How to Automate Your Time Tracking with Location, Wi-Fi, and NFC

"I forgot to start the timer" might be the most common time tracking problem. It leads to inaccurate records, missed billable hours, and the frustrating task of reconstructing your day from memory.

The solution? Let your phone do the remembering. Timesheet's automation features can start and stop your timer based on where you are, what network you're connected to, or a simple tap on an NFC tag.

Best of all, these automation features are available on all plans, including the free Basic plan.

#Understanding Your Automation Options

Timesheet offers three types of automation triggers:

You can use one, two, or all three depending on your work style.

#Setting Up Geofence Automation

Geofence automation uses your phone's location to detect when you arrive at or leave a specific place.

#How It Works

1. You define a location (your office, a client site)
2. You set a radius (50m to 1000m)
3. When you enter that area, the timer starts
4. When you leave, the timer stops

#Step-by-Step Setup

1. Open Timesheet and go to Settings
2. Find Automation or Geofence
3. Tap Add Location
4. Either:
   • Enter an address and let the app find it
   • Use your current location
   • Drop a pin on the map
5. Set the radius (see tips below)
6. Select which project should start
7. Choose the trigger action:
   • Start timer on entry
   • Stop timer on exit
   • Both
8. Save

#Choosing the Right Radius

The radius determines how close you need to be before the trigger activates:

• 50-100m: Best for precise locations in urban areas
• 100-250m: Good balance for most offices
• 250-500m: Better for large campuses or parking considerations
• 500-1000m: Use for rural areas or when GPS accuracy is lower

Pro tip: If your timer starts too early (while you're still parking), increase the radius slightly. If it doesn't trigger reliably, you might need a larger radius.

#Multiple Locations

You can set up geofences for multiple locations:

• Your main office
• A client's office
• A coworking space
• Your home office

Each location can trigger a different project, so arriving at Client A's office automatically tracks time to their project.

#Setting Up Wi-Fi Automation

Wi-Fi automation triggers based on connecting to or disconnecting from specific networks. It's often more reliable than GPS in buildings.

#How It Works

1. You specify a Wi-Fi network name (SSID)
2. When your phone connects to that network, the timer starts
3. When you disconnect, the timer stops

#Step-by-Step Setup

1. Go to Settings > Automation
2. Find Wi-Fi Triggers
3. Tap Add Network
4. Either:
   • Select from detected networks
   • Enter the network name manually
5. Choose the project to track
6. Set trigger actions (connect/disconnect)
7. Save

#Wi-Fi Automation Tips

Use your office's main network Choose the Wi-Fi network you connect to every day, not a guest network you might skip.

Consider multiple networks Large offices often have multiple access points with different names. Add all of them to ensure reliable triggering.

Combine with geofence for reliability Wi-Fi triggers when you connect; geofence triggers when you arrive. Using both provides backup if one fails.

#Setting Up NFC Tag Automation

NFC (Near Field Communication) tags are small, inexpensive stickers that trigger actions when you tap your phone on them. They're perfect for shared spaces or situations where you want deliberate control.

#How It Works

1. You buy NFC tags (a few dollars for a pack)
2. You program each tag to start a specific project
3. Tap your phone on the tag to start tracking
4. Tap again (or a different tag) to stop

#What You'll Need

• NFC tags (search for "NFC stickers" online)
• A phone with NFC capability (most modern phones)
• Tags should be NTAG213 or NTAG215 compatible

#Step-by-Step Setup

1. Go to Settings > Automation > NFC
2. Tap Add NFC Tag
3. Hold a blank NFC tag against your phone
4. Name the tag (e.g., "Office Desk", "Workshop")
5. Select the project to track
6. Choose the action (start/stop/toggle)
7. Place the programmed tag where you'll use it

#Creative NFC Tag Placements

• On your desk: Tap when you sit down to work
• At the door: Tap when entering/leaving the office
• On equipment: Tap when starting to use specific tools
• In your car: Tap when starting client visits
• On project folders: Tap to track time for specific clients

#NFC Best Practices

Use "toggle" mode for single-tag setups. One tap starts, another tap stops.

Use separate tags for start and stop if you want more deliberate control.

Label your tags physically so you remember which is which.

#Combining Multiple Triggers

The real power comes from combining automation types:

#Example: Office Worker Setup

1. Geofence at office address (500m radius) - starts "Work" project
2. Wi-Fi trigger for office network - confirms you're actually inside
3. NFC tag on desk - switches between projects during the day

#Example: Field Worker Setup

1. Geofence at home base - tracks internal time
2. Geofence at each client site - tracks client-specific projects
3. NFC tag in vehicle - tracks travel time

#Example: Hybrid Worker Setup

1. Wi-Fi at office - tracks office time
2. Wi-Fi at home - tracks remote work
3. Geofence at client sites - tracks on-site visits

#Managing Battery Usage

Location-based automation uses GPS, which affects battery life. Here's how to optimize:

#Enable Battery-Efficient Location

Timesheet uses battery-efficient location services that balance accuracy with power consumption. Make sure you've granted "Allow all the time" location permission, but the app intelligently manages how often it checks.

#Reduce Geofence Count

Each active geofence uses some battery. If you have many locations:

• Keep only your most-used locations active
• Disable geofences for places you rarely visit
• Use Wi-Fi triggers for regular locations instead

#Check Your Settings

On Android:

1. Go to phone Settings > Apps > Timesheet
2. Check Battery optimization is set to "Not optimized"
3. Ensure Location permission is "Allow all the time"

On iOS:

1. Go to Settings > Privacy > Location Services > Timesheet
2. Select "Always"

#Troubleshooting Common Issues

#Timer doesn't start when I arrive

• Check location permissions (must be "Always")
• Try increasing the geofence radius
• Ensure the app isn't being killed by battery optimization
• Verify the correct project is selected

#Timer starts too early/late

• Adjust the geofence radius
• GPS can have 20-50m variance; account for this
• Consider adding Wi-Fi as a secondary trigger

#Timer doesn't stop when I leave

• Increase the geofence radius slightly
• Check that "stop on exit" is enabled
• Ensure you're actually leaving the geofence area (not just inside a building with poor GPS)

#NFC tag not detected

• Ensure NFC is enabled on your phone
• Try different positions—NFC antennas vary by phone model
• Make sure the tag isn't damaged or placed on metal surfaces

#Summary

Automation transforms time tracking from a chore you forget into something that happens automatically:

• Geofence: Location-based triggers for offices and client sites
• Wi-Fi: Network-based triggers for reliable indoor detection
• NFC: Physical tap triggers for deliberate control

Start with one automation type, get comfortable with it, then add others as needed.

#What's Next?

Now that your time tracking runs automatically:

• Review your data weekly to ensure automations are working correctly
• Adjust settings based on real-world accuracy
• Set up project-specific automations for different clients or work types