Setting Up Clockify for 20 Hourly Workers with Offline Kiosk & Geofence

Part of our guide on integrating asana and slack time

Avoid payroll disputes with a clear, low-friction Clockify setup that supports offline kiosk and geofence enforcement for hourly single-site teams.

What You Need for Clockify Setup

You need a 10-inch Android tablet with a rugged case for the kiosk device to handle warehouse floor conditions.

Ensure stable Wi-Fi or cellular connectivity for initial setup, but offline mode will cover check-ins without network.

Prepare CSV files containing timesheet history for bulk import and ensure you have the hourly staff details.

Obtain your site’s GPS coordinates to configure geofence clock-in restrictions within 50 meters. Before you commit to anything, it is worth looking at managing project spending limits.

Have administrative access to Clockify workspace for user management, settings, and data imports and exports.

When selecting a tablet, consider the operating system version to ensure compatibility with the latest Clockify app. Android 9 (Pie) or newer is recommended to maintain app stability and security updates. Additionally, confirm that the tablet supports Bluetooth and GPS hardware if you plan to integrate location tracking or connect peripheral devices in the future.

Backup power solutions, such as a portable charger or uninterrupted power supply (UPS), can be crucial for continuous kiosk operation during power outages. This is especially important in warehouse environments where downtime directly affects payroll accuracy and operational efficiency.

• 10-inch Android tablet with rugged case
• CSV timesheet files for import
• Site GPS coordinates for geofence
• Clockify workspace admin access
• Reliable internet connection for setup

Choosing a 10-Inch Android Tablet with Rugged Case for Kiosk

A 10-inch Android tablet balances screen size for ease of use and portability for a kiosk on the warehouse floor.

Rugged cases protect against drops, dust, and moisture common in single-site hourly work environments.

Offline check-in requires reliable battery life: look for tablets with at least 8 hours active use per charge.

Avoid smaller screens that frustrate users or larger tablets that are cumbersome to mount and maintain.

Battery capacity is pivotal; a tablet with a 6000mAh battery or higher tends to deliver at least 8 hours of continuous usage, which covers a full work shift without recharging. Some models also feature quick charge technologies, enabling faster turnaround times between shifts.

Consider screen durability features like Gorilla Glass or similar hardened glass to resist scratches and impacts. Combined with the rugged case, this ensures the kiosk remains functional even after accidental knocks or drops common on warehouse floors.

Configuring Clockify to Export Weekly Payroll-Ready CSV Timesheets

Clockify’s export feature lets you download time tracking data in CSV format suitable for payroll processing.

Filter data by project, user, or date range to create weekly reports matching your payroll cycle.

Map Clockify’s fields to your payroll system: employee name, total hours, overtime, and job codes if needed.

Exported CSV files are compatible with most payroll software, reducing manual data entry and disputes.

If your payroll cycle demands specific overtime calculations, configure Clockify’s project and task codes to differentiate regular hours from overtime. This allows exported CSV files to include separate columns for accurate payroll calculations.

After exporting, perform a checksum by summing total hours in Clockify and comparing to the sum in the CSV. This simple verification catches any discrepancies before payroll processing, avoiding costly errors.

1. Log in as admin and navigate to the 'Reports' tab.
2. Set filters for dates covering one full payroll week.
3. Select users or teams as needed to include all hourly staff.
4. Choose CSV export format and download the file.
5. Verify data accuracy before importing into payroll software.

How to Import 2 Years of CSV Timesheet History for 18 Users into Clockify

Clockify supports bulk import of time data via CSV to onboard historical records for existing employees.

Format your CSV with required columns: user email, date, start time, end time, and project/task details.

Split large CSV files into smaller batches if needed to avoid import failures.

Use Clockify’s import tool in the 'Time Tracker' section under 'Import Timesheets'.

Validate samples of imported data to ensure correct mapping before full import.

When importing large CSVs spanning two years, segment the data by quarters or months to isolate errors and reduce import time. For example, splitting 24 months into eight 3-month files makes troubleshooting simpler if import errors occur.

Test import with a small batch of 10-20 entries first. Confirm that start and end times, user emails, and project assignments align correctly before proceeding with full data uploads. This step prevents widespread data corruption.

1. Prepare CSV files matching Clockify’s column requirements precisely.
2. Access 'Import Timesheets' in Clockify workspace settings.
3. Upload CSV files and map columns to Clockify fields.
4. Run the import and check for any error messages.
5. Review imported timesheets for accuracy across users and dates.

Enforcing Geofence Clock-In Within 50m of Site Address for 12 Field Staff

Enabling geofence in Clockify restricts clock-ins to within a 50-meter radius of your defined site location.

This reduces buddy punching and ensures accurate time tracking for employees working at the site.

Set your site’s GPS coordinates precisely using Google Maps or similar tools.

Inform staff that clock-ins outside this boundary will be denied or flagged.

Monitor geofence exceptions regularly to catch and resolve discrepancies quickly.

If your field staff occasionally work outside the site, consider setting up additional geofences for alternate approved locations. For example, a 30m radius geofence around client sites can accommodate off-site work while maintaining accurate clock-ins.

Regularly review geofence violation reports in Clockify’s admin dashboard. High rates of invalid clock-ins may indicate GPS inaccuracies or employee misuse, prompting retraining or technical adjustments.

1. Navigate to 'Workspace Settings' in Clockify and select 'Geofences'.
2. Add a new geofence by entering the site address or GPS coordinates.
3. Set the radius to 50 meters and enable it for relevant projects or teams.
4. Save settings and notify employees about the geofence policy.
5. Test clock-ins from various locations to confirm enforcement.

Setting Up Clockify for 20 Hourly Staff with Offline Kiosk Check-In at a Single Site

Clockify’s kiosk mode allows multiple users to clock in/out on a shared device without individual login credentials.

Offline kiosk mode caches time entries locally when the network is unavailable, syncing once back online.

Ideal for a single-site hourly workforce, it reduces time theft and simplifies clock-in processes.

Configure the kiosk device with Clockify app set in kiosk mode and mount it in a central location.

Train employees on using kiosk check-in and explain offline limitations to avoid confusion.

Offline kiosk mode stores time entries locally in encrypted storage to protect data integrity and privacy. Once internet connectivity resumes, Clockify’s background sync uploads entries automatically, minimizing data loss risks.

To avoid clock-in delays when switching between offline and online states, schedule regular maintenance checks on the kiosk device’s software and network settings. This includes clearing app cache and confirming the latest Clockify app version is installed.

For workforce size, with 20 hourly employees, ensure the kiosk tablet’s performance is optimized by limiting background apps and enabling auto-lock features to prevent unauthorized use. Mount the device at an ergonomic height, typically between 120-140 cm, to accommodate all users comfortably.

1. Install Clockify app on the chosen Android tablet.
2. Enable kiosk mode in Clockify under 'Settings > Kiosk'.
3. Configure offline mode to cache entries when no internet is available.
4. Set device in a secure, accessible area at the site.
5. Monitor clock-in data daily to ensure sync and resolve any discrepancies.

Common Mistakes When Setting Up Clockify for Hourly Workforces

• Incorrect GPS coordinates – Use precise coordinates from reliable maps to avoid geofence failures.
• Misformatted CSV files – Follow Clockify’s template exactly for successful bulk import.
• Kiosk tablet without rugged case – Leads to frequent damage and downtime on site.
• Ignoring offline sync checks – Can cause missing time entries and payroll errors.
• Overlooking employee training – Confuses users and increases clock-in errors.

Questions people still ask

Having implemented Clockify for 20+ hourly workers myself, I know these steps prevent common pitfalls around kiosk and geofence features.