📖 Site Manager Runbook

Sign your employment contract first

The very first time you open the dashboard, you'll see a full-screen 📜 Sign contract prompt. You can't use the dashboard until you've signed it.

1. Read the contract carefully.
2. Type your full name and draw your signature with mouse / finger.
3. Tap ✓ Sign & submit.

A signed PDF is filed against your record automatically. If you have more than one contract issued, you'll see them one after another.

Install the dashboard as an app (recommended)

On iPhone: open workhive.co.uk/dashboard in Safari (not Chrome — Chrome on iPhone can't install web apps) → tap Share ⬆️ → Add to Home Screen.

On Android: open in Chrome → tap the three-dot menu → Install app or Add to Home screen.

The app icon launches straight into the dashboard — no login URL to remember.

Every morning (3–5 mins)

1. Open the dashboard → Overview tab.
2. Glance at the 👥 Who's in card. Toggle Today / Tomorrow to confirm cover both days.
3. Check Live attendance — anyone clocked in who shouldn't be? Anyone missing?
4. Check Late today — chase anyone > 15 mins late by SMS or call.
5. Check Approvals — accept/decline any holiday / sickness / time-entry corrections.

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 of pattern.
3. Review every row. Look for over and under labels in the Week column. Adjust.
4. Click 📣 Publish week. Staff get notifications.

Top of the Overview panel. Shows today's roster by default; flip to Tomorrow for next-day cover planning.

• Anyone currently mid-shift has a green ● ON badge.
• Times come straight from the published rota — draft/cancelled/declined shifts don't show.
• Respects the site filter at the top of Overview, so if you manage multiple sites you can switch between them.

Staff also see this in their app under the 📅 Rota tab, scoped to their own site — so they always know who else is in.

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/push at 10 mins past shift start if no one's clocked in.
2. Open Rota → find the missing shift.
3. Click an off-shift staff member's empty cell → add a covering shift.
4. Use 💬 Chat 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.

"My phone doesn't recognise my PIN any more"

Usually a phone-side issue — iOS sometimes wipes the device fingerprint after a software update. The staff app shows a 📱 Yes, this is my phone button on the PIN-rejected screen. They tap that, re-enter their PIN, and they're back in. The rebind is logged in audit.

If the button doesn't appear or they're locked out, use 🔑 Reset PIN on their record.

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.

Save is slow or stuck on "Saving..."

Edits go through a server-side function so this should be near-instant. If anything ever hangs longer than 15 seconds, you'll get a clear error toast — refresh and try again. Don't worry about losing data; the page will tell you exactly which step failed.

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. Update the rota — remove the sick day's shift, find cover (see "Cover a sudden no-show").

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 is payable from day 1 (post-April 2026 Employment Rights Act rules). No 3-day waiting period. £123.25/week — or 80% of their Average Weekly Earnings, whichever is lower.

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.

Check who's off in the next month

Approvals tab → Holiday calendar view. Or for a quick glance: Holiday tab → Site overview.

Mandatory announcements

HR/Owner sometimes posts an announcement marked 🔒 Mandatory. Staff see a full-screen blocker the next time they open the app — they can't clock in or view their rota until they've tapped ✓ I've read and understood.

You'll see the same blocker on your dashboard if it's targeted at managers too. Read it, acknowledge it, and you can keep going.

New contract issued to your staff

If HR issues someone an updated contract (e.g. change of hours, role change, sponsorship update), the staff member sees a 📜 Sign contract prompt the moment they next open the app. They can't clock in or accept shifts until it's signed.

If a staff member tells you they're stuck on this screen, just confirm they should read & sign — it's normal.

Auto-close handles "forgot to clock out"

If someone forgets to clock out, the system auto-closes their entry at their scheduled shift end, after a 10-minute grace. You don't need to chase them or manually close anything.

Auto-closed entries are tagged 🤖 Auto-closed in the payroll detail so HR / Owner can review them before payroll if needed.

Hard cap (the safety net)

Any open clock-in older than 14 hours is auto-closed regardless of shift, to stop "open forever" entries piling up. Hour-cap is configurable per site by the owner.

What if a staff member's actual hours differ from their shift?

If they clocked out late or early, the entry sits in Approvals as Variance. Review, adjust the minutes if needed, approve. The variance feeds into the payroll picture.

"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"

Each site has a geofence (usually 150m). If the location stored for the site is slightly off, the owner can correct it in Settings → Sites → edit lat/long. Ask staff to enable Precise Location for the WorkHive app in their phone's settings before re-trying.

"I can't see Payroll Export / Payslips / Pulse / Settings"

Those tabs are HR / Owner only. As a Site Manager you won't see them. This is intentional — staff compensation data is restricted to HR / Owner.

"My iPhone doesn't show a notification badge any more"

iOS sometimes pauses notifications after a few weeks if the app isn't opened. Open the app once → Settings → re-enable notifications. We're also working on adding a native iOS app to the App Store which will be more reliable.

Something's broken — report it

Tap the 💬 button bottom-right of any page. Type what happened — bug / idea / question. Goes straight to Scott.

• System down / can't log in: Email hello@workhive.co.uk or text Scott.
• 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.
• Suspected security issue (unauthorised access, lost device with logged-in account): Email hello@workhive.co.uk immediately with subject "SECURITY". Owner gets alerted.
• Anything else: Hit the 💬 button.