What is Geofencing? How Fleets Use It to Automate Timesheets & Security (2026 Guide)

Updated January 2026

What is Geofencing?

Geofencing is a location-based service that uses GPS to create a virtual boundary around a real-world geographic area, such as a job site or warehouse. When a fleet vehicle enters or exits this boundary, the system automatically records the time and sends an alert to the manager.

If you manage a business fleet, you probably spend too much time asking the same three questions:

• "Did the crew actually show up on time?"
• "How long were they really at the job site?"
• "Is anyone at the yard right now?"

Geofencing answers these questions automatically. But in 2026, a geofence is more than just a virtual perimeter. With the right tools, it acts as an automated time clock, a security guard, and a real-time inventory system all at once.

Here is how modern fleets use Spytec’s advanced Geofencing tools to stop time theft and billing disputes.

1. The "Places Report": See Who Is On-Site Right Now

Most GPS systems only send you an alert when someone enters or leaves. But what if you just need to know who is there right now?

Our Places Report gives you a live inventory of any geofenced zone.

• For Dispatchers: Instantly see which trucks are sitting at the warehouse ready to load.
• For Construction: Verify which heavy equipment is currently sitting at "Job Site A" vs "Job Site B" without making phone calls.

2. Smart Alerts: Stop Notification Spam

The biggest complaint about geofencing is "Alert Fatigue." You don't need a text message every time a driver enters the office parking lot at 8:00 AM on a Monday. That's normal behavior.

But you do need to know if they enter at 2:00 AM on a Saturday.

With our Smart Alerts, you can filter notifications so they are actually useful:

• Time-Based Filters: "Only alert me if a vehicle enters the Yard after business hours or on weekends."
• Asset-Based Filters: "Alert me if Truck 5 leaves the city limits, but ignore the other vehicles."

This turns geofencing from an annoyance into a high-priority security tool.

3. Automate "Proof of Service" (Billing Defense)

For service businesses (Landscaping, Pool Service, Pest Control), billing disputes are a nightmare. Customers often claim, "The tech was only here for 5 minutes!"

A Geofence acts as an unbiased third-party witness.

By drawing a boundary around your customer's property, the system automatically logs Dwell Time (duration). You can attach this report to your invoice. Instead of arguing with the customer, you simply show them the data: "Vehicle arrived at 10:00 AM and departed at 10:45 AM."

How to Set Up a Useful Geofence in 3 Steps

You can set this up in the Spytec dashboard in under 60 seconds:

Step 1: Draw Your Zone

Search for an address (like your yard or a customer site). Use the map tools to draw a circle or polygon around the perimeter. Be generous—add a little buffer room around the edges to account for street parking.

Step 2: Name It & Color Code It

Give it a clear name (e.g., "Main Warehouse," "Job Site: Smith Residence"). Color code your zones (Red for "No Go Zones," Green for "Customer Sites") so they are easy to spot on the map.

Step 3: Set Your Rules

Decide what you want to know. Do you want a history log of visits? Or do you need an immediate text alert for unauthorized entry? Configure your time-of-day filters here.

Frequently Asked Questions (FAQ)

Can I see how long a vehicle was parked inside a geofence?

Yes. This is called "Dwell Time." Our system logs the exact duration of every visit. You can view this in the "Places Report" to see a summary of all stops for the week, month, or year.

How many geofences can I create?

You can create unlimited geofences. Whether you have 5 customer sites or 5,000, you can map them all to ensure you never miss a stop.

Can I get alerts only on weekends?

Yes. You can customize alerts to specific days and times. This is perfect for theft prevention—you can set a "Yard" geofence to silently log activity during the week, but send loud SMS alarms if anyone enters on a Saturday or Sunday.

See Geofencing in Action →