Attendance & Resolution lets you handle scheduling exceptions, such as Admin access to the time clock, resolving vacant shifts and Shift Board shifts, following up on unconfirmed shifts or shift offerings, and looking into any shift notes added to a shift.
Click on the Attendance Watch section to view the current shifts and the security guard's attendance. For each security guard, you will see their name, the name of the site or zone where the shift is scheduled, and the position:
Dashboard > Schedules & Attendance > Attendance Watch
Shift Bars: The black bars represent the scheduled hours for the shift.
Work Bars: The work bars show the hours logged by the security guard. They will appear green if the security guard is currently clocked in and blue if the security guard has clocked out or completed their shift. Identify problems quickly by observing the difference between the beginning of the shift bar and the work bar.
Current Time: A vertical red line running through the shift bars represents the current time.
Edit shifts and log times from this view by clicking any shift bars. The pop-up window provides several options for modifying the shift. Different options will be available based on the status of the shift and if the shift was vacant or not, such as:
Log Time: If a security guard is no longer working, you can manually log the time the security guard worked. Click the Log Time button and adjust the current time logged to the correct times.
Punch-In: Manually clock a security guard into their shift. Click on the Punch-In button and select the security guard’s start time.
Replace: If a security guard cannot make their shift, you can use the Replace option to review the list of security guards available to cover the shift.
Delete: Delete/remove the shift.
Edit Shift: The Edit Schedule tab allows you to edit the scheduled times for the shift. You can modify the start or end time for the shift. From this window, you can also edit the break length, add comments about the shift, or change which employee is assigned to the shift.
You can also access Attendance Watch directly for the Dashboard by clicking on Attendance in the Activity Feed tab section.
This section is used to clock in security guards remotely. Shifts in blue are already clocked in, while the ones in grey are not. For this second type, you have two different options:
Clock In now: The start of the shift will be when you decide to clock the security guard in.
Clock in On Schedule: The start of the shift will be retroactive and be identified as if the shift started on time according to what was planned in the schedule.
You can offer Vacant shifts to a single guard or several guards via SMS. Guards can respond to the SMS with their confirmation of taking the shift. Once this is complete, the guard will be automatically assigned to the shift.
Select the Shift to Offer
Begin by locating all the current vacant shifts. Do this directly from the Schedule Dashboard or by clicking on the Vacant Shifts button to your left:
Dashboard > Schedules & Attendance > Vacant Shifts
Select the Lookup Employees button associated with the desired shift from the Vacant shifts panel.
Select The Guard To Receive The Offer
Once you have selected the shift, the information appears on the left-hand side of the assignment panel.
In the assignment panel, you can filter the security guards based on criteria such as experience at the site, not overtime, skills requirements, hourly only, etc. The list of available security guards will appear below. You can select one or several guards at a time or use the option to select all security guards.
Once you have selected the security guards, click Offer by SMS to offer the shift.
Filter By:
Experience at The Site: The guard has worked at the site before.
Not Overtime: Display only guards who would not incur overtime if they worked the shift.
Skills Requirements: Enforce skills requirements for the position/shift.
Hourly Only: Select only hourly employees.
Enforce Minimum Rest Period Between Shifts: Enforce the rest period defined in the settings.
Primary at Site: Select only guards for whom the site is primary.
Has Grievance: Select only guards who have filed grievances.
Maximum Distance: Define the maximum distance the guard can live from the site.
Maximum Rate: Select only guards whose hourly wage equals or is less than the amount entered.
Sort By:
Grievance: Sort by guards who have filed grievances.
Primary Site: Sort by guards for whom the selected site is primary.
Seniority by Assigned Site: Sort guards by seniority at the site.
Company Seniority: Sort guards by seniority at the company and regardless of site.
Employee Class: Sort guards by employee class.
Choose the Offer Method
Use the Technique drop-down menu to select the distribution method for the SMS offer.
Send All at Once: This method will send the SMS to all selected security guards simultaneously. The first security guard to respond will be assigned to the shift.
Send in Sequence: Send the SMS to security guards in the order you selected from the employee list. This option allows you to choose the delay between each SMS that does not get a response.
Some payment options are available to help incentivize security guards to work the shift. Select the payment option before sending the vacant shift offer via SMS. Use the Premium Type drop-down to select which payment option will be used for this shift.
Pay Regular Rate: No adjustments to the pay rate configured for the shift.
Same Premium: Select the dollar amount as a fixed rate for anyone who picks up the shift regardless of their pay rate or assigned to the shift.
Dollar Amount on Top: This option will add a selected dollar amount as a premium to the default rate for the shift.
Click on the Save button to send the SMS offer.
Assign the Guard
You can also bypass the offer process and assign the guard to the shift. You can do so by clicking the Assign button.
Fill out the fields to assign the shift.
Comments: Enter optional comments about the shift assignment.
Acknowledge Shift: Acknowledge the shift for the guard.
Notify of Shift Change: Check this option to email the guard about the assignment.
Click the Save button to assign the shift.
Log the Call to The Proposal Queue
If you would like to call the guard to offer the shift, you can use the Log Call button. This will add the offer to the Proposal Queue.
Assign: Select Yes or No, depending on whether the guard accepts the shift.
Call Number: Select the phone number you called to offer the shift.
Called At: Select the Date and Time the call was made.
Comments: Enter optional comments about the shift proposal.
Proposal Queue
When you log a call to offer a shift to a security guard, it will automatically appear in the proposal queue. The proposal queue allows you to manage all your proposals simultaneously to ensure they are handled promptly.
Access the proposal queue by following this path:
Dashboard > Schedules & Attendance > Proposal Queue
Click the View button corresponding to the right shift proposal and access all the necessary information.
When you log a call to offer a shift to a security guard, it will automatically appear in the proposal queue. The proposal queue allows you to manage all your proposals simultaneously to ensure they are handled promptly.
Access the proposal queue by following this path:
Dashboard > Schedules & Attendance > Proposal Queue
Click the View button corresponding to the right shift proposal and access all the necessary information.
- Type: A mobile device icon will show in this column if the proposal was by SMS. If by phone, a phone icon will appear.
- Proposals: The number of proposals for the shifts.
- Day: The day of the shift.
- Start Date: The start date of the shift.
- Time: Start time of the shift.
- Position: The name of the site and position.
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Status: The status of the shift.
- Green: Accepted. The guard accepted the shift.
- Yellow: Pending. The proposal is pending an answer.
- Red: Refused. The guard refused the proposal, or
- Failed/Expired. Time ran out to accept the proposal.
- View the additional shift information, the list of security guards it was offered to, and their response status.
Unconfirmed Shifts
The Unconfirmed Shifts section works the same way the Vacant Shifts section does, but it only applies to shifts that your security guards have not acknowledged.
Begin by locating all the unconfirmed shifts. They can be accessed by clicking on the Unconfirmed Shifts button:
Dashboard > Schedules & Attendance > Unconfirmed Shifts
From there, click the view shifts button for the employee you wish to look at.
Select the Security guard(s) to Receive the Offer
Once the employee has been selected, the unconfirmed shift information will appear below the original list.
There, you can either access the same Shift edit options as above or send a reminder email to the guard. You can also acknowledge the guard's shift by clicking the Acknowledge button.
Shift Notes
This section is a single repository for all the system and manual notes entered for every shift. The system generates shift notes when users make changes to shifts. Users can also enter shift notes manually.
Follow this path to view this area: Dashboard > Schedules & Attendance > Shifts Notes.
This section is a single repository for all the system and manual notes entered for every shift. The system generates shift notes when users make changes to shifts, but users can also enter shift notes manually.
Follow this path to view this area: Dashboard > Schedules & Attendance > Shifts Notes.
Click on the view button to access the panel on the right side of the screen. This panel compiles all relevant shift information and user comments.
Note: When you flag a shift note as billing-related from a shift tile, it is for reference purposes only and will not cause the shift to be billed automatically.
Time Approval
Approve Shifts
This section will help you validate the hours worked by your employees across the portal. You will also learn how to un-approve shifts to make changes if you need to and re-approve later.
To access the complete list of Time Sheets, follow this path:
Dashboard > Schedule & Attendance > Time Approval
- Shift Tile Button: Click this button to view/modify the shift tile.
- Name: The name of the guard.
- Day: The day of the shift.
- Start Date: The start date of the shift.
- Time: The start and end times of the shift.
- Clocked Shifts: The clock-in and clock-out times of the shift.
- Position: The name of the position and the site.
- HOL Pay: The holiday pay indicator.
- HOL Bill: The holiday billing indicator.
- Schedule: The scheduled number of hours for the shift.
- Scheduled Breaks: When break management is used, the duration of the scheduled meal and coffee breaks. Without break management, the total number of minutes of scheduled breaks.
- Clocked: The clocked number of hours for the shift.
- Actual Breaks: The meal and coffee breaks are clocked when break management is used. Without break management, the total number of clocked minutes for breaks.
- Approved: The number of approved hours. You can enter the hours manually or click on either the Clocked or Scheduled fields to approve the hours.
- Pay Override: If you would like to pay several hours differently from what has been approved, you can enter the hours manually in this field. Otherwise, this field will auto-populate.
- Billing Override: If the number of hours you are billing for differs from the number of approved hours, enter them here. Otherwise, this field will auto-populate when you click on the Approved or Clocked columns.
You can also access the same functionalities for a specific Site.
To access it, follow this path: Sites (Client) > Select Site > Time Sheets.
You can also view the timesheets of a specific employee by clicking on the Employees tile. From this view, you can approve shifts.
Un-Approve Shifts
You may need to un-approve shifts after you have approved them. This may occur if you change the payable or billable hours, breaks, or clock-in or clock-out times.
To un-approve a shift in timesheets under the employee:
- Click on the Employees tile.
- Select the employee whose shifts you would like to un-approve.
- Click on the gear button.
- Click the "Unapprove Shift" button.
- Confirm that you would like to un-approve the shift.
- Click the "Unapprove" button.
Note: After you unapprove the shift, you must manually change it before re-approving it.
You can also access the shift tile from the Live Schedule by clicking on any shifts.
You can also access shift tiles from within the site on the site's schedule.
Unplanned Shifts
This section displays Shifts that happened outside of a Schedule. They were unplanned since no shift was scheduled for the guard who was working. By resolving unplanned shifts, you ensure that your schedules represent reality when you approve and pay shifts.
To access this section, follow this path: Dashboard > Schedule & Attendance > Unplanned Shifts.
Create a Shift by clicking on the green button “Create Shift” for each item you wish to approve. Then, fill in the fields as you would for any shift.
To change an Exception status, click the green “View” button to the right of the screen.
Exceptions are treated as tickets, and each has a unique number.
You can add a comment from the following screen and set the status to Pending / Attention Required or Approved.