What is geolocation in ForceManager?
Geolocation allows you to record the position of key records within the CRM, such as Companies (Clients and Potentials), Opportunities, and Visit Records (Check-in).
This feature can be used on various devices: mobile phones, tablets, computers, and vehicles.
Main functionalities:
• Record the location of Companies and Opportunities.
• Perform Check-ins during commercial visits to document activities in real-time.
• Optimize commercial processes using geographical coordinates.
How is geolocation performed?
ForceManager offers three methods for geolocating records for Companies and Opportunities:
1. Massive and automatic method:
• The system uses an internal process that retrieves the registered address and obtains the coordinates from the map provider.
2. Manual input:
• You can manually add or edit the address using the web or mobile application. The system retrieves the coordinates as needed.
3. Coordinate assignment:
• You can upload records with specific coordinates using data import via Excel (Admin) or API REST.
This ensures that Companies and Opportunities are correctly positioned on the map to optimize user experience.
Steps for manual geolocation using the mobile application:
1. Access the record of the Company or Opportunity you wish to geolocate.
2. Click on the edit button and add the complete address.
3. Save the changes. The system will automatically retrieve the coordinates.
What is a Check-in, and how does it work?
Check-in is an activity in ForceManager that allows sales representatives to physically record their visit to a client.
This feature is only available on mobile devices (iOS and Android).
Conditions for registering a Check-in:
The user must voluntarily press to register it.
The mobile device’s GPS must be active.
One of the following conditions must be met:
The Company or Opportunity has an assigned geolocation, and the mobile device is less than 500 meters (or the range defined by the Administrator).
f no geolocation is assigned, the current location of the device will be taken as the position of the Company/Opportunity.
Steps for registering a Check-in:
1. Open the Company or Opportunity record in the mobile application.
2. Press the “Check-in” button available at the bottom of the screen.
3. If the conditions are met, the system will automatically record your location and associate the data with the activity.
What data is collected during a Check-in?
When performing a Check-in, the following data is collected:
• Date and time of activity start.
• User performing the record.
• Coordinates (latitude and longitude) of the device.
• Company or Opportunity associated.
• If the Check-out feature is active, the date and time of activity end are also recorded.
• Important note: The schedule is registered according to the user’s time zone configuration.
Purposes of the Check-in
Check-in is designed to optimize commercial management and is not a valid means for recording working hours, as it does not meet legal requirements.
Main objectives:
• Encourage the habit of reporting activities in real-time.
• Improve the quality of recorded data.
• Provide visibility into the activities performed by sales representatives.
• Measure the frequency and duration of visits (if Check-out is activated).
• Compare planned routes vs. executed routes (via Google Maps).
Note: The routes shown are suggested itineraries and do not reflect the user’s actual travel path.
When can a Check-in be registered?
Check-in can only be registered when the user requests it and meets the following conditions:
• Active GPS on the device.
• Proximity condition (less than 500 m) or no assigned geolocation.
Note: There is no time limit for registering a Check-in.
Data access and security
The confidentiality and security of the collected data are guaranteed. The Check-in data:
1. Are stored in the Cloud assigned to the client (AWS).
2. Are the property of the client and protected under European GDPR regulations.
3. Are accessible only to authorized users and ForceManager staff.
4. ForceManager holds ISO 27001 certification (Data Security).
Steps to manage user permissions from Admin:
1. Access the user configuration from the web portal.
2. Activate or deactivate Check-in permissions according to your company’s policies.
3. Save changes and notify the user.
Data retention period
• Check-in records are stored while the client has an active service license.
• Once the service ends, data is permanently deleted after 30 days.
User rights
• Check-in is voluntary. Users always have the option not to use this feature.
• Administrators can grant permissions to delete/remove activity records as necessary.
Security measures
• Data is protected through regular audits and reviews.
• Security is ensured during data storage and processing under ISO 27001 certification.
• More information is available in the following policies: