?
Today’s shift is usually still open or processing. Full results appear after clock-out and processing complete.

Why is my drive marked No GPS?
GPS was missing or unreliable for longer than your configured gap (often 15 minutes by default).

Why wasn’t a Work Order assigned automatically?
No matching scheduled/unscheduled WO, multiple matches with no unique Financial Account, Requires WO Allocation role, or Overwrite GPS WO / Default WO rules blocked assignment.

Why is there no State on my Time Card?
GPS States may be disabled for your company. Ask your aministrator or contact FCX Support.

Does processing run only once per night?
No. Each Work Shift is processed when you clock out (and in the background during the day). The nightly job handles time card creation, payroll period tasks, and audit reports — not per-shift GPS analysis.

Are the numbers in this article exact for my company?
Not necessarily. Many thresholds are client-specific. Defaults are described here; your administrator may have different values.