Field Activities on QCLOSE HR: Assign Site Visits, Verify Every Clock-In and Clock-Out

QCLOSE HR’s new Field Activities feature, inside the Attendance module, is built for exactly this. Managers assign visits and tasks. Staff clock in and out at each location with a photo. And everything is recorded in one place on the web and mobile apps.

What Is Field Activities?

Field Activities sits in the Attendance section alongside Team Attendance, My Attendance and My Assignments. Instead of one clock-in for the day, a field employee gets an assignment with one or more locations, and clocks in and out at each location, with a task checklist attached to every stop.

For Managers: Assign, Track and Review

Assign an activity in one screen

Click + Assign Activity and the form walks you through it:

• Select staff. Choose the employees for the assignment. Each selected employee receives their own assignment, routed through the same locations.
• Add locations. Search for a place by name or address, or pick it on the Google Map picker. Add as many locations as the day needs with Add another Location.
• Assign tasks to each location. Type a task and press enter, for example “Replace access reader” or “Check PPE”. Save the list as a template so you don’t retype it for recurring visits.
• Schedule and notify. Set the date, start time and end time, then tap Assign & Notify, or Save Draft to finish later.

See where every field visit stands

The Field Activities dashboard lists each staff member with:

• Assigned locations
• Task progress (for example “6 / 9 completed”)
• Last location
• Status (In Progress or Completed)
• Last activity time

You can search by employee, location or task, and filter by date, department and status. The page also notes that “Pending” includes all visits that aren’t completed, so nothing slips through the cracks.

Open any assignment for the full picture

Each assignment has a detail page showing:

• Per-location clock-in and clock-out with the time, a captured photo and the duration of the visit
• Task checklist progress for each location
• Notes the employee added during the visit
• An Assignment Summary showing status, visit completion (for example, 1 of 3 clocked out) and the scheduled window
• An Assigned Locations map showing the route between stops, with a link to open it in Google Maps
• An Activity log with timestamped entries such as clocked in, note added and clocked out

If plans change, use Edit Assignment.

For Field Staff: Clock In at Each Location

Employees open My Assignments and see their day: each location, its address and its tasks.

1. Clock in to get started. Tap the button at the top, or Clock In at this Location on the stop they’ve arrived at.
2. Capture a photo. The camera screen asks them to position themselves in the frame and capture a clear photo for verification, then they tap Confirm & Clock In.
3. Work through the checklist. While the visit is In Progress, the screen shows the clock-in time and a running duration, so staff and managers can see how long they have been on site.
4. Add notes. Tap Add note to record what they found, such as a fault reported, stock below reorder level or a client sign-off.
5. Clock out at this location. When they finish, they tap Clock Out at this location, and the stop is marked Completed with the clock-in, clock-out and total time recorded.
6. Move to the next stop and repeat.

Why It Matters

Proof of presence, not just a promise. A photo at clock-in and clock-out, tied to a location and a time, is a stronger record than a message saying “I’m on site”.

Time on site you can see. Duration is calculated per location, which helps with client billing, job costing and spotting visits that were far shorter or longer than planned.

Tasks are tracked, not just visits. A visit isn’t “done” because someone showed up. The checklist shows what actually got done, and notes capture what happened.

Less chasing. Managers don’t need to phone around to ask where everyone is. The dashboard shows each person’s last location and last activity time.

One system with payroll and HR. Field records live in the same platform as attendance, timesheets and payroll, so you aren’t reconciling a separate field tool against your HR data.

Who Benefits Most

• Sales and merchandising teams visiting multiple outlets in a day
• Technicians and installers doing site work for clients
• Facilities, security and inspection teams covering several sites
• Logistics and delivery supervisors moving between depots
• Any business that bills clients for time on site

Web and Mobile

Managers can assign and review from the QCLOSE HR web app, and field staff can use the web and mobile apps to see their assignments, clock in and out, tick off tasks and add notes from wherever they are.

A Note on Employee Privacy

Clock-in photos and location data are personal data. Under the Nigeria Data Protection Act, tell your field staff what is collected, why, who can see it and how long you keep it, and limit tracking to work hours and work locations. A short field-work notice, which you can store in QCLOSE HR’s Policies library, is enough to get started.

Try It on Your Own Field Team

QCLOSE HR offers a 5-day free trial with no card required. That’s enough time to assign a test route with two or three locations, clock in at each one, and see the records appear on the Field Activities dashboard.

See where your field team is working. Start your free trial →

Questions? Email info@qclose.net or via WhatsApp +234 811 217 6255