Workforce Guide

Purpose

Use this guide to run the manager/operator side (Workforce hub), including assets checkout operations, and to support staff using the Staff Portal (schedule, check-in/out, hours, requests, and messages).

Who should use this guide

• Workforce operators managing team readiness and assignments
• Shift coordinators handling day-of attendance and logistics
• Finance-support operators validating payroll exports and reports
• Frontline staff using the Staff Portal for shifts and time

How to do it

• In Dashboard, click Workforce and open People > Team to verify roster and invitations.
• Support staff onboarding: ensure staff accept the invite link and complete onboarding (if required) before using `/staff`.
• Open Operations > Requirements and add required roles, shift windows, and locations.
• Open Operations > Scheduling/Assignments and assign named staff to each required role.
• Use Operations > Check-In to process arrivals and update no-show or late status in real time.
• Use Operations > Assets & Checkout to issue required uniforms/equipment, process returns, and clear overdue exceptions.
• Open Operations > Timesheet Approvals and approve/reject pending records with notes where required.
• Open Sales > Payroll (or Analytics > Exports) and validate totals before handing off payroll files.
• Staff self-service: staff use the Staff Portal to view Schedule, Check In/Out, Hours export, and manage Availability/Time Off/Swaps/Open Shifts.

Workforce hub navigation (People / Operations / Sales / Analytics / Configuration)

Where: Workforce (hub landing page)

Used for: Finding the right operating lane quickly and keeping managers/staff aligned on where to do work.

Configure

• Open Workforce from the main app navigation.
• Choose a hub section card (People, Operations, Sales, Analytics, Configuration).
• Use the section tabs to move between tools (e.g., Team, Requirements, Scheduling, Approvals).

Use day-to-day

• Keep People for roster/readiness, Operations for day-to-day execution, Sales/Analytics for finance/export and reporting, and Configuration for setup.
• If a tab/section is missing, confirm your role/permissions and the current tenant context.

Pro tips

• If something “disappears”, it’s usually role scope or tenant context — verify both before assuming data loss.

People / Team roster (invites + roles)

Where: Workforce → People → Team

Used for: Maintaining the active roster so scheduling and approvals have real operators to work with.

Configure

• Open Workforce → People → Team.
• Invite or add team members where supported.
• Confirm roles/permissions align with intended responsibilities.

Use day-to-day

• Keep roster current (remove/disable leavers, update role changes).
• Verify ownership fields in operations map to real people.

Pro tips

• Roster hygiene is foundational — broken assignments and approvals usually trace back to missing/incorrect team members.
• Use consistent names/emails so support can trace activity easily.

Staff Portal access + onboarding (invite acceptance → onboarding wizard → portal)

Where: Workforce → People → Team (invite) + Staff Portal (/staff)

Used for: Getting staff into the portal correctly so they can see shifts, check in/out, and manage availability/time-off without manager intervention.

Configure

• Manager: Invite staff from Workforce → People → Team (or ensure their account is active).
• Staff: Open the invitation link (typically `/accept/staff/:token`; legacy links may use `/staff-invite/:token`).
• Staff: Sign in with the same email address the invite was sent to.
• Staff: If prompted, complete the Staff Onboarding Wizard; you’ll be redirected back to the Staff Portal when finished.
• Staff: Open `/staff` to access Home, Schedule, Check In, Hours, and Settings.

Use day-to-day

• If staff see “Profile Not Found”, their `team_member` record likely isn’t active yet — a manager must activate/assign them.
• If onboarding is required, the portal redirects to `/staff-onboarding-wizard` until onboarding is completed.

Pro tips

• Email mismatch is the most common onboarding failure — ensure the staff member signs in with the invited email.
• If a staff member has multiple roles, use the Role Switcher in the portal header to change context.

Staff Portal — Home (upcoming shifts + access QR + notifications preview)

Where: Staff Portal → Home

Used for: Giving staff a “today/next” view and quick access to shift QR codes and recent notifications.

Configure

Use day-to-day

• Open Staff Portal → Home to view upcoming shifts and your current status.
• For a scheduled/confirmed shift, use “Show Access QR Code” when prompted (if enabled for that shift/event).
• Review the notifications preview to catch schedule/shift changes early.

Pro tips

• If a shift is missing, confirm date range and that you’re signed into the correct account.

Staff Portal — Schedule (month view of assigned shifts)

Where: Staff Portal → Schedule

Used for: Letting staff verify when/where they’re working and reduce back-and-forth with managers.

Configure

Use day-to-day

• Open Staff Portal → Schedule to view shifts by day in a calendar view.
• Tap a day/shift to review role, time window, and location details (where available).

Pro tips

• If your schedule looks wrong, check Notifications for published schedule updates or last-minute changes.

Staff Portal — Check In/Out (GPS-assisted attendance)

Where: Staff Portal → Check In

Used for: Capturing accurate check-in/out timestamps for attendance and payroll/approvals downstream.

Configure

Use day-to-day

• Open Staff Portal → Check In and select the relevant shift.
• Use Check In to start your shift; use Check Out to end it.
• If prompted, allow location access so GPS can be recorded with your check-in/out.

Pro tips

• If GPS is unavailable, the portal may allow check-in without recording location — enable GPS for full auditing where required.
• If you don’t see a shift to check into, confirm you’re assigned to the shift and it’s within the correct date range.

Staff Portal — Hours (time tracking + CSV export)

Where: Staff Portal → Hours

Used for: Helping staff verify their recorded time and export a CSV for personal records when needed.

Configure

Use day-to-day

• Open Staff Portal → Hours to review recorded time entries.
• Use the available filters (e.g., week/month/all) to find a specific period.
• Use Export to download a CSV of your current view.

Pro tips

• If hours look incomplete, confirm you checked out of your shift and that any approvals workflow is complete.

Staff Portal — Requests (availability, time off, shift swaps, open shifts)

Where: Staff Portal → Menu → Availability / Time Off / Shift Swaps / Open Shifts

Used for: Self-service requests that reduce manager admin load while keeping scheduling accurate.

Configure

Use day-to-day

• Open the Staff Portal menu (top-right) and choose the tool you need.
• Availability: Set weekly availability, toggle days on/off, adjust start/end times, then Save. If approval is required, your change is submitted as a request and you can cancel while pending.
• Time Off: Create a New Request, choose type + date range, add reason/notes, submit, and track status (pending/approved/denied/cancelled). Pending requests can be cancelled.
• Shift Swaps: Create a Request Swap, select one of your upcoming scheduled/confirmed shifts, add an optional reason, and submit. Track “My Requests” and respond to “Incoming” swap requests.
• Open Shifts: Browse unfilled shift requirements (typically a 30-day window), Apply for a shift, and Withdraw if your application is still pending.

Pro tips

• Availability changes may be locked while a request is pending if manager approval is enabled.
• Encourage staff to submit time-off early; last-minute time-off requests create scheduling churn.

Staff Portal — Communications (notifications + messages)

Where: Staff Portal → Menu → Notifications / Messages

Used for: Keeping staff informed about shift changes and enabling direct conversations where configured.

Configure

Use day-to-day

• Notifications: Filter by unread/urgent and by type, open items to review details, and mark items read (or mark all read).
• Messages: Search conversations, open a thread, and send messages. Opening a conversation marks it as read.

Pro tips

• If staff report “not seeing updates”, ask them to check Notifications first — it reflects schedule changes and swap outcomes.

Staff Portal — Settings (profile + preferences)

Where: Staff Portal → Settings

Used for: Maintaining staff profile fields and preferences (timezone, format, and notification preferences).

Configure

Use day-to-day

• Open Staff Portal → Settings.
• Update profile details (e.g., name/phone) and set preferences (timezone, date/time format, theme, notification preferences).
• Save and verify the success message before leaving the page.

Pro tips

• Timezone and time format are worth setting early to avoid schedule confusion during busy weeks.

Requirements (roles + shift windows + locations)

Where: Workforce → Operations → Requirements

Used for: Defining staffing demand so scheduling can be filled and coverage gaps are visible.

Configure

• Create requirement entries for each role needed.
• Set shift windows, locations, and quantities required.
• Save and confirm requirements appear in the list.

Use day-to-day

• Review requirements daily and adjust for scope changes.
• Track and assign ownership for any uncovered requirements.

Pro tips

• Build requirements before scheduling; scheduling without demand definitions creates hidden gaps.

Scheduling / Assignments (fill coverage)

Where: Workforce → Operations → Scheduling / Assignments

Used for: Assigning named people to required roles and shifts with clear ownership.

Configure

• Open the scheduling/assignments view for the relevant period.
• Assign staff to each requirement role/shift.
• Save and verify assignments persist after refresh.

Use day-to-day

• Handle reassignments for no-shows, illness, and late changes.
• Keep the assignment view current for handover and reporting.

Pro tips

• Re-check assignments before the first shift start; last-minute changes are common.

Day-of check-in (attendance tracking)

Where: Workforce → Operations → Check-In

Used for: Capturing actual attendance and real-time operational status for the day.

Configure

Use day-to-day

• Check-in staff as they arrive.
• Mark late/no-show where applicable and reassign coverage if required.

Pro tips

• Run check-in from a single operating view to avoid duplicated status changes.

Assets & Checkout (issue, return, overdue, inventory audit)

Where: Workforce → Operations → Assets & Checkout

Used for: Issuing uniforms/equipment/access items to staff, tracking returns, and managing overdue/damaged/lost exceptions.

Configure

• Open Workforce → Operations → Assets & Checkout.
• Use Add Asset to register catalog items, categories, and tracking type (pooled or serialised).
• Confirm available stock/units appear in Inventory before first issue.

Use day-to-day

• Use Issue Asset to assign items to staff and link shift/event context where applicable.
• Use Return Asset for check-in, then mark condition outcomes as normal, damaged, or lost where needed.
• Monitor overdue badges and run Refresh overdue to keep aging queues accurate.
• Use Assignments and export CSV for audit trails and handoff reporting.

Pro tips

• Supervisor-level permissions are required for issue/return and inventory write actions.
• For serialised assets, always verify the exact unit/serial on issue and return to prevent audit mismatches.

Timesheet approvals (exception handling)

Where: Workforce → Operations → Timesheet Approvals

Used for: Approving time records so payroll/export handoffs are accurate and auditable.

Configure

Use day-to-day

• Approve/reject pending records with notes where required.
• Clear exceptions before the period close.

Pro tips

• Approvals should be done close to the work date; delays create reconciliation pain.

Payroll / exports (handoff to finance)

Where: Workforce → Sales → Payroll (and/or Analytics → Exports)

Used for: Generating totals and export files that finance can trust.

Configure

Use day-to-day

• Verify totals and anomalies before exporting.
• Export and store according to policy.

Pro tips

• If payroll totals drift, confirm approvals are complete for the entire period.

Runbook

Daily checklist

• Confirm staff portal access issues are cleared (invites accepted, onboarding complete).
• Clear unfilled positions and pending assignment queues first.
• Validate check-in process before first shift start.
• Validate opening asset inventory and issue queue readiness before first shift start.
• Reconcile attendance anomalies before end-of-shift handoff.
• Close outstanding asset returns and refresh overdue queue before end-of-shift handoff.
• Confirm payroll/export readiness for completed period.

Troubleshooting

• If assignments fail, validate requirements and availability constraints first.
• If check-in fails, verify shift assignment and correct tenant/event context.
• If Assets & Checkout is read-only, confirm supervisor/manager permissions in the current tenant.
• If overdue counts look stale, run Refresh overdue and confirm expected return timestamps were captured on issue.
• If staff see “Profile Not Found” in the Staff Portal, confirm their active team member record and invited email address.
• If payroll numbers drift, ensure approvals are complete for the target period.