Tenant User Guides

What it’s 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.

What it’s 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.

What it’s 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.

What it’s used for

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

Configure

No configuration required.

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.

What it’s used for

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

Configure

No configuration required.

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.

What it’s used for

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

Configure

No configuration required.

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.

What it’s used for

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

Configure

No configuration required.

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.

What it’s used for

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

Configure

No configuration required.

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.

What it’s used for

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

Configure

No configuration required.

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.

What it’s used for

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

Configure

No configuration required.

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.

What it’s 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.

What it’s 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.

What it’s used for

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

Configure

No configuration required.

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.

What it’s 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.

What it’s used for

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

Configure

No configuration required.

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.

What it’s used for

Generating totals and export files that finance can trust.

Configure

No configuration required.

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.