Getting started
Core concepts
The records SecureForce is built on and how they connect, from workspace to employee to deployment to roster to attendance to reports, payroll and billing.
Most "why don't I see…" questions come from one missing link in a chain. This page explains the chain.
The chain
Organization (company, branch, grade) Clients & Sites (site point + radius)
│ │
▼ │
Employee ──(same email)──► Login (Field Employee)
│ │
Onboarding + KYC │
│ │
▼ ▼
Deployment (employee + client + site + role title + start date + pay rate + bill rate)
│
▼
Roster assignment (employee + deployment + shift + site + date)
│
▼
Check-in on the phone (photo + location vs the site's boundary)
│
▼
Attendance record (present / late / half day / absent / leave / holiday / weekly off)
│
├──► Daily report (DMR): approved headcount vs deployed vs present, per designation
├──► Payroll Prep: days × deployment pay rate (+ overtime)
├──► Billing Prep: days × deployment bill rate, per client and site
└──► Client Portal and Reports
The records
| Record | What it is | Created in | Needed by |
|---|---|---|---|
| Workspace | One organisation's private space. Nothing crosses between workspaces. | Sign up / workspace switcher | Everything |
| Company, branch, department, service line, grade | Your own company's structure. | Organization | Employees, deployments |
| Client | A customer you supply staff to. | Clients & Sites | Sites, deployments, billing |
| Site | A place where staff work, with latitude, longitude and a geofence radius. | Clients & Sites | Deployments, rosters, check-in |
| Employee | One record per person. Its email links it to a login. | Employees, bulk onboarding | Everything about that person |
| Login (member) | A user account in the workspace with a role. | Administration → Add member | Signing in |
| KYC case | The pre-hire checks for one candidate. | KYC Verification | Deployment readiness |
| Onboarding case | The six-step checklist for one person. | Employee profile → Start onboarding | Deployment readiness |
| Deployment | A person posted at a site in a role, from a start date, with a pay rate and bill rate. | Onboarding step 6, Deployment, bulk onboarding | DMR "Deployed", payroll, billing |
| Shift | A time slot (Day 07:00–19:00, Night…). | Attendance | Roster |
| Roster assignment | One person on one shift at one site on one date, ideally linked to their deployment. | Attendance | The guard's check-in screen, muster, payroll link |
| Attendance record | What actually happened that day: check-in/out times, photo, distance, status. | The guard's phone, or the muster | DMR, payroll, billing, reports |
| Approved headcount | How many people of each designation the contract allows at a site. | Field Attendance → Setup | DMR "Total approved" and shortage |
| Data scope | A limit on what one login can see (a branch, client, site or employee). | Administration → Data Scopes | Supervisors, customers |
Rules that catch people out
- The employee's email must match the login's email exactly, and only one employee may have it. Otherwise the person sees "Your account is not linked to an employee record".
- No roster for today means no check-in. The phone reads today's roster to know the site and shift.
- The deployment's role title must match the approved headcount's designation (e.g. both Security Guard). Otherwise the DMR shows the person under "Cover from another post" or "Unassigned role".
- A deployment counts as deployed from its start date. New deployments start today unless you set a date.
- Payroll and billing follow attendance → roster → deployment. If the roster entry isn't linked to a deployment, or the deployment has no rate, the days are counted at ₹0 and flagged.
- Without a data scope, a role sees the whole workspace. Supervisors and customers should always be scoped.
- Approved days are locked. Approve a day in the muster once it is correct; locked payroll periods can't be regenerated.
Statuses at a glance
| Record | Statuses |
|---|---|
| Employee | candidate, onboarding, active, on leave, suspended, terminated |
| Onboarding | draft, in progress, blocked, completed, cancelled |
| Document | pending, submitted, verified, rejected, expired |
| KYC case | draft, in review, on hold, cleared, rejected |
| KYC check | not started, in progress, verified, failed, waived |
| Deployment | planned, active, completed, cancelled |
| Shift | draft, published, locked, cancelled |
| Attendance | present, late, half day, absent, leave, holiday, weekly off, exception |
| Leave request | requested, approved, rejected, cancelled |
| Payroll input | draft, approved, exported, locked |
| Billing input | draft, approved, invoiced, locked |
| Compliance task | open, in progress, completed, overdue, waived |