Set up who works where

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Workforce

Everyone in your organisation, what they are allowed to do, and where they are right now.

1. Add people

   Invite by email, or add a worker manually when they will not be managing their own account. Bulk import is available for a large initial roster.

2. Set the role

   Roles decide what each person sees — administrators run the organisation, managers and field officers oversee sites, guards check in and out, and client site admins get a scoped view of their own sites only.

3. Open a profile

   A person's profile carries their live location, a timeline of their movements, their avatar and their ID documents, plus a Locate now action to request a fresh position.

4. Keep accounts current

   Update a phone number, reset a password, or toggle someone inactive when they leave — inactive accounts stop counting against your plan without destroying their history.

5. Handle staff without the app

   An SMS check-in assignment lets someone without a smartphone still be accounted for, and can be resent if the message is missed. There is also a WhatsApp nudge to prompt someone to install the app.

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Clients

The companies you provide staff to — the layer that lets one dashboard serve many customers.

1. Create the client

   Add the client's details and upload their logo, which then brands the reporting they see.

2. Attach their sites

   Work sites belong to a client, which is what makes the dashboard's By Client coverage roll-up and the client filters work across the product.

3. Control status and visibility

   Toggle a client active or inactive as contracts start and end, and control visibility to keep dormant clients out of everyday filter lists.

4. Give the client a window in

   A client site admin account sees only their own sites — useful when a customer wants to check coverage themselves instead of phoning you.

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Work Sites

The geofenced locations staff check in at — and the single most important thing to get right.

1. Create the site

   Give it a name, an address and a geofence radius. The radius is what the app measures against, and it shows on the guard's home screen so expectations are clear on both sides.

2. Set how many guards it needs

   The required guard count is what powers Sites Not Checked In and the "below required guards" warnings — without it, an uncovered site looks the same as a covered one.

3. Assign staff

   Attach the people who work the site. Assigned staff see it under My Work Sites in the app.

4. Build the shift pattern

   Create shifts against the site, assign guards to each, and record exceptions where a particular date differs from the pattern.

5. Use the map and the QR code

   Open the site map for live guard positions, request a location or trigger Locate now, and generate a site QR code for check-in.

6. Group sites that belong together

   Site groups let a campus or a cluster of nearby locations be managed and reported on as one unit. A site photo and a site-specific notice board round out the record.

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Attendance

The attendance sheet, built from real check-ins rather than from what someone remembers at the end of the week.

1. Choose the period

   Pick the range you are reporting on — a week for a supervisor review, a month for payroll.

2. Read across the sheet

   Each row is a person, each column a day, populated from their actual check-in and check-out times.

3. Correct an entry

   Where a record genuinely needs adjusting — a phone died mid-shift, a check-out was missed — edit the entry rather than working around it in a spreadsheet, so the correction stays on the record.

4. Let the calendar do its work

   Configured public holidays are reflected here, so holiday working is distinguishable from ordinary days.

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Overtime

Hours beyond the shift, surfaced for approval instead of discovered on an invoice.

1. Review what was flagged

   Overtime is raised from the check-in record, so what you are approving is measured time on site rather than a claim.

2. Approve or reject

   Handle entries one at a time where they need judgement, or approve all when a batch is routine.

3. Send it to accounts

   Approved overtime can be sent straight to your accounts contact, and what was sent is retained in the e-mail log.

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Public Holidays

The calendar that attendance and overtime are read against.

1. Add the dates

   Enter each holiday your organisation observes, or import a standard national set and adjust from there rather than typing the year in by hand.

2. Keep it current

   Edit or remove entries as dates are gazetted or substituted.

3. Know what it affects

   Holidays feed attendance and overtime, so working a holiday is distinguishable from working an ordinary day when the hours are reviewed.