# Field Attendance

> Guards check in and out on their phone with a photo and a location check against the site boundary; supervisors check in guards without a smartphone by mobile number, run the muster, correct and approve days; Today and Performance show the numbers.

Sidebar → **Field Attendance** (route `/field-attendance`). Guards check in at their post with a photo and their location. Supervisors run the muster and fix missed punches. The numbers flow straight into the [daily report](/docs/daily-report), [payroll and billing](/docs/payroll-and-billing).

The page has up to five tabs, depending on your role:

| Tab | Who sees it | What it's for |
|---|---|---|
| **My shift** | Anyone linked to an employee record | Your own check-in and check-out |
| **Today** | Staff (not Field Employee or Client) | Every site at a glance |
| **Muster** | Staff | Everyone rostered for a day; mark, correct, approve |
| **Performance** | Staff | Attendance % and on-time % over a month |
| **Setup** | Attendance managers, and anyone with `deployments.manage` (approved headcount) | Rules and approved headcount |

![Field Attendance: (1) the menu item, (2) Today, (3) Muster, (4) Performance, (5) Setup, which you do first](/docs-images/guide/field-attendance-tabs.webp)

## Before guards can check in

All of these must be in place. [Quickstart](/docs/quickstart) covers them in order.

1. The site has a **latitude**, **longitude** and **radius** ([Clients and sites](/docs/clients-and-sites)).
2. The guard has an **employee record** with their email, and a **login** with role **Field Employee** that says **Linked to their employee record** ([Administration](/docs/administration)).
3. The guard has a **roster assignment for today** at that site ([Shifts and roster](/docs/shifts-and-roster)).
4. The phone allows **Camera** and **Location** for the SecureForce site, which needs HTTPS.

## Attendance rules

**Setup → Attendance rules** apply to every site. Press **Save** after changing them.

| Setting | Default | Meaning |
|---|---|---|
| Location check | Enforce | **Off**: location isn't checked. **Flag**: record the distance and flag off-site punches. **Enforce**: refuse a guard's own check-in from outside the boundary, or with a GPS fix too rough to place them there (worse than the boundary radius, minimum 100 m). Enforce never blocks a supervisor marking the muster, or a check-out, so a shift is never left unrecorded. A supervisor who checks someone in away from the site must type a reason, which is kept on the record. |
| Late after (minutes) | 15 | Grace after the rostered start before a check-in counts as **late** |
| Half day at or below (minutes) | 300 | Worked minutes (less the break) at or below which the day is a **half day** |
| Default boundary (metres) | 200 | For sites without their own radius |
| Early check-out grace (minutes) | 15 | Tolerance before an early finish is flagged |
| Workspace time zone | Asia/Kolkata | Used for "today", shift times and lateness |
| Photo at check-in and check-out | Off | Guards take a photo with the front camera at both punches. Dark or blurry photos are sent back for a retake. Stops a colleague punching for someone who isn't there. |
| Photo of the site at check-in | On | Guards also photograph their post (gate, signboard or entrance) with the back camera when they check in. A check-in without it is refused. Not asked of a supervisor checking someone else in. |
| Guards check in from their own phone | On | Turn off where the supervisor checks everyone in on one device ([Check in a guard](#checking-in-a-guard-who-has-no-smartphone)) |
| A shift needs a check-out before approval | On | Open shifts stay out of approval until they are closed or corrected |

## Approved headcount

**Setup → Approved headcount** holds the number of people the contract allows, per site and designation. The daily report's **Total approved** and **Shortage** come from it.

1. Pick the **Site**. It defaults to the first site in the list, so check it.
2. **Add designation**: type the designation **exactly as the deployments' Role Title** (e.g. *Security Guard*), or tap one of the suggestions.
3. Enter the **approved headcount** and press the save icon. The trash icon removes a row.

The **Deployed** column next to it shows how many active deployments match.

![Setup: (1) location check, (2) late after, (3) photo at check-in, (4) Save rules; (5) the site and (6) its approved headcount per designation](/docs-images/guide/attendance-setup.webp)

## The guard's check-in (My shift)

The guard signs in on their phone with their mobile number and password.

![Signing in on the phone: (1) mobile number, (2) password, (3) Sign in](/docs-images/guide/guard-sign-in.webp)

After signing in, the guard lands on **My attendance**:

- A greeting, the clock, today's status (**Not marked**, **Present**, **Late**…).
- A large **Check in** button with a ring.
- **Post** (the site) and **Shift** (name and times), from today's roster.
- A location card: the distance from the site and its accuracy, with **Refresh location**.
- **Today**: what has been recorded so far (check-in time with photo, check-out).

To check in:

1. At the site, press **Refresh location** if needed. It should say *At <site> — N m from the marked point*. If it says *outside the N m boundary* and the rule is **Enforce**, the button stays disabled.
2. Press **Check in**.

   ![Tap Check in](/docs-images/guide/guard-check-in.webp)

3. The camera opens with a face guide. Press **Take photo**. If the in-app camera doesn't work, **Use camera app** takes the photo with the phone's own camera.

   ![Take photo](/docs-images/guide/guard-selfie.webp)

4. If the photo passes the light and sharpness check, press **Use photo**. If not, **Take again**, or **Use anyway**, which marks it for the supervisor to check.

   ![Use photo](/docs-images/guide/guard-use-photo.webp)

   With **Photo of the site at check-in** on, the back camera opens next: fit the gate, signboard or entrance in the frame and press **Take photo**, then **Use photo**. Your location is checked again at this moment, so the check-in is placed where you are when you finish, not where you were when you started.

5. The button turns into **Check out**; **Today** shows the time, **On time** or **Late**, and the photos.

   ![Checked in: (1) Present, (2) inside the site, (3) the same button checks out](/docs-images/guide/guard-checked-in.webp)

At the end of the shift, press **Check out** the same way. A night shift from yesterday that is still open shows a reminder to check out.

## Checking in a guard who has no smartphone

Some guards have no smartphone, or one that can't run SecureForce. A **Supervisor**, **Operations Manager** or **Admin** checks them in and out from their own phone or laptop instead. The guard doesn't need a login, only an employee record with their mobile number.

1. **Field Attendance → Muster → Check in a guard.**

   ![(1) Muster, (2) Check in a guard](/docs-images/guide/muster-check-in-guard.webp)

2. Type the guard's **mobile number** and press **Find**. Spaces, dashes, a leading 0 or +91 don't matter. Only people at your own sites are found. If two records share the number, pick the right one.

   ![(1) the guard's mobile number, (2) Find](/docs-images/guide/assisted-find.webp)

3. Check the **name**, **post** and **shift**, and today's status.
4. Optionally add a **note** (e.g. *No smartphone, checked in at the gate*).
5. Press **Check in <name>**. If **Photo at check-in and check-out** is on, the back camera opens: take a photo of the guard's face. With the rule off, the **Photo of the guard** switch adds one anyway.

   ![(1) the right person, (2) your location is recorded, (3) Check in](/docs-images/guide/assisted-confirm.webp)

   ![The guard's photo on the back camera](/docs-images/guide/assisted-photo.webp)

   ![Checked in by the supervisor](/docs-images/guide/assisted-done.webp)

6. At the end of the shift, open it again with the same number. The button now reads **Check out <name>**.

You can also open a guard's row in the muster and press **Check in** or **Check out** under **Check in for them**. That skips the number.

What is recorded:

- The time is the moment you press the button, so **On time**, **Late** and **Half day** work as for the guard's own phone. For a missed punch on an earlier day, use **Correct the times** instead.
- The location is **your** location. A check-in from outside the boundary (or with no location) needs a **reason**; it is then saved, flagged **Off-site**, and the reason and your name show on the muster.
- The record shows a **By supervisor** tag. In the guard's day, each punch shows **By <your name>**.
- Not rostered today: the check-in is still saved, flagged **Unrostered**.
- Terminated or suspended employees can't be checked in.

## Today

**Today** shows, for **All sites** or one site and for any day (use the arrows):

- **Approved** (contract headcount), **Deployed**, **Present**, **Shortage** (approved minus present) and **Coverage**.
- **Needs attention**: the sites with the biggest gap right now. Click one to open its muster.
- **Export DMR** downloads the daily report.

![Today: (1) the day's numbers, (2) the sites most short right now, (3) Export DMR](/docs-images/guide/today.webp)

## Muster

**Muster** lists everyone rostered for the chosen day and site:

- Totals: **Coverage**, **Late**, **Absent**, **Not marked**, **Flagged** (off-site or unrostered).
- Filters: **Everyone**, **On post**, **Late**, **Not marked**, **Absent**, **Off / leave**, **Open shift**, **Flagged**, plus search by name, code, phone or site.
- Columns: person, post and shift, in, out, status.
- Tick several people → **Mark as…** to record Absent, Leave, Weekly off or Holiday in one go.
- **Check in a guard** checks in or out a guard without a smartphone, found by mobile number ([see above](#checking-in-a-guard-who-has-no-smartphone)).
- **Export** downloads the list. **Approve day** approves every complete record for the day.

![The muster: (1) filter, e.g. Not marked, (2) search, (3) mark one person, (4) Approve day](/docs-images/guide/muster.webp)

Click a person to open their day:

- The check-in and check-out **photos**, times and **distance from the site**, and **By <name>** when a supervisor did the punch.
- The **registered face** taken at [Approve & Deploy](/docs/approve-and-deploy), to compare with the check-in photo.
- **Check in for them** / **Check out for them** (today, or last night's open shift), for a guard without a smartphone.
- Post, shift, worked time and **Late by**.
- **Mark as**: Present, Absent, Leave, Weekly off, Holiday.
- **Correct the times**: for a missed check-out or a dead phone. A **reason is required**, and the original punches stay on record.
- **Approve** the day. Approved days are locked for payroll.

![One person's day: (1) check-in photo and distance, (2) Mark as, (3) Correct the times](/docs-images/guide/muster-record.webp)

## Performance

For a month: each person's **attendance %** (days attended ÷ days expected), **on-time %** (check-ins within the grace), late arrivals, hours and missed days. Sort the columns, step between months, and **Export month**. Click a person for their month as a calendar (Present, Late, Half Day, Absent, Missed, Leave, Weekly off) and a **six-month trend**.

![Performance: (1) one person's month, (2) Export month](/docs-images/guide/performance.webp)

## Supervisors

A **Supervisor** scoped to one site sees only that site in Today and Muster, on their phone or a laptop. They can mark, correct and approve their team's days, and check in guards who have no smartphone. If they are also linked to an employee record, they get a **My shift** tab for their own attendance.

## Troubleshooting

| What the guard sees | Cause and fix |
|---|---|
| "Your account is not linked to an employee record" | The login's email (or mobile number) doesn't match exactly one employee. Fix the employee's email, then Administration → Add member again with that email. |
| "No shift rostered" | No roster assignment for today. |
| "Turn on location" / button disabled | Location or camera permission blocked: tap the lock icon in the address bar and allow both. Or the guard is outside the boundary under **Enforce**. |
| Distance is always huge | The site has no latitude/longitude, or they are swapped. |
| Camera won't open | Use **Use camera app**. |
| Supervisor: "No employee at your sites has this number" | The number isn't on the guard's employee record, or the guard isn't deployed at one of your sites. Fix the number under Employees. |
| Supervisor: "That employee is outside your assigned sites" | The guard is deployed at a site you aren't assigned to. Ask an admin, or the supervisor of that site. |