# Routines

> Checklists for setting up a new customer site, bringing on a new guard, and the daily and monthly routines.

## Set up a new customer site (once per site)

1. **Clients & Sites** → add the client (if new), then **Add site** with latitude, longitude and geofence radius.
2. **Field Attendance → Setup → Approved headcount**: pick the site, add each designation and its contract number.
3. **Attendance → Shifts**: make sure the shifts used at the site exist and are **published**.
4. **Administration**: give the customer contact a login (role **Client**) with a **client** scope, and the site supervisor a login (role **Supervisor**) with a **site** scope.

## Bring on a new guard (once per person)

1. **Employees → Add employee** with the email they'll sign in with, or bulk-import a CSV.
2. **KYC Verification → Start a KYC case**: sign off each check, then **Clear for deployment**.
3. **Profile → Start onboarding**: complete the six steps, ending with **Create deployment** (client, site, role title, pay rate, bill rate).
4. **Administration → Add member**: same email, role **Field Employee**. Check it says **Linked to their employee record**, then hand over the sign-in details.
5. **Attendance → Add roster assignment** for each working day, linked to their deployment.
6. On their phone: sign in once, allow camera and location, and install the app to the home screen.

## Every day

| Who | What |
|---|---|
| Guards | **Check in** at the start of the shift and **Check out** at the end, on their phone. |
| Supervisors | **Field Attendance → Muster**: mark absentees, leave and weekly offs (**Mark as…**), correct missed punches with a reason, then **Approve day**. |
| Operations | **Field Attendance → Today**: work through **Needs attention**; send or download the **Daily Report (DMR)**. |
| HR | **Leave Management**: approve or reject requests. Check **Notifications**. |

## Every week

- Publish next week's **roster** for every site.
- Review **Field Attendance → Performance** for repeated late arrivals and absences.

## Every month

1. Make sure every day of the month is recorded and approved in the muster.
2. **Payroll Prep**: period = the month → **Generate** → check the summary (no "had no pay rate") → **Approve drafts** → **Export** → **Mark exported** → **Lock exported**.
3. **Billing Prep**: the same, then invoice the customer.
4. **Leave Management**: add the month's accrual to the leave balances.
5. **Compliance** and **KYC**: act on anything due or overdue, including police re-verifications.