📖 Site Manager Runbook

Every morning (5 mins)

1. Open the dashboard → Overview tab.
2. Check Clocked in now matches who you expect for the AM shift.
3. Check Late today — chase anyone > 15 mins late.
4. Check Pending approvals — accept holiday/sickness as needed.

Every Wednesday — publish next week's rota

1. Go to Rota tab → click Next → twice (this week + next).
2. Click 🪄 Magic Rota — AI drafts a week from staff list + last 4 weeks.
3. Review every row. Look for "over" and "under" labels in the Week column. Adjust.
4. Click 📣 Publish week. Staff get notifications.

Add a single shift

Click the empty cell for the staff member + day. Pick start/end time, role, department. Save.

Cover a sudden no-show

1. You'll get an SMS at 10 mins past shift start.
2. Click the alert → opens the rota at the missing shift.
3. Click an off-shift staff member's empty cell → add a covering shift.
4. Use the 💬 Messages tab to ping them and ask if they can come in.

Copy this week to next 4 weeks

1. On the rota → click 📋 Copy week →.
2. Pick how many weeks to copy forward.
3. Confirm. New weeks appear as drafts — you must publish each week separately.

Print the rota for a noticeboard

Rota tab → click 🖨️ Print. Lays out as A4 landscape with site name + week. Browser print dialog → Save as PDF or send to printer.

Reset a staff member's PIN

1. Staff tab → find the person → Edit.
2. In the modal, find the 🔑 Reset PIN button.
3. System generates a new 4-digit PIN — read it to them or text it.

Bulk-print all PINs (e.g. start of season)

Staff tab → top right → 🔑 Bulk PINs button. Shows the full list. Click Copy to clipboard for a tidy paste-into-Word format, or print direct.

Someone's left — what to do

1. Staff tab → find the person → Edit.
2. Set Status to Inactive.
3. Save. They lose login access immediately. Their record stays for payroll history.

New starter — onboard them

1. Staff tab → + Invite staff.
2. Fill name, mobile, site, role, contracted hours.
3. System auto-generates a PIN and sends them their site code + PIN by SMS.
4. Ask them to download the app from workhive.co.uk and log in. Whole thing takes 2 minutes.

Staff calls in sick

1. Either: ask them to open the app → Profile → Report sick. Or you do it for them: Sickness tab → + Record absence.
2. Their shifts that day auto-show as 🤒 SICK on the rota.
3. Find cover (see "Cover a sudden no-show" above).

Self-certification (1–7 days off)

App prompts the staff member with an SC2 form when they report sick. They fill it in on their phone — name, NI number, illness, return date. Saved automatically. SSP pays from day 1 (post-April 2026 rules).

GP fit note required (8+ days)

For absences over 7 days you need a GP fit note. Sickness tab → click the open episode → upload the fit note PDF. Saved encrypted.

Staff requests holiday

They submit through the app. You see it in Approvals — accept or decline with one click. Their balance auto-adjusts. Approved holidays show on the rota in blue.

Add unpaid leave

Rota → click empty cell → in the Add Shift modal, click 🚫 Add unpaid leave. Pick dates + reason. Doesn't count toward worked or holiday hours.

1. Reports tab → Payroll Summary.
2. Pick the period (last week, fortnight, or month).
3. Click Export PDF. PDF lists each staff member's: scheduled hours, actual hours, sick hours, holiday hours, total to pay.
4. Send to your accountant or paste into Xero / Sage / BrightPay.

"Staff says they can't see their shift"

Most common cause: rota wasn't published. Go to Rota → confirm the week is showing scheduled (not draft) shifts. Click 📣 Publish week if needed.

"Staff says clock-in fails — too far from site"

Geofence is set to 100m around the site coordinates. If it's wrongly placed, owner can fix in Settings → Sites → edit lat/long. Tell staff to clock in once on premises and the GPS will lock once they connect.

"I can't see Pulse / Settings"

Those tabs are owner/HR only. If you're a Site Manager you won't see them. Ask the owner.

Something's broken — report it

Tap the 💬 button bottom-right of any page. Type what happened — bug / idea / question. Goes straight to Scott. Used during testing week to catch issues fast.

• System down / can't log in: Email hello@workhive.co.uk
• Lost password (managers): On the dashboard login screen, click Forgot password?
• Site code reminder (staff): On the staff app login screen, click Forgot store code? → enter the email used at signup → reminder sent.
• Anything else: Hit the 💬 button.