Help Guide & Documentation

Comprehensive guide for managing employees, schedules, analytics, and more.

Employee Management

Employee Details View

When you click on an employee (e.g., /employees/83), you access their full profile management:

Profile Info: Edit personal details, contact info, and role assignments.
Wage Settings: Configure unique hourly rates, holiday rates, and wage types (Regular, Overtime).
Documents: Upload and track expiry for Licenses, ID Cards, and Certifications.
Site Access: Use the "Ban Sites" feature to restrict an employee from specific locations.
History: View a complete history of their assigned schedules and attendance.

Feature

Check the "Analytics" tab on their profile for a graphical view of their punctuality and performance ratings.

Schedule Templates

Create reusable shift patterns for specific sites to speed up rostering:

Navigate to Sites and select a specific site.
Click the "Schedule Templates" button (or accessed via the Site Action menu).
Create Template: Name your template (e.g., "Weekdays - Night Shift").
Add Shifts: Define start/end times and the number of guards needed for each shift slot.
Roll Schedule: Use the "Roll" feature to apply this template to future dates. The system will create "Draft" schedules which you can then assign employees to.

Advanced Employee Actions

Review & Ban Access

Ban from Site:

Go to Employees > [Select Employee].
Click on the "Ban Sites" tab.
Select the sites you want to restrict them from and click **Update**. They will no longer appear in the schedule dropdown for those sites.

Global Deactivation:

In the **Employees List**, find the employee.
Toggle the **Status Switch** (Active/Inactive).
Inactive employees cannot log in to the mobile app.

Password Management

If an employee forgets their password:

Navigate to Employees > [Select Employee].
Click the "Change Password" button (usually top right or in profile actions).
Enter a new temporary password (e.g., `Password@123`).
Click **Update**. The employee can now login with this new credential.

Note: Advise employees to change their password immediately after logging in for security.

Communication & System Logs

Communication Tools

Send Notifications (Broadcast):

Click the **Megaphone Icon** in the top header bar.
Select "All Employees" or choose specific individuals.
Enter Title, Message, and optional Redirect URL.
Click **Send**. This pushes a notification to their mobile app immediately.

Email Campaigns:

Navigate to Campaigns in the sidebar.
Click **Create Campaign**.
Compose your email using the rich text editor.
Select target audience (e.g., "All Guards at Site X").
Send immediately or schedule for later.

System Logs & Audits

Track all actions performed within the system for security and accountability:

Click the **Activity Logs** icon in the sidebar (bottom section).
You will see a chronological list of actions (Logins, Creations, Deletes, Updates).
Use the filters to find actions by specific users or date ranges.
Click "Export PDF" at the top right to download a formal audit report.

Scheduling Operations

Guard Schedules

Creating a Schedule:

Navigate to Schedules > Guard Schedule.
Click Add Schedule.
Select the Site from the dropdown.
Choose Date & Time. For overnight shifts (e.g., 10 PM to 6 AM), the system handles the date crossover automatically.

Assigning Multiple Employees:

In the "Employees" verification section, you can search and select multiple guards.
The system will automatically validate availability for ALL selected employees.
If "Individual Pricing" is enabled, you can set specific rates for each guard in the list.

Tip

Use the "Recurrence" option to create valid shifts for weeks or months in advance automatically.

Patroller Schedules

Setting up Patrols:

Navigate to Schedules > Patroller Schedule.
Select a defined Route (created in Masters > Routes).
Assign a Driver/Patroller.
The system will list all checkpoints (sites) associated with that route automatically.

Execution:

Patrollers check in at the route level to start the shift.
They must then visit each site in sequence to complete the route.
Tickets and Incidents can be reported per site.

Addon / Manual Jobs

Used for unscheduled or emergency deployments handled manually.

Go to Schedules > Addon Schedule.
This table tracks jobs that were not pre-planned in the roster.
Manual Completion: If an employee cannot use the app, an admin can click "Complete Manually" here.
You will need to upload evidence (Check-in/out photos) and set the times manually.

Bulk Operations

Employees:

In the Employees list, select checkboxes next to names.
Use the "Bulk Actions" dropdown to update status (Active/Inactive) or assign common settings.

Schedules:

In the Schedules view, use the selection checkboxes.
Bulk Publish: Convert multiple "Draft" schedules to "Published" instantly.
Bulk Delete: Remove multiple erroneous entries at once.

Analytics & Reporting

Checking Analytics

Gain insights into your workforce performance:

Live Dashboard: Shows real-time attendance stats, upcoming shifts, and active issues.
Attendance Chart: Visualizes punctuality trends over weeks or months.
Employee Analytics: Go to an Employee's profile and click the "Analytics" tab to see their personal attendance rating, total hours, and incident history.

Reports

Exportable data for payroll and compliance:

Operational Reports: Detailed breakdown of sites visited vs. scheduled.
Payout Reports: Auto-calculated wage sheets based on verified check-in hours.
Incident Reports: Summaries of all reported issues, downloadable as PDF or ZIP (with evidence).

Technical Support

Encountering an issue or have a bug to report? Our support team is ready to help 24/7. Please fill out the form or email us directly.

Email Us itsupport@thefalconsecurity.com