Follow the working sequence

WorkGrid connects company configuration, people, demand, assignments, worked time and pay. Follow this sequence for a new company:

1. A company submits a workspace request on the website. Platform staff review it, create the company and invite its owner. The invitation lets the owner choose their credentials. Staff can also create a workspace without a public request.
2. The company administrator finishes company setup: appearance, warehouses, departments and zones, company pay policy and manager defaults.
3. Create warehouse managers, assign their access and plan their first draft shift. Publish their assignments from Manager schedule.
4. Each manager reviews inherited defaults and completes setup for their accessible warehouse. Create employees with a first draft shift, rates and qualification awards.
5. Set coverage targets, review assignments, validate and publish the schedule. Offer remaining employee work through Open shifts.
6. Employees review their published assignments, clock their actual work, record lunch and request changes when needed.
7. Review attendance, requests and timecards. Resolve actual errors, then approve payroll after its supporting workweeks have ended.

Four things that look similar but have different effects:

Plans, offers and actual work

An assignment is not proof that the person worked. An open offer is not proof that someone will attend. A request is not a confirmed schedule change until its required approvals finish. These distinctions explain most differences between the planner, coverage, clock and payroll totals.

Management workspace is where a company administrator handles employee operations for a chosen warehouse. It is separate from manager-account operations. Employee review notifications belong to this workspace rather than the administrator’s account notification list.

A warehouse manager’s home warehouse is used for their own assignment and work profile. Their managed warehouses determine which employee teams they can operate. These two settings are related but not interchangeable.

The first active company administrator becomes the company owner. The owner has a distinct badge in account lists. Other administrators cannot create or manage fellow administrator accounts; the owner controls that access. The platform administrator can transfer company ownership to another eligible active company administrator. Ordinary managers cannot become owners through a permission preset.

Open Company sign-in on the website and select your company, or use the company link your administrator shared. Company cards use the company logo and theme. Sign-in on a custom company domain identifies the company from that address.

The same username or email may be used in separate companies. Within one company the relevant sign-in identities must be unique. Passwords are not globally unique; using another person’s password is not prevented by a cross-account uniqueness check.

Account suspension, deletion, password changes and sensitive access changes invalidate older sessions. A person may be asked to sign in again even when a browser tab is still open. Changing a recovery email requires verification before it becomes the new recovery identity.

Change a recovery address safely

Changing your recovery email: enter the new address and your current password in your profile. Verification mail is queued after the profile change is saved; your existing address stays active. Open the verification link and sign in to the same account if asked. WorkGrid keeps the link through sign-in and removes its private token after successful verification. If a temporary server error occurs, reload the verification link to retry. Links expire after 30 minutes; a newer email-change request replaces the old link. The queue skips expired or replaced verification messages. A running mail worker and working SMTP settings are required for delivery.

If recovery mail does not arrive, check the email address, spam folder and company recovery contact. An administrator should check platform mail configuration and queued-mail processing. Repeated attempts can be rate limited; waiting or contacting support is more useful than continuously pressing the button.

Join through an invitation

Open the private link in your invitation email. The page shows the company, your name, invitation email and assigned role. Choose Your username, New password and Confirm password, then click Create my account. The username follows the rules above and must be available within this company. A conflict leaves the invitation usable so you can choose another username. Your name, email, company and role come from the invitation; the link does not let you choose different access.

A successful acceptance takes you to your company’s sign-in page. Sign in using your chosen username or invitation email and your new password. The first administrator becomes the protected company owner and enters Company setup. Managers complete their own setup after the company is ready; employees start after their warehouse is marked ready. Readiness remains after later manager changes; new warehouses still need their own setup. A successful invitation does not bypass those gates or publish draft shifts.

Links expire seven days after creation or resend and work once. Resend invitation creates a fresh link and invalidates the previous one. Revoke invitation invalidates its link without deleting the person’s planned shifts. Expired, revoked, already accepted or unavailable-account links cannot create or activate an account. Request a new invitation from the person who created it. Keep the link private: possession of it allows someone to choose that account’s credentials. WorkGrid never emails a password.

Create an account for someone else

New live company-account forms default to Email invitation, they choose their credentials. Enter the person’s name and email and assign their role and warehouse access. Username/password fields are hidden because the recipient supplies those later. An email is required for invitations. For a person without email, select Set credentials here; the normal username/password fields return and optional Email sign-in instructions remains available when an email is provided. Existing-account edits and the demo continue to use their normal credential controls.

For a manager or employee, continue to Next, first draft shift, plan their first assignment, then Create account & save draft. The pending account, role/access, employee details and draft save together. Validation failure saves none of them and queues no invitation. Review the draft in Manager schedule for a manager or Schedule planner for an employee; publish it through the normal controls. Acceptance retains the same profile, shift, rate, qualifications, manager defaults and access level. Company administrators do not need a first shift or warehouse.

Invited accounts show Awaiting invitation or Awaiting invitation acceptance and cannot sign in or recover a password until accepted. The email confirmation says queued, not delivered: SMTP and the background worker must be running. Invitations beside the people/access heading lists invitation status, with previous/next history pages and resend/revoke actions. Platform staff also see pending invitations on the company detail page. Only the company owner can manage administrator invitations inside the company; managers only manage employee invitations in their assigned warehouses and within their people-management permissions.

Revoking a pending account’s access also invalidates its outstanding link. Explicitly resending an eligible pending invitation reopens its profile for onboarding, while sign-in remains blocked until acceptance. It never restores an accepted, archived or deleted account through an old link. Account credentials for an accepted person are changed through account editing/recovery instead. A new role or changed recipient should be reviewed through the normal account/access process rather than forwarding someone else’s invitation.

Open contextual help

Page help opens the documentation topic for the current page in a new tab, keeping your workspace and unsaved form open. Dialog headers also have a help link for the task you are working on. In My work, help follows the selected personal-work tab. Getting started lessons link to the detailed topic for that lesson. Platform Staff help links open the separate internal training manual and require an active platform administrator session.

If an action fails while a dialog is open, its notice appears inside the active dialog above the form. Error notices remain until dismissed; successful notices disappear after a short delay. Long notices can scroll. Field-validation errors stay attached to their form and are brought into view if you are farther down the form. The form stays open so you can correct the problem and retry.

The left navigation groups related pages. The active item shows the current page; selected subtabs and view switches show the current mode. Notification badges show unread items for the corresponding workspace.

Warehouse selector: choose the location whose employee operations you want to view. Search is useful when you have many accessible locations. A warehouse selected in the browser does not grant access: the server checks the account’s assigned warehouses. A company administrator may have additional company-wide pages that are not limited to the currently selected location.

Searchable dropdowns: open the field, type to filter its options, then choose an actual result. Typing search text alone does not save a selection. Clear or reset controls are separate from choosing an option. A currency or timezone option is an identifier, not arbitrary free text.

Forms and dialogs: required fields must be completed. Helpful requirements can change appearance as valid values are entered, but server validation is still authoritative. An error keeps the form open so you can correct it. Successful saves refresh affected views. Cancel/discard leaves the saved record unchanged. Switching out of the browser to choose a file should not discard a form. Dialog backdrops prevent edits to the page underneath.

Dates and time: schedules use the company timezone. Times sent to the server are converted to UTC and displayed back in the company’s local timezone. Choose both start and end dates for an assignment. On the same date, the end-time suggestions exclude times at or before the start; choosing a later end date releases that clock-time restriction for overnight work. The full end date/time must still follow the start, and the shift duration must not exceed 24 hours. New schedule and time-off/availability request dates start today; historical timecard corrections and pay-policy dates start at company creation. Each recorded lunch interval has its own end-after-start check. Daylight-saving gaps are invalid local times; repeated clock readings may require a UTC-offset choice in correction controls that support it.

Concurrent edits: when a record changed since you opened it, a conflict response asks you to reload. This prevents a stale form from overwriting another person’s newer work. A saved toast is confirmation of a completed action; a progress indicator or open form is not.

Getting started contains two stages: initial setup and a short Use WorkGrid walkthrough. Setup establishes real prerequisites. The walkthrough explains how to use the resulting workspace.

Follow the real controls

Open the page with its coach. The coach stays available while you use the actual interface. The guide should highlight the real button or save control; it is not a replacement form. A multi-part lesson advances through its parts before moving to the next lesson. Completed action requirements are checked against saved state; simply opening a page does not count as creating a warehouse or publishing a schedule.

Finish company setup

New company administrators and managers see setup prominently until it is finished. Employees receive their workflow walkthrough on first use once company and warehouse prerequisites are ready. The completed guide remains a reference in Getting started. Completing Use WorkGrid returns you to the dashboard.

Complete manager onboarding

Managers have a limited clock-in exemption during initial setup and the first workflow walkthrough. It lasts up to seven days from the relevant onboarding start, while that stage remains unfinished. It is not permanent authorization and does not bypass warehouse or role permissions. Once onboarding is complete or that window expires, use My work to clock in for a published manager assignment before changing the team.

Restricted management roles are only asked to perform setup actions their permissions allow. Team workflows outside their access are reference information; an authorized reviewer must perform those actions.

Company setup checks appearance, an active warehouse, departments/work areas, pay policy and manager defaults. The platform company page shows the saved setup status so platform administrators can see what is still incomplete.

Complete the prerequisites

1. Review and save company appearance.
2. Add the working warehouse, with a recognizable name and unique code.
3. Click Add department before adding more zones. This creates the department and its first zone together. Add zone then creates more areas under an existing department.
4. Review company pay frequency, anchor, effective pay policy, lunch, overtime and clock windows.
5. Save starting manager defaults and the source new managers should inherit.
6. Create managers, choose their warehouse access and plan the first draft manager assignment. Use Manager schedule to publish it.
7. Managers prepare employee operations in each warehouse, then employees can start their workflow walkthrough.

Verify readiness

Creating a warehouse alone is not enough. A manager assigned to a warehouse without a department and zone would have no valid employee work area. Account creation/restoration checks these prerequisites rather than leaving the manager stranded later.

At provisioning, the platform can create company administrators. Warehouse managers and employees unlock after the relevant setup requirements. A company administrator finishes company setup before warehouse-manager setup; a warehouse needs completed manager setup with people and scheduling responsibilities before employees start. Separate finished managers can share those responsibilities. The saved warehouse checkpoint does not disappear if a manager later changes role or leaves. The first employee shift is a draft until an authorized reviewer publishes it.

Open Company appearance → Edit company appearance. Settings are separated into identity, sign-in/recovery content and artwork. The preview follows what you are editing. Its device switch changes desktop/mobile preview; it does not create separate company records.

Customize and save colors

The custom WorkGrid color control supports hue and more precise adjustment rather than relying on the operating system’s color picker. Enter a valid six-digit hexadecimal color where a hex field is available. Choosing a default swatch will apply its displayed value immediately. The editor previews changes; Save makes them the company’s saved theme.

Check the saved result

Previews use generic example people and email addresses. They help assess layout and colors; they are not new accounts and should not expose actual employee details. Branding is shared by company accounts. It does not change authorization, payroll currency or the company’s timezone.

Company administrators edit the company logo. Every account can edit its own profile image using the same image-control language. Company access artwork has separate controls under its Custom artwork option.

Position a custom image

Crop zoom runs from 1× to 4×. Logo size is 50–150% and company logo/name spacing is 0–48 pixels. Position settings range from −100 to 100 internally; visual framing is the useful result, not a numeric position score.

Preserve the original image

The source image and crop settings are retained when saved so later edits can be reversed. Save the form to keep them. Image controls are shown when a custom image exists; default artwork does not need crop controls. A white rectangle embedded in an uploaded image is part of that file. CSS can remove a container background, but cannot make white pixels in the source transparent; upload a transparent image when you want only the mark.

Sign-in content and recovery content have different jobs. Use a short welcome headline and useful sign-in description. Use recovery instructions and a named contact so someone who cannot sign in knows what to do next.

Choose artwork

Available artwork choices include illustrated, minimal, panorama, orbit, geometry, contours, cutout and custom. Minimal/geometric choices reduce visual detail; the cutout choice integrates the artwork with the page shape. Custom artwork allows an uploaded image and shows its crop/zoom/position controls. Selecting a built-in design hides custom-image adjustments.

The preview is designed to switch to sign-in when editing sign-in content, and to recovery when editing recovery content. Choose desktop or mobile to see the corresponding layout. Empty optional text changes the amount of free space; the design should adapt rather than leaving a fixed empty picture box.

Keep sign-in usable

Artwork is presentation only. Removing a headline does not disable password recovery. Saving recovery contact information does not configure the platform’s outgoing mail service; see Platform email and background tasks.

Company administrators create and edit warehouses. Managers operate the accessible warehouse’s employee roster, schedule and coverage using the saved department/zone catalog.

Warehouse fields: name, code, address, optional location coordinates, calendar color and active state. Names should be recognizable; codes identify distinct locations. The Maps setting can supply address suggestions, but an address may also be entered manually.

Department versus zone: a department groups related work, such as Inbound or Packing. A zone is the exact work location, such as Bay 4. Add department creates the department and its first zone. Add zone adds another area under an existing department. Reusing a zone name in another department is allowed; choose the complete work area so the shift is unambiguous. Creating a separate duplicate department to represent another zone is unnecessary.

Update an existing work area

Edit zone keeps the warehouse fixed. Department and zone names allow up to 120 characters. Changing the department field moves that zone only; it does not rename other zones in the previous department. Stale warehouse, department or zone links ask you to refresh rather than opening a blank editor.

Each work area has a department, zone, warehouse and optional qualification requirement. Work-area selection should come from this catalog across account, planner, coverage and employee-editing forms. A warehouse switch should update those choices. A zone with the same name in multiple departments must be selected by its specific work-area entry.

Warehouse colors help locate assignments at a glance. A color is not an access boundary. An inactive location is not available for new active assignments/account setup. A warehouse linked to protected operational history cannot simply be deleted; retain or deactivate it after resolving current work.

The company qualification catalog contains named certifications such as Forklift, Hazmat or Reach Truck. Employee awards record that a person holds a catalog qualification, optionally with an expiration date. Creating a catalog item does not award it to anyone.

1. Create or select the company qualification.
2. In People & availability → Edit, select the qualification and set Expires on (optional). Leave the expiry blank only for an award that does not expire. Expired awards remain selected on the employee's record so unrelated contact edits do not remove them; renew the date when appropriate. Saving rechecks future assignments, including pending draft revisions, and blocks a change that would invalidate them.
3. Under Warehouses → Edit zone, choose Work area qualification to require it for assignments in that area.
4. A shift can also specify an explicit required qualification. Both requirements apply when they differ.

Control area restrictions

An unrestricted area allows ordinary assignments without an area credential. Once restricted, an empty shift-level qualification is not a bypass. Coverage offers inherit the work-area requirement even when the area has no existing assigned shifts to copy. Manual assignment, claiming, publishing and eligibility checks use the saved award and expiry, not merely matching qualification-name text.

Check credential validity

Qualification expiry must cover the shift through its end in company local time, including an overnight assignment. Missing or expired awards make the employee ineligible. Removing a qualification used by a work area is blocked until that requirement is changed. Adding a requirement to an area with future published assignments is checked before saving so existing staff are not silently invalidated.

Separate manager assignments

Manager assignments are managed by company administrators and are separate from employee area staffing. Their own manager schedule does not place them into an employee work-area coverage target merely because a first-shift form referenced that warehouse’s areas.

Open People & access for company accounts, or the company detail page in platform Companies. Your own account appears separately. Company administrators and warehouse managers are separate groups so an additional administrator does not appear as an ordinary warehouse manager.

The current owner cannot be deleted, deactivated or demoted. Transfer ownership first. At least one active company administrator must remain. You cannot delete your own administrator account from the access list; use Profile for personal edits and another authorized owner/reviewer for access changes.

Revoking access requires active timecards to be closed and future work to be reassigned or cancelled. For an unaccepted invitation, unused future first drafts can be cancelled during revocation. Archiving an employee cancels unused future assignments across their warehouses, disables sign-in, invalidates pending invitation links and ends saved sessions. An open timecard blocks archiving. If another warehouse owns a future assignment outside your access, ask a company administrator to archive the account. Other people’s assignments and recorded work are retained.

Deleting access is not the same as deleting all historical data. Schedules, attendance, timecards and approved pay remain linked to the retained historical person. Deleted accounts are not restored by simply toggling an active flag; create a new account for future sign-in where the UI indicates the old identity is archived.

Open People & access → Roles & access. Add person creates an account; Create role defines reusable permissions. Default Administrator, Manager and Employee roles use the same role editor as custom roles. Only the company owner can change role definitions or assignments. The owner always retains protected full access.

An account's Access level includes responsibilities and permissions; there is no second permission tier to configure. When changing existing access, give a 3–500 character reason. Role names allow up to 80 characters and must be unique within the company. Updates invalidate older sessions for affected followers; they must sign in again. Concurrent edits require reloading the current version. Explicit custom-role followers and retained individual access are unaffected by changes to a different default role.

Workspace type is a security boundary. Employee roles stay limited to personal work; their optional capabilities cover new requests, claiming/bidding, messages and workplace reports. Their schedules, existing records, notifications, required warnings, account recovery and real clock punches remain available. Manager roles additionally control team tools within permitted warehouses. Administrator roles have a company-wide workspace and configurable company changes plus team tools. A role cannot add capabilities from a different workspace type; only an owner-authorized account access change can grant administrator status. Ownership, reviewer/self-review protections and warehouse boundaries are never bypassed by a role.

To edit a default, choose Edit role on its card, review the permissions and save. To create a custom role separately, choose Create role, pick its workspace type, name it and select its capabilities. Recommended manager templates are starting points for reusable roles. To assign a role, choose it under Access level when adding a person or editing access. Permission checkboxes belong to role creation/editing, not to a person's assignment.

Permissions are grouped by the tools they control: people and qualifications, scheduling, timecards and requests, pay and leave, warnings and reports, communication, company administration, and personal work. Only groups available to the chosen workspace type appear. A navigation section disappears when none of its pages are available to the role; personal records and protected account actions remain available.

Under People & assigned roles, search by name or username and press Search or Enter. Role, workspace and active/inactive filters apply together and selecting a filter refreshes the list. Filters apply across the company before the 30-person page limit, so counts and page buttons describe matching people. Clear restores the full list. The company owner and retained individual access have separate role filters. Filtering changes only the list, never account access or role definitions.

Selecting a change permission also grants its corresponding read permission. The permission does not override warehouse boundaries, protected history, self-review restrictions or company-administrator-only controls. Revoking sign-in from a final warning also requires people management permission; warning-edit access alone is insufficient.

Qualification management covers expiration dates as well as award selection. Contact-only edits preserve awards when they are not submitted. Revoking/deleting a manager, saving them as inactive, or revoking access from a final warning requires active timecards to be closed and future assignments to be reassigned or cancelled first. No automatic clock-out time is invented. Revoking a pending manager invitation cancels its unused future first draft; recorded work and published assignments remain protected.

Starter suggestions are Shift supervisor, HR specialist, Safety officer and Auditor. They are templates to review and save, not universal job descriptions. Auditor has read permissions without edits. Creating an employee still needs scheduling permission because creation includes the first draft shift; setting a rate or changing awards also needs their respective permissions.

What changes when a role changes

Changing role assignments invalidates affected accounts’ older sessions; updating a role invalidates its followers’ older sessions. Retained individual overrides do not follow later role edits. A missing or mismatched role grants no team permissions instead of falling back to unrestricted access. Administrator workspace visibility remains company-wide, while its configured capabilities control eligible team actions and company changes. The protected owner always retains full authority.

In Management workspace → People & availability or a manager’s People & availability, create the employee before publishing their assignment.

Create an account and first draft

Account fields: full name, employee number, job title, home warehouse, department/work-area information where applicable, username or invitation email, password/confirmation for direct credentials, initial hourly rate/effective date, qualification awards and first draft shift. Employee numbers and sign-in identities must be unique within the company. Contact and emergency-contact fields describe the person; they do not establish qualifications or working availability.

Review the first shift

First draft shift is required. Choose the active home warehouse and valid work area, start/end dates and hours, optional planned lunch and qualification. Creating the account and first draft is one saved operation. If validation fails, neither half should be left behind. The shift appears in the corresponding planner date/warehouse after a successful save, but employees cannot see it until it is published.

Account details returns to the first step without losing your planned shift hours. When a final save reports an account-field error, the editable account fields reopen and the first draft is retained for your next attempt. Discarding the form saves neither the account nor the draft.

Edit an existing account safely

For an existing employee, username and recovery email are read-only in this editor. Send password reset link queues a private, expiring, single-use link to their current recovery address; sending it does not change the password immediately. An account without a recovery email must add and verify one from Your profile first. Managers cannot replace an accepted employee’s password or recovery email here. Pending accounts are managed through Invitations instead.

Send login to email is optional where offered. It requires a valid email and a working outgoing mail service. An account can be saved even though delivery processing still needs attention; verify the email/send result rather than assuming the person received the credentials. Email invitations use their acceptance link to finish account setup.

Verify the result

After account creation, the planner opens on the first draft's date. The confirmation identifies that the account and draft were saved; publication remains a separate review.

Use the row’s primary profile/availability action and its actions menu for edits, rates, PTO and account access. Deactivate an employee after closing active timecards and reassigning/canceling future shifts. Historical records can block permanent record deletion; preserving the account history is intentional.

Employee Profile shows personal account/contact information and onboarding details. Managers/administrators do not have a meaningless editable employee-department field on their personal profile. Company administrators open a manager’s HR checklist from People & access, with a visible verified-item count. Review the employee onboarding checklist before their first working day; completion of account fields alone is not evidence that every HR task was performed.

Open a person’s Verification / onboarding action in employee operations to review the hiring checklist. Company administrators review manager onboarding when those controls are available. A manager cannot verify another manager, and nobody can verify their own checklist.

What each check means

Checked means the reviewer attested to that task. WorkGrid does not independently validate a passport, determine legal work eligibility, submit a tax form or validate a bank account. Saving the checklist does not pay the person or automatically publish a shift.

Save and handle conflicts

Changes record whether the item is verified, the reviewer and the review time. Unchecking an item also records its changed state; unchanged items keep their existing review information. Saving increments the checklist version. If someone else edited it, reload the newer version rather than overwriting their review. The before/after states are audited.

Documents and actual payment details are kept outside this checklist. Do not paste identity documents, tax identifiers, bank account details or secrets into notes/messages. Profile phone and emergency-contact fields are ordinary contact data: phone/emergency phone accept up to 50 characters and emergency-contact name up to 120. Those fields do not replace the external HR/payroll verification process.

Company administrators choose what new managers inherit: company defaults, a selected configured manager, or the first configured warehouse manager. If the chosen manager source is unavailable/unconfigured, company defaults are the fallback.

What defaults copy

Defaults include calendar view, standard start/end and lunch times, pickup premium and notification ordering. They fill new shift forms; they do not override an individual shift you edit. Existing managers keep their saved preferences when the company changes the source for future managers.

Personal versus company configuration

Managers use Profile → Scheduling defaults during setup and later when adjusting personal planning preferences. Shared appearance, pay policy, warehouses, areas and qualification catalog remain company settings. Inherited defaults do not copy passwords, warehouse permissions or another person’s account identity.

Reading the counts: status totals cover all requests you can access in the selected date range. Category totals follow the selected status (Needs review or Archive for reviewers). Search narrows the displayed list without changing those totals. Personal status badges include every page; the history controls show the matching-record total and the current page.

Availability describes a person’s normal or temporary working windows. A published shift is an actual assignment. Changing availability does not automatically remove an existing assignment.

Request types and review

Report missing work

If an assignment ended without a timecard, Report missed time on Home opens a report tied to that assignment. Describe actual work and lunch. The reviewer uses Add missing timecard on the request and verifies the actual punches. Once saved, the request links to that timecard with Open timecard; the reviewer can then approve the request. Reporting alone does not create work or approve earnings. If a timecard already exists, use Request correction in My Time. Personal and management history show the same review state; Clocked out is distinct from payroll approval.

Shift drop requests are available only before the assignment starts. A started shift shows an unavailable explanation. If the shift starts while a drop form is open, the form keeps your reason and blocks submission; contact your reviewer about any correction instead.

Use Needs review for undecided items and Archive for completed decisions. A request’s status is shared across reviewers. Keep the original assignment until the system confirms an approved drop/swap. Pending requests are not permission to miss work.

Propose a shift swap

Propose a shift swap: from your future published assignment, choose Swap. The search initially covers 31 days from that assignment’s start date. Adjust Shifts starting from and Through, then choose Find eligible shifts (up to 93 days at once). Dates refer to the company’s local start day, including overnight work. WorkGrid checks both employees’ availability, qualifications, leave, overlapping assignments and required rest. Each batch checks up to 50 candidates; Next results can find more matches even when the current batch is empty. Previous results returns to an earlier batch. Choose a coworker and their eligible shift, optionally add a message, then Send proposal. Paging and retrying preserve your message. Your current assignment remains yours until your coworker accepts and the responsible manager approves; eligibility is checked again before the exchange.

Set working availability

Use Set availability for a temporary date range or Add a pattern for repeating weekdays. Choose Can you work?, and enter hours when available. Recurring requests need at least one repeat day; Weekdays, Every day and Clear days are shortcuts. Unavailable requests apply to the whole day and do not require hours. Submit availability sends a request for review; it does not immediately change approved availability.

Recurring availability specifies weekdays and times within a valid date range. Temporary rules take priority on matching dates. Every unavailable window in the applicable mode blocks overlapping work. When available windows exist, their combined coverage must cover the shift without a gap; adjacent windows can join. Overnight assignments are checked on each covered date in the company timezone. Having no matching rule is different from a rule explicitly marking the time unavailable.

Who reviews the request

Reviewers cannot approve their own requests. Company administrators review manager requests; warehouse managers review eligible employee requests. A restricted management account without review permission can still submit and track its own requests, but cannot read the full team review queue. In My work → Requests, managers can cancel their pending requests; they cannot review their own requests. The status/category controls and list filters describe the same personal request list.

Submitting time off does not spend PTO immediately. On approval the reviewer enters Paid hours per selected date and checks the requested dates that should receive PTO. Zero paid hours approves entirely unpaid leave. If paid hours are positive, select at least one paid date. Changing the decision to Denied disables the PTO controls and submits no paid-time allocation. Positive paid time reduces the person’s PTO balance through the audited PTO ledger.

Paid dates and limits

When a selected date has scheduled work or approved available working windows, paid time is capped to its eligible minutes. Available windows are combined without counting overlapping minutes twice; unavailable intervals are removed. Temporary rules override recurring rules for that day. Planned unpaid lunch is excluded from scheduled eligible minutes; a paid-lunch policy changes that calculation. If no schedule or working pattern exists yet, the reviewer can explicitly select the paid dates and apply the entered hours. Dates are never automatically paid simply because they fall within the range. Every date in approved leave is recorded; unselected dates have zero paid minutes and remain time off. The form shows the maximum proposed PTO hours before existing shorter workdays/lunch reduce them; approval records the actual paid total.

Resolve existing assignments

Overlapping approved leave is rejected. Insufficient PTO or a date supporting finalized pay blocks an incompatible approval. A shift with pending edits, a timecard or work that already started must be resolved through its appropriate controls before leave can release it.

Check replacement coverage

For future affected assignments, approval cancels the original assignment. A published employee assignment generates a matching replacement open offer; a draft is not silently published as a replacement. Manager assignments do not generate employee open offers: the company administrator reviews manager coverage separately.

Replacement-coverage alerts stay separate from the completed leave review. They go to scheduling reviewers for each affected warehouse and open Staffing & coverage. Manager-coverage alerts stay in company administration and open the manager schedule.

Review the resulting coverage shortage and offer list after approval. The offer is unclaimed work, so demand remains unfilled until someone eligible claims/is assigned. The employee receives a decision notification, and obsolete review notifications for the request are marked read across reviewers.

Managers plan employee assignments in Schedule planner. Company administrators can use employee planning within Management workspace and manage manager assignments separately. Company home summarizes each warehouse's valid work areas, active managers, drafts/pending edits and published open offers for today through the next six days, plus older running punches that need review. These are review indicators, not a claim that every staffing target is filled. Open operations selects the indicated warehouse; normal server-side permissions still apply. Employees’ Schedule contains their own published assignments.

Copy a published week

Copy a published week: click Copy week in Schedule planner (or Manager schedule for manager assignments). Select one warehouse and different source/target Mondays, then Copy drafts. The copy includes up to 200 published planned assignments and open offers starting in that source week. It keeps company-local start/end and lunch times, work areas and qualifications. Historical timecards, canceled work and drafts are not copied; publish or discard pending source revisions first. Assigned copies have no pickup premium; copied unassigned offers retain their offered premium. Availability, leave, qualification, rest and overlap checks run again. If any assignment fails, the whole copy is canceled with an explanation. The source stays unchanged, and retrying the same successful request does not duplicate its shifts. The target week opens for review; publish through the normal controls when ready.

Rest between assignments

Rest between assignments: open Scheduling rules beside the planner controls. Company administrators can set Minimum rest between shifts (hours) from 0 to 48; warehouse managers can read it. 0 means off and is the initial default. The rule compares actual elapsed time between planned end/start times across all company warehouses, including overnight assignments. An exact minimum is allowed. New assignments, edits, publication, swaps, open-shift eligibility and claims use the same rule. Raising it does not rewrite existing assignments or timecards, though later edits/publication must pass current checks. It changes neither overtime nor pay, and it does not automatically clock people out. The company chooses its appropriate policy.

Roster and calendar views

Roster layout: click Roster in the employee Schedule planner for a weekly people-by-day matrix. It shares date selection, department/status/search filters and shift editing with Calendar. Visiting employees with visible assignments stay identified. Open offers have their own row. Overnight assignments appear on both affected dates; the continuation is the same assignment, not another shift. Use Calendar to return to Day/Week/Month.

Planner controls: date/week navigation, Day/Week/Month switch, search, warehouse, department and employee filters, Dates/Times controls and shown-shift count. Filters change what is displayed; clearing them does not delete shifts. A draft created on another date or warehouse may be outside your current view.

Create and publish an assignment

1. Click Create shift. Choose employee(s), warehouse and work area.
2. Set the start and end date/time. Overnight work needs the next date as its end. Choose a valid qualification and optional hourly pickup premium.
3. Enter both planned lunch start/end or leave both empty. Lunch must be within the assignment.
4. Save draft stages the assignment privately. Editing a published employee assignment can create pending changes while preserving the published version for employees.
5. Use Validate & publish. Review conflicts and coverage; fix invalid assignments.
6. Click Publish schedule to make the staged assignments/changes effective. Employees receive schedule updates and published assignments contribute to coverage.

Validation checks active people/warehouses, overlapping assignments, availability, approved leave and required qualifications. Qualification choices come from the company catalog and eligibility uses the person’s awards and expiry dates. The server is the final authority even if a form looked valid when opened.

Published assigned shifts support coverage outside planned lunch. Drafts, pending revisions and unclaimed open offers should not be mistaken for staffed people. Once a shift has a timecard or supports finalized earnings, change the source through allowed correction/adjustment workflows rather than rewriting or deleting its historical assignment.

Date boundaries and historical work

Calendar limits: shared schedule/week/month/pay pickers begin at the company's creation date in its timezone. Earlier dates/months are disabled; the first partial week/month remains available. The Previous control stops before that first period. A week hover or keyboard focus highlights every day from Monday through Sunday; pay-period previews follow the company's effective weekly, biweekly, semimonthly or monthly schedule, including effective-date boundaries. Date-range fields preview all intervening dates. A preview is navigation, not a saved assignment.

New work is prospective: a new assignment, first draft, staffing target, changed assignment or publication must start on today's company-local date or later, and its work window must still have time remaining. Today is available for ongoing coverage; an already-ended window is rejected. Existing past work remains viewable. Canceling historical work and authorized timecard corrections are separate controls; do not invent historical shifts to repair punches. A field-specific error identifies the rejected start/window.

Company administrators use Manager schedule to plan/publish warehouse-manager assignments. Managers see those assignments in My work, not as employee rows in their own team planner. Company administrators have no personal assignment row.

Publish manager work

The first manager draft is created with the account. Open its date/warehouse and click Publish shift when ready. Schedule a manager and Edit assignment offer Save & publish to update My work immediately, or Save draft to retain a private assignment for later publication. The manager’s warehouse must be one of their accessible locations. Employee-work-area staffing is separate from manager coverage.

Reuse shift templates

Templates store a reusable shift pattern: warehouse/work area, local start/end, overnight setting, planned lunch, qualification and pickup premium. Saving a template from an existing shift does not publish new shifts or lock in that employee forever. When applying the pattern, review the new date, selected people, current availability and still-valid qualifications. Choose Use template in the template’s warehouse, set the new date and select employees. Adjust this assignment exposes the saved warehouse, work area, hours and other options. Publish assignments publishes immediately by default; clear the publish checkbox to use Save draft instead. The planner moves to the assigned date after saving. A saved template can become outdated when an area or policy changes.

Read coverage by interval

Coverage by time: expand this section on a requirement to see each interval between assignment/lunch boundaries, the published assigned headcount and any shortage. The track is a summary; its text list provides exact times and counts. Counts exclude unassigned offers and drafts and use the same calculation as the minimum shown above.

Editing a requirement: the existing coverage target keeps its identity. Saving changes does not edit or cancel previously created shifts or offers. Review those assignments separately and publish any schedule changes when ready.

Create a staffing target

Click Add requirement. Select Warehouse and the department/zone work area, fill From and Until in Coverage window, enter Required employees, then Save changes.

This creates demand only. For example, a requirement of two people from 08:00 to 12:00 means two assigned published employees must cover the entire interval. A person present for only part of it does not satisfy the minimum for the missing portion. Planned lunches can expose an otherwise hidden shortage.

Use Coverage gaps to focus on shortages. Edit target changes real demand; do not lower it merely to hide a staffing problem. Assign a known available employee in the planner when appropriate, or offer the remaining employee work.

Offer the missing work

The coverage gap’s Add open shift action builds the fixed missing work. It uses the requirement’s warehouse/area, uncovered times, qualification and applicable source details. For a gap already underway, new offers start five minutes from now (rounded up to the minute) and cover only remaining work; they cannot recover earlier uncovered hours. Expired gaps create no offers. The coverage flow should not ask you to redesign the warehouse or work area. Review the fixed offers and use Publish open shifts. Existing offers are accounted for to avoid repeatedly producing duplicates, but are not counted as people on site.

Verify actual coverage

After a claim/assignment, check the corresponding planner date and return to Coverage gaps. If a shortage remains, inspect the exact time/lunch gap rather than assuming a total daily headcount is enough.

The Open shifts board offers unassigned published employee work. The standalone Create open shift form is for defining a new offer; the coverage-gap action uses fixed demand details. These entry points have different jobs but both create an unassigned offer.

Publish an offer

A draft offer remains private until publication. A published offer appears on the open board. A claimed/assigned offer stops being open and becomes a published assignment in the employee schedule/planner, preserving its pickup premium.

Warehouse policy

Warehouse policy: Company administrator → Open shifts → Open-shift policy starts at Home warehouse only. Only offers in the employee’s active home warehouse appear and can be claimed. An administrator can explicitly choose Any active company warehouse. Recommendations and eligible email alerts follow the same rule; employee email warehouse filters can narrow it further. Turning cross-warehouse offers off does not cancel already assigned work at other warehouses. A direct claim request cannot bypass the rule. Managers may assign cross-warehouse work within their authorized access; their authority to assign is separate from an employee’s right to claim.

Work away from a home warehouse

Visiting employees: when someone claims permitted work away from their home warehouse, the work-site manager can see that assignment in Schedule planner, count it toward coverage, and review/correct its timecard. The employee’s name stays on the work record even when their account is outside that manager’s personnel roster. Keeping a visiting assignment during a shift edit does not authorize unrelated account, qualification, rate, availability or payroll changes. Work at other unauthorized warehouses remains hidden. Timecard correction and shift-drop requests go to the work-site reviewer; a swap needs access to both work sites. Home-warehouse managers continue handling company-wide availability and leave requests. Approved drop/swap history stays attached to its referenced work sites. Finalized pay still protects its supporting work history.

Eligibility and claiming

Eligibility includes: an active employee/work profile, company/warehouse rules, no overlapping assignment across warehouses, approved availability/leave, explicit qualification and work-area qualification valid through shift end. The board uses server-provided eligibility and the reason when someone cannot claim. Expired awards and overnight conflicts matter even when the old same-day client view would have allowed a claim.

With direct claims enabled (the default), employees click Claim shift only after reviewing the hours, warehouse, area and premium. The server locks/rechecks the offer. If another person claimed it first, it returns a conflict rather than assigning it twice. An offer with unpublished pending edits cannot be claimed. A shift that already ended cannot be claimed.

When bidding is enabled, Submit bid replaces Claim shift and Review bids replaces the offer's primary Find coverage action; see Shift bidding. Managers can otherwise use Find coverage → Assign for an eligible employee. A real claim notifies eligible management reviewers. Managers and company administrators do not claim employee open shifts for themselves. An ignored offer is a personal choice to hide/de-emphasize it; it does not cancel the company’s offer for everyone.

Unfilled-offer reminders: When the server scheduler runs, WorkGrid checks every fifteen minutes for published, unassigned offers starting today or tomorrow. Management gets one reminder per offer for tomorrow and a fresh reminder on its start day. Suggestions list up to five eligible employees, with the lowest gross scheduled hours in the company’s local Monday-start workweek first. An overnight assignment contributes only the part inside that week; these suggestion totals include scheduled lunch, while paid-hour caps use the company’s lunch policy. The offer’s warehouse policy and reviewer access still apply. No eligible person is a signal to review the shortage, not an automatic assignment. Use Find coverage → Assign, or Review bids when bidding is enabled. A person must still be selected and revalidated before the schedule changes.

Bidding is off by default. It changes how employees pick up published open work: interest is submitted first, and a manager chooses an eligible candidate. Submitting a bid does not reserve the offer, create an assignment, fill a coverage gap or permit clock-in. Managers and administrators cannot bid for themselves.

Company administrator → Open shifts → Open-shift policy controls these fields:

When bidding is on, People & availability → Edit includes Seniority date (optional). Use the verified employment/seniority date, today or earlier. WorkGrid does not infer tenure from account creation. Recorded earlier dates rank first; missing dates rank after recorded dates. Equal/missing dates use bid submission time, then bid identifier as a stable tie-breaker. Changing a date or policy changes current review order; it does not undo an award already made.

Employee flow: open an eligible offer and select Submit bid. Review warehouse, work area, times, lunch, qualification, hourly pickup premium and priority rules; optionally enter a note of up to 500 characters. Confirm Submit bid. The offer remains unassigned. View your bid opens a pending bid, where Withdraw bid removes your interest. Repeating a pending submission does not create another bid or send duplicate submission notices. A withdrawn/declined/closed bid can be resubmitted while the current offer still accepts bids; resubmission gets a new submission time. Employees see only their own bid, not coworkers' bids or notes.

Current eligibility: when a cap is configured, the offer list checks the same planned weekly-hours cap used on direct claims, bid submissions and awards, alongside availability, qualifications and overlapping assignments. Bid details explain a current restriction and prevent a new submission; an existing pending bid can still be withdrawn. Eligibility and the hours projection are read again when the offer is opened. A newly changed schedule or policy may still cause a claim, submission or award to be rejected; refresh the offer and follow the displayed reason. A page of offers loads existing assigned shifts and effective pay policies together, rather than querying them again for every offer.

Manager flow: Open shifts → Review bids shows 25 candidates per page, priority details, affected weekly hours, current status and eligibility reason. Review all pages as needed. Award opens a confirmation; Award & publish shift rechecks the account, company/warehouse access, availability, approved leave, overlapping work and qualification validity through shift end, using current data. If projected overtime needs approval, check Approve the projected overtime for this award. You cannot override a failed eligibility check or the configured hours cap with that checkbox.

Choosing someone below an eligible higher-priority pending candidate requires a reason of at least 10 characters (up to 500). Decline requires a reason of at least 3 characters (up to 500), records the reviewer/time and informs that employee. Both decisions are audited. A read-only scheduling permission can review the list; awarding/declining requires scheduling-management permission and the relevant warehouse access. A field error or stale-offer conflict leaves the confirmation form available for correction; refresh the review if another person changed the offer.

Hours projection: planned assignment time is split at company-local midnight and Monday workweek boundaries, including overnight and daylight-saving transitions. Existing noncancelled assigned shifts (including new drafts) plus the offer contribute; planned lunch is deducted when unpaid under the effective policy. Current published terms are used for assignments with a pending revision. A cross-week offer is checked against each affected week. The cap limits employee open-shift pickups, including direct claims and bids. It is not a universal limit on every manual scheduling action. The overtime check is a planning estimate; actual worked time and effective pay policy determine payroll. Fixed midnight workdays/Monday workweeks and the documented meal-policy limitations still apply.

Award outcome: the winner becomes the published employee assignment, keeping the hourly pickup premium. It appears in the planner and employee schedule and contributes assigned coverage. The winning employee receives a schedule update; other pending candidates are closed and notified. Managers' obsolete bid-review notices are marked read. A second attempted award is rejected, protecting the single assignment.

Bidding closes at shift start, assignment, cancellation or while unpublished edits are pending. Publishing changed offer terms closes old pending bids and informs candidates; they must review and bid on the changed offer again. Deleting an offer closes its interest. Disabling bidding cancels pending bids and restores direct claims for available offers; existing assigned shifts stay assigned. Managers retain ordinary authorized scheduling controls for new assignments and changes to offer terms. Assigning a published open offer requires the bid award flow while bidding is enabled; the editor cannot bypass its priority, hours cap or overtime checks. No automatic highest-seniority award runs in the background.

Employees use their home/workday controls; managers use My work for their own administrator-published manager assignment.

Record work and lunch

1. Select your published assignment and click Clock in when you arrive within the allowed window.
2. Click Start lunch when beginning your actual lunch.
3. Click End lunch when returning. An unfinished lunch must be completed before a valid clock-out.
4. Click Clock out when finished.

Logging out does not clock you out. If your assignment has ended and your timecard is still open, WorkGrid shows a reminder. Record your real finishing time; request a correction if you missed the punch. A timecard open for more than 24 hours needs review when closed. Managers need a current scheduled assignment to keep making team changes, even when an older timecard is still open.

When scheduling work, an existing suggested lunch follows changes to shift hours while keeping its duration. Use suggested lunch places a 30-minute lunch when none is entered, or centers the existing duration within the shift. Editing either lunch field switches to manual times; later hour changes preserve them. Clearing lunch is respected. This schedules a plan, not a recorded lunch punch, and does not change company meal rules.

The default clock-in window is 15 minutes before through 60 minutes after the assigned start, and always before the shift ends. A company administrator can configure early allowance from 0–240 minutes and late allowance from 0–720 minutes. The current effective policy determines the window.

You cannot clock in twice at once, start another lunch while one is open, end a lunch that never started, or clock out without an active work session. Planned lunch is a schedule/coverage expectation; actual lunch punches control worked-time pay calculations. Company paid-lunch rules determine whether the recorded break contributes to paid time.

Out-of-window/no-assignment attempts are rejected and can alert the appropriate reviewer. A manager should fix the assignment or record an authorized missed timecard using actual times. Do not create an unrelated shift simply to bypass the rejection. Repeated clock actions use a retry key to avoid duplicate successful punches.

Clocking in online is currently required; do not assume an offline screen captured a punch. GPS runs while the browser is visible. Its timecards require an authorized reviewer to confirm actual hours using the audited correction form before payroll approval. Browser coordinates can be spoofed and do not prove presence.

Company owner → Warehouses → Clock-in methods. Enable one or more of Clock-in button, GPS arrival and Tablet QR kiosk. Button clock-in is on by default; GPS and kiosks start off. The owner can combine methods, for example button + kiosk. Other administrators can inspect these choices; only the owner changes them or pairs/revokes tablets. Maps address suggestions remain ordinary administrator configuration. The server rejects disabled clock-in methods even if somebody manually submits a request. Existing work can still finish lunch and clock out using regular controls after a method is disabled.

All methods require an active work account/profile, an assigned published shift and the configured early/late window. The window closes when the shift ends. The time is the server’s time, not the device’s time. Company administrators have no personal clock badge or work shifts. Warehouse managers can scan their badge for a manager assignment.

Pair a warehouse tablet

Pair a tablet: enable Tablet QR kiosk and save. Choose Pair tablet. Enter a tablet name (1–80 characters), choose one active company warehouse, and set expiration between 1 and 90 days (the form starts at 30). The private pairing link is shown once. Copy it and open it on the intended tablet. The first browser to open it receives a private HttpOnly cookie that binds the pairing to that browser and warehouse. A copied pairing link then cannot pair another browser. The token is removed from the visible URL. The browser retains the pairing credential locally; the server stores only its hash. Keep the tablet locked to authorized use and do not share its private link. Hosted camera access requires HTTPS. A localhost preview is different from an insecure hosted HTTP page.

Open a current personal badge

Personal badge: employee or warehouse manager → Settings → This device → Your QR badge, or the Your QR badge shortcut in My work/Home. Show the current code on the phone. It expires after two minutes and refreshes while the page is visible; printed and old downloaded copies expire. The QR contains a random badge credential, never the sign-in password or a roster. It belongs to that active account in that company. Replace badge invalidates all previous copies. Password/access/permission changes that invalidate the account’s session version invalidate its earlier badge; opening the badge again issues a current one. A badge is a credential: somebody with a copy could present it, so keep it private and replace lost copies. It does not prove who is holding it.

Scan at a paired tablet

At the tablet: select Clock in, Start lunch, End lunch or Clock out, then choose Start camera. The tablet camera scans each person’s badge. Hold it inside the frame and wait for the green named confirmation. The selected action is explicit; the app does not guess clock-in versus clock-out. After changing an action, remove the badge and present it again. Continuous frames of the same badge are suppressed so holding it up does not generate repeated requests. Pause camera, hiding the page and leaving the page stop the camera. Camera frames are processed locally; only the decoded credential/action is submitted to WorkGrid.

Clock-in selects that person’s published assigned shift at the tablet’s warehouse within the current clock window. It never claims an open offer or publishes a draft. Lunch and clock-out require an open work session at that tablet’s warehouse. A running lunch must be ended before clock-out. An already clocked-in person cannot create a second active timecard. Scan operations use the regular time-clock transaction, workweek locks and audit history, with kiosk recorded as their source.

If Clock out, Start lunch or End lunch says you are not clocked in, no open timecard exists. Clock in first, or ask a manager to correct missing actual work. If your active timecard belongs to another warehouse, use that warehouse’s tablet or ask a manager for help; the tablet cannot move your work to its own warehouse.

Check the saved punch and retry safely

Connection and retry: scans require a live connection. A paired tablet authenticates scans with its private token and browser-bound device cookie, independently of the normal login session. Leaving the page idle between shifts does not require renewing its login-page token. Pairing expiry, revocation and disabled clock-in methods still stop scans. If the server’s confirmation is lost, Retry the last scan reuses its action key. A successful earlier request is returned without another timecard, lunch or clock-out. A request that never reached the server is evaluated at retry time, so it can be rejected if the clock window has passed. Offline work is not backdated or queued. The tablet pauses scanning while offline or while a scan needs a retry.

Retry and revoke safely

Revoke tablet stops new scans immediately, while preserving timecards and audit history. Pair it again to restore access. Expired pairing, disabled kiosk/company/warehouse, stale badges, inactive accounts, the wrong company, no matching shift and an out-of-window shift all return a specific failure instead of recording time. Unpair this tablet removes its local credential; it does not revoke a copied link at the server. The owner should also revoke the device if its credential might have been copied.

The public demo previews method settings and sample badges. It does not pair real tablets or record live work. Browser camera permission and a physical tablet still need to be checked on the company’s HTTPS deployment. The QR libraries are served by WorkGrid; no external QR service receives badges or camera frames.

Use Record attendance to record what happened to an assigned person. Company-level Team warnings lists managers; employee attendance is recorded in Management workspace or the warehouse manager’s team. Your own profiles and company administrator accounts are excluded from this picker. Call-out can be recorded for an upcoming date; Tardy, Absent / no-show and Missed punch use today or an earlier date. Notes are optional for ordinary call-out/absence recording, but clear context helps later review.

Classify the event

This classification is operational, not a statement that a call-out is always excused under every company’s rules. The company administrator chooses automatic-warning policy. Call-outs and no-shows can release an employee assignment into replacement coverage when the selected shift/work state allows it. Manager attendance is reviewed by the company administrator; manager work must not become an employee open offer.

Check the resulting records

Review the linked shift and replacement result. Recording an attendance event is not the same as correcting actual worked time or approving payroll. Do not issue/resolve your own attendance/warning through team controls; use another authorized reviewer. A timecard or finalized pay can prevent rewriting the underlying shift.

The summary buttons filter Active warnings, Awaiting receipt, Final warnings or Follow-ups due. Open History for earlier and dismissed records. Counts cover the accessible team/account, not just the visible page. Priority first puts active final cases ahead of other pending acknowledgments; choose Newest/Oldest for chronological review. Case rows separate severity, receipt status, reason, the person's active count and the next action. Final access review remains an explicit, authorized decision.

Issue and read a warning

Issue warning starts with no recipient selected. Choose the person and level, check the recipient name beside the action, then submit. If nobody is eligible, there is no issue action.

Team warnings is the reviewer workspace. My warnings is the recipient’s own history and acknowledgment page. Their permissions and actions are different.

Levels and escalation

Default rules: no-show warning enabled; call-out, late and missed-punch warnings disabled; count window 180 days; written at the third active warning; final at the fifth. The company administrator can change the window (1–730 days), written threshold (2–100) and final threshold (greater than written, up to 200).

Configure review outcomes

Review outcomes are also company-configurable under Team warnings → Rules → Configure rules. Company administrators can rename, add or remove choices (1–20, with unique names). Each choice has a next-step behavior: record coaching only, require a follow-up date, notify another company administrator, or record that no further action is needed. These behaviors remain server-enforced; none dismisses a warning, revokes access or changes pay. Administrator review requires another active company administrator. Managers use the company's choices but cannot edit them.

Saved reviews retain the chosen name and behavior even after an option is renamed or removed. Removed choices cannot be submitted by an old open form: reopen the review and choose an available option. A custom follow-up choice still requires a date and appears in Follow-ups due. Updating a review records the current choice; its shared note is visible to the recipient. Dismissal remains a separate action requiring a written reason.

Automatic counting uses non-dismissed warnings within the configured rolling window for that person, including earlier manual warnings. Changing policy affects new automatic warnings; it does not rewrite old warning levels. An old active warning can remain in history while falling outside the current escalation window.

Each record shows who received it, level, reason, issued date/reviewer, acknowledgment, dismissal and linked attendance where applicable. Per-person counts distinguish total active, current-window active and awaiting acknowledgment. Filters let reviewers narrow status, level, role or person. A warning notification opens My warnings and the exact warning detail, including dismissed records retained in history. Attendance warning messages use this route rather than the attendance report.

Warning notifications show the current receipt/dismissal state separately from whether the notice has been read. When that state is unavailable, open the warning to check it.

Acknowledge, dismiss or review access

Acknowledge confirms receipt. It does not agree with the accusation, dismiss the record or reset the count. It marks the linked personal warning notification read. Dismiss requires an authorized reviewer and reason; the review history remains. Revoke access on an active final warning is a deliberate reviewer action with a reason. Close the person's active timecard and reassign or cancel future shifts first. WorkGrid blocks revocation until that work is resolved; it does not invent a clock-out time. Revocation then disables sign-in and retains warning, schedule and pay history. The system does not automatically terminate employment or delete the account at the threshold.

Warehouse managers review eligible employees; company administrators review managers/administrators. Self-issuance, self-dismissal and self-revocation are blocked. Owner protection and permission limits also apply. My warnings does not expose company warning-rule editing just because the person received a warning.

Warning cards show the level, acknowledgment status, a short reason preview and that person’s active count within the policy window. View details opens the complete reason, issuer and acknowledgment/dismissal timeline. A final warning can offer Review access to an authorized reviewer; it never disables access by itself. Your own Acknowledge button confirms receipt and does not dismiss the warning. Level, role and history-status filters use the searchable WorkGrid dropdown.

Timecards represent actual sessions and breaks. Use employee timecards in employee operations; company administrators use manager timecards for manager work. Company administrators themselves do not have personal timecard rows.

Filter by period/month, person, status or search, then use Clear to reset filters. A record missing a clock-out or with an unfinished lunch needs correction. Check the field messages beside the entered times and retain the error reference if the request fails.

Add or correct actual work

Add a missed timecard is an authorized correction: choose a real employee/manager and either their published assignment or Unscheduled past work, then enter actual start/end, any actual lunch and a reason. Correction time is not automatically the scheduled time. End must follow start, breaks must be inside the session, and overlapping work is not valid. When daylight saving ends, a clock-in, clock-out, lunch start or lunch end can occur twice at the same local time. Those entries show a repeated hour selector: choose the recorded UTC offset for that occurrence. Existing offsets are retained when reopening a timecard. Changing a repeated-hour lunch time requires confirming its occurrence again. Times skipped when clocks move forward are rejected; choose the actual recorded time.

Record unscheduled past work

Unscheduled past work requires an active warehouse and the actual department and zone for an employee; manager work needs a warehouse within that manager’s access. Only company administrators can record manager hours. The work must already have ended and cannot predate company creation. WorkGrid creates a published historical assignment marked Recorded work to preserve the warehouse link, together with the timecard and breaks. It is actual history, not planned staffing: reports count its worked hours without inflating scheduled hours. No employee schedule notification is sent for this correction. Select an existing published assignment instead when one overlaps; resolve any overlapping draft first. Failed validation rolls back both the historical assignment and timecard; retrying a confirmed save does not duplicate them. Correct recorded work through Timecards; normal schedule creation and publication remain prospective.

Employees submit correction requests through My Time/Requests; they cannot directly approve their own pay-supporting changes. Reviewers check evidence, correct the source and send the decision. A manager cannot edit their own manager timecard or another warehouse’s historical session just because the person now belongs to their warehouse.

Finalized history and ownership

Finalized payroll locks supporting records, including full overtime weeks that may extend outside the displayed pay period. Use an approved financial adjustment rather than deleting/recreating locked sessions. Historical warehouse ownership stays with the work: moving someone’s home warehouse does not transfer old records to an unrelated manager.

Company administrators edit effective-dated pay policy. Managers review it under Company pay policy, Read only for their authorized work. The earliest pay-cycle anchor and effective date is the company’s creation date in its local timezone. Historical policies are allowed, but a change cannot overlap a finalized pay statement or replace existing policy history that has been used. Future policies can be scheduled in advance.

Policy fields

Overtime and meal calculations

The calculation uses company-local calendar days and Monday-start workweeks. It does not yet expose configurable workday start times or arbitrary workweek boundaries. Daily, weekly and double-time components are split so the same worked second is not counted twice as two separate overtime payments. Paid leave is a separate line rather than worked time for overtime.

The supported meal check examines recorded breaks against the configured duration/deadline and can add the configured penalty line. It is not a complete jurisdiction-specific rules engine: multiple legally required meals, waiver eligibility, premium-pay regular-rate variations and all regional exceptions are not implemented. Configure supported values for your company; the product does not automatically choose correct legal rules from a timezone.

Effective dates and retained history

Changing pay frequency creates effective schedule history. Old finalized periods retain their original boundaries; overlapping statements under conflicting cycles are rejected. Company currency labels monetary amounts but does not convert existing rates from another currency.

Employee My Pay shows their own period/earnings. Warehouse managers review authorized employee payroll. Company administrators review manager pay separately and employee pay through employee operations.

Check readiness

Before approval: verify the date range, effective hourly rates and pay policy; close/correct sessions and lunches; review approved paid leave and pickup premiums. Missing rate/policy, overlapping timecards and unfinished sessions are real correction items. A running pay period is a waiting state, not a person’s mistake.

A period can finish before its final supporting overtime week finishes. The UI explains when approval opens after that week ends. Do not fabricate corrections to “resolve” this wait. Viewing the estimate remains useful while the period is running.

Calculate and finalize gross earnings

Gross earnings are calculated from actual paid seconds, regular/overtime/double-time components, attached pickup premium, approved paid leave and configured meal penalty. Amounts use decimal calculations and cent rounding. This is gross earnings; WorkGrid does not calculate every tax withholding, benefit deduction or net paycheck.

Approve/finalize saves a statement snapshot and locks its supporting work/pay history. It also credits PTO accrual when enabled. Repeating approval does not create duplicate statements or duplicate PTO credit. The warehouse selector filters the roster; your full saved warehouse permissions determine historical-pay access. A restricted cross-warehouse record shows no earnings or breakdown and remains for a company administrator. Other accessible records can still be reviewed and approved; a period containing only restricted records cannot be approved by that manager.

Export approved earnings

Export finalized earnings: in Employee payroll or Manager pay, click Export finalized earnings for the displayed period and group. Employees and warehouse managers can use Export earnings in their own approved My Pay view. Own exports contain only that person's earnings and do not require permission to view team pay. Unfinalized and inaccessible statements are excluded; an entirely unapproved period cannot be exported. The download uses the saved, immutable approved snapshot even if a rate changes later. Later approved adjustments appear separately.

The CSV includes employee number/name, period boundaries, currency, regular/overtime/double-time/paid-leave hours, their earnings, pickup premiums, meal payments, original gross, adjustments and adjusted gross. Overtime columns exclude double time because it has its own column. Hours have four decimal places and money has two; gross is earnings before deductions, not take-home pay. Text cells are protected against spreadsheet formulas. This is a generic earnings CSV, not a direct payroll-provider adapter; verify column meanings and the destination's required format before importing. Operational report CSV controls remain separate.

Adjust finalized pay

Finalized pay adjustment: a company administrator can record a nonzero positive/negative adjustment with reason, current-password confirmation and ADJUST confirmation. The original snapshot is retained, and the adjustment is a separate audit entry. A negative adjustment cannot make gross earnings negative. Another administrator must approve an adjustment for the current administrator’s own linked pay. Repeating the same successful action key does not duplicate it. The person receives a pay-adjustment notification.

A PTO balance is stored in minutes and displayed as hours. Approved paid leave reduces it. Authorized manual balance adjustments record a reason and prior/new balance through the PTO ledger; concurrent changes must be reloaded rather than overwritten.

Configure accrual

Company administrators open Company settings → PTO accrual. Automatic accrual defaults to Off.

Eligible work and calculation

When it happens: approval of a new payroll statement reads that immutable statement’s work lines. Eligible actual paid work seconds count once. Paid leave and meal-penalty lines do not earn PTO. Overtime hours are worked time, but their higher monetary multiplier does not create extra PTO hours.

Example: at 0.04 PTO hours per worked hour, 40 eligible paid work hours earn 1.6 PTO hours (96 minutes) before caps. If actual lunch is paid under the effective pay policy, it is included in paid work seconds. If lunch is unpaid, those break seconds are excluded.

Caps, fractions and policy changes

Fractional minutes carry forward for the same employee/policy. Whole earned minutes beyond a cap are not banked for a later payout; only the fractional remainder carries. Annual cap totals count credited minutes across policies in that calendar year. Year-crossing payroll groups work by the work date’s year. The system also prevents balances above 10,000 hours.

Changing a policy does not recalculate existing approved statements. A policy that has already been used cannot be overwritten on its original effective date; create a later effective policy. A new policy has its own fractional remainder. There is no automatic historic backfill of previously approved statements. Disabling accrual stops future credits under that policy; it does not remove earlier balance credits.

Reports compare scheduled/worked time, attendance, requests and earnings using the chosen month/person/warehouse filters. Review the period before comparing totals; a shift count, coverage headcount and paid hours measure different things.

Historical warehouse ownership

Account movement does not rewrite historical warehouse ownership. A manager’s current employee list is not permission to edit/delete every place that employee worked. Historical timecards and attendance use their linked assignment’s warehouse. A pay statement can include several warehouses; access requires the complete supported scope, or a company administrator reviews it.

Finalized statements and their supporting records are retained. Actions may archive access or records instead of deleting related history. You may be asked to reassign future shifts, close active timecards or remove references before deleting an operational record. A “cannot delete” message with a linked dependency is a protection, not a generic failure.

Paged histories and filters

Paged histories: Requests (including Manager requests), Employee timecards, workplace reports and Notifications fetch one server page at a time in a live company. Previous/Next shows the current page and the full matching record count. Search, status/category, order and date-range filters apply before the page is fetched, across the accessible history. Changing a filter returns to page 1; switching warehouses keeps each warehouse’s controls separate. A date range uses the company timezone: From includes the start of that date; Through includes that whole date. Expand Date range below the heading to set either or both bounds, and Clear dates removes those bounds. Timecards use their month picker and person filter without a second date-range control. Choose a different month to review another month.

Category/status counts and unread notification badges come from server totals, rather than counting only the visible page. Notification links can retrieve the specific related request even when it is on another page. Mark shown as read affects the displayed unread notifications, rather than silently reading later pages. An empty result can mean the filters exclude a saved record—check date, warehouse, group and archive/trash state first.

Personal time and conversations

Personal time: employee My Time and manager My work → My Time fetch 25 timecards, lunch intervals or attendance events per page. Each tab/month keeps its own page. Summary counts, daily charts and worked/lunch totals cover the whole selected month, including overnight records crossing its boundaries; they do not shrink on later pages. The server aggregates one person's selected month and batches lunches, rather than downloading the company's entire history. Manager My work → My requests also filters/pages only that manager's own requests.

Conversations: the people directory loads the latest message and full unread total per conversation. Selecting a person loads the latest 50 messages; Load older messages retrieves the next page and preserves your reading position. Opening the conversation marks that sender's direct-message notices read across pages; unrelated announcements stay unread. Support case search/status/folder filters run on the server; Load more conversations adds another page, and the heading shows the full matching count. Older messages in the selected case have their own control.

Loading limits

Operational loading: daily dashboards request current/attention timecards rather than all history. An attention queue over 100 records displays its limit and a link to Employee timecards for the full paged list. Reports calculate aggregates on the server; schedule preparation uses the selected date window. Rosters/catalogs and available open offers are operational choices that may still be loaded together so filters and forms have complete options. The demo uses local sample lists; it does not model every production pagination or concurrency behavior.

A failed platform message, support reply or WorkGrid announcement can be retried with the same content and destination without duplicating an already accepted send. Editing the draft creates a new request key. If an older client reuses the original key after changing the content, conversation or audience, WorkGrid reports a conflict instead of claiming the edited message was sent. Reload the conversation or announcement history to check what arrived before sending again.

Choose the right channel

Company messages

Company Messages: choose a recipient, type the message and send. Search/grouping helps find the person. The conversation opens to its messages and response composer. Sending produces the appropriate notification; failed sends keep your draft. A message is not an approved schedule request.

Private workplace reports

Private reports: provide a title (up to 160 characters), details (up to 5,000), reviewer group and optional subject. A manager-directed report goes to eligible active managers for the reporter’s warehouse; an administrator-directed report goes to active company administrators. The named subject cannot receive/review it. If no eligible reviewer is available, it is saved privately as awaiting review rather than exposed to an unrelated reviewer. Review permissions do not override subject exclusion.

Company administrators maintain the report-category catalog with structured entries. Categories organize reporting; they do not automatically make a report public or route it to everyone. Reviewers change eligible reports through Open, Reviewing and Resolved and can record a response. These reports are separate from WorkGrid technical support cases.

Platform-created first assignments: the account wizard saves the account and its first draft together. For a manager, the company administrator reviews/publishes it in Manager schedule. For an employee, review/publish it in Management workspace → Schedule planner. A saved draft remains hidden from that person until published.

Company administrators use platform support under their Messages/support area. Platform administrators use Support inbox for company problem tickets. The platform inbox defaults to Oldest tickets first, ordered by when each ticket was opened, across companies. The ticket number is a permanent reference, not a queue position. Order switches to newest tickets or recent activity; Category filters Setup, Account, Technical or General; View switches between the ticket queue and company groups. Folder/status tabs remain available. Company administrators retain their recent-activity conversation list.

The colored category, ticket number, company logo/name, status and opened date identify a ticket at a glance. A subject that simply repeats the category is hidden; a specific issue description remains visible. In the platform overview, amber means tickets needing review, teal means company setup is unfinished, and blue means support is waiting for the company.

Open the right case

Create a ticket with category Setup, Account, Technical or General, a subject up to 120 characters and message up to 2,000. Choose an existing ticket for an update instead of opening duplicate conversations for the same issue.

Status and folders

Opening/reading a conversation updates read state for that side and immediately clears that ticket’s unread badge in the platform list. Opening an active ticket from Overview returns to its inbox context, even after you previously viewed Trash. Archive/Trash actions and reply availability follow the selected ticket’s saved folder. Rapid ticket switching discards older responses so they cannot replace the current conversation. Failed status changes display the server’s reason and allow a retry; refresh if a version conflict says another person changed the ticket. Search accepts the company, issue description or a ticket reference such as #123.

Support-case status Waiting for WorkGrid means your message is awaiting support. Your reply needed means WorkGrid has answered and is waiting for you. The case stays Resolved until a new reply reopens it. Empty reply boxes are neutral until you type or attempt to send.

Reply and verify delivery

In a company support case, click Reply beside the case actions to focus the message box, then Send reply. If the conversation is in Trash, restore it before replying. The case panel scrolls as one conversation, with its case heading kept visible.

Opening/reading a conversation updates read state for that side. Replying appends a message; it does not replace earlier text. A company reply makes status Open; a platform reply makes it Waiting. A new reply restores the conversation to both sides’ inboxes, clearing archive/trash flags. The platform can explicitly change Open/Waiting/Resolved.

Archive, trash and restore

Archive/delete placement applies independently to the company side and platform side. Moving your conversation to Trash does not erase the other side’s conversation. Folder/status edits use a version check; reload when another reply/change made your version stale. Company administrators receive a notification when platform support replies.

Unread badges belong to their own workspace. Company account notifications include personal decisions, manager work and company/platform announcements. Employee review items such as New availability request belong to Management workspace for company administrators, and the accessible review workspace for warehouse managers.

Open the saved record

Open the linked request, schedule, conversation or warning record to review its saved state. A notification is a shortcut; the underlying saved record determines whether an action is still possible.

Shared review state

Shared request decisions: approval/rejection resolves the request and marks its unread review notifications read for all reviewers. If another manager or the administrator already handled it, you should not keep a stale “needs action” badge. The decision remains in request history. Your tab receives updated counts on its next refresh/poll; this is not guaranteed instantaneous live push.

Schedule updates: notifications can be combined rather than generating an endless new item for each edit. Review the assignments on Schedule; the body may summarize multiple changed shift IDs. Warnings: acknowledgment marks the linked warning notification read but does not dismiss the warning.

Read versus revoke

Read versus revoke: marking read keeps the notification/history. Deleting your own notification removes that notification. Sender revocation removes delivered announcement notifications for the selected recipients and records their revoked delivery state. Email already delivered cannot be recalled by deleting an in-app notification.

WorkGrid platform announcements have a distinct origin/color treatment so they can be distinguished from ordinary company notifications. They still respect selected recipients; their branding does not imply an urgent system failure.

Authorized company senders create a title (up to 160 characters), message (up to 2,000) and audience. Warehouse managers target eligible employee audiences in their warehouse scope. Company administrators can target employee, manager or broader company audiences, or an eligible individual where the form offers that option.

Audience and delivery

An individual must have an active sign-in account. A broad audience is resolved at send time; later account creation does not mean that new person automatically received the old notice.

Inspect and revoke delivery

Use the sender’s Sent / Archive / Trash organization and View content & recipients to inspect the saved content, recipient list and sent/revoked state. Search/sort/filter identifies people. Per-recipient Revoke removes that person’s linked in-app notification and records revocation.

Limits of revocation

Older notices may have no recorded recipient links. The UI cannot reliably enumerate or revoke recipients it never tracked; it should state that limitation. The platform’s resend capability is described separately below; company recipient revocation should not be mistaken for a general “undo email” feature.

Open notification settings from your employee account. These alerts are employee-only because company administrators have no shifts and managers do not claim employee offers.

Choose your preferences

Eligibility and delivery

An email requires an active company/account, published unassigned offer, no pending edit, future start, matched preferences and current eligibility. Qualification expiry, availability and overlapping work can exclude an offer. Receiving email does not reserve it; someone else may claim before you open it.

Scheduler and retry limits

The background job normally checks every five minutes when the server scheduler is running. Each user/offer delivery is recorded to avoid sending the same alert repeatedly. If a queued handoff is lost or retries are exhausted, an unsent reservation becomes eligible for recovery after fifteen minutes. Current eligibility is checked again; a completed delivery is not scheduled again. In the rare case of a worker stopping after the mail server accepts an email but before WorkGrid records that acceptance, a retry can produce a duplicate email. A queue worker and working outgoing mail service are also needed. Saving preferences cannot repair missing mail infrastructure. The delivery-ready indicator identifies whether a real mail transport is configured; the log/array transports do not deliver mail.

Company administrators open Maps & GPS. Managers/employees see relevant device settings without being able to change the company key/policy. Both Maps suggestions and GPS assistance are optional. Google is not required for GPS. Leave the key blank to use a manually entered warehouse address. In Add/Edit warehouse, enter latitude/longitude or press Use my current location while physically at the warehouse, then save. This uses browser location permission and needs HTTPS or localhost; it does not use Google. A typed address without coordinates cannot establish a GPS arrival boundary. Editing an address clears its old coordinates so a new address does not retain the previous building’s GPS point. Select a suggestion, use your current location or enter the new coordinates before saving. A late location/address lookup will not replace a newer edit.

Optional address suggestions

Google Maps configuration:

1. Create/select the company’s Google Cloud project with billing set up.
2. Enable Maps JavaScript API and Places API (New) for the address widget.
3. Create a browser API key. Restrict it to the WorkGrid website origins actually used by your company and the required APIs. Include the custom company domain if staff use it.
4. Save the key in the company Maps setting. When adding/editing a warehouse, start typing the address and choose a suggestion, then save the warehouse.
5. Check the resulting address and coordinates. Manually typed address text alone does not establish coordinates for GPS arrival.

The key runs in the browser and is visible there; website/API restrictions are essential. The current company key is not a platform-wide hidden server secret. Google manages its own charges, limits and authorization errors. See Google’s API setup and key restriction guidance.

GPS arrival

Arrival clock-in: defaults to Off at company level. The administrator may allow device opt-in and choose a radius of 50–1,000 meters (150 meters is the usual initial value). The employee/manager must also enable the option on the device and allow browser location access.

GPS arrival needs saved warehouse coordinates, a current eligible published assignment and the current early/late clock-in window. Its hours require an independent reviewer to confirm the timecard before payroll approval. The server checks company policy, distance, reported accuracy and freshness; GPS does not create an assignment or bypass role rules. It operates while the app/browser is active. Closing the browser, denying location permission or being offline prevents dependable automatic arrival processing.

If location or suggestions fail

If Maps suggestions fail, check enabled APIs, billing, website restrictions and the key. If GPS cannot work, check HTTPS, browser permission, warehouse coordinates, assignment, time window and accuracy. Manual Clock in remains the normal alternative when permitted.

Open Manage custom domains to see your saved addresses and whether each is connected or still needs setup. Continue setup opens the instructions for an unfinished address; Connection details shows the checks for a connected one. Add another domain is optional and opens a separate creation form. When no addresses are saved, that form opens directly.

Save one hostname

In Add a sign-in address, enter a hostname such as portal.example.com, without https://, a port or path, then click Continue to DNS setup. Do not enter the current WorkGrid platform hostname or an address already registered to another company. A company can register up to five domains. Saving creates one address and opens its DNS instructions; the instructions do not contain another address-creation form.

Verify the saved address

The progress indicators separate Address saved, DNS ownership and Secure connection. Copy the records for the selected hostname, complete DNS and routing, then click Verify connection. Failed checks stay on this address's setup screen so you can correct the problem and retry. When ownership and secure WorkGrid routing both pass, the setup closes automatically and shows a confirmation. It does not create another address or navigate away from your workspace. Reopen Manage custom domains and click Open company login when you want to visit the connected address.

Adding a domain only reserves/configures that hostname. It does not immediately redirect your company or replace the official sign-in link. An unverified pending DNS reservation lasts 48 hours; remove/re-add it if it expires. Old expired unverified reservations can be cleared when new domains are added.

DNS example

Cloudflare example: portal.example.com

1. In WorkGrid, save the hostname with Continue to DNS setup, then copy the exact DNS target and verification value shown for that address.
2. In Cloudflare, choose example.com, then DNS → Records → Add record.
3. Create a CNAME for Name portal, Target the WorkGrid hostname shown in the app (no protocol/path). Use the platform’s instructed routing setup; start DNS-only when that is the platform’s requirement. Do not invent an IP address or duplicate conflicting A/AAAA/CNAME records.
4. Create a TXT record for _workgrid.portal in the example.com zone. Its value is exactly workgrid= followed by the token WorkGrid supplied. Cloudflare appends the zone name; do not accidentally create _workgrid.portal.example.com.example.com.
5. Save the records and allow DNS to propagate. Keep the verification TXT record available for rechecks.
6. Ensure HTTPS for portal.example.com routes to this WorkGrid app with a valid certificate. This requires the platform’s domain/reverse-proxy setup, not just a DNS entry. Ask WorkGrid support when the platform is not configured for automatic provisioning.
7. Click Verify connection in WorkGrid. Use the resulting status and message to decide the next step.

Cloudflare’s exact routing/proxy choice depends on the deployment. A Cloudflare proxy is not a substitute for a working origin certificate and correct app routing. Follow platform instructions before changing proxy or SSL modes. Cloudflare’s subdomain record instructions explain the CNAME name/target fields.

Understand verification results

Verification checks public addresses and a signed response from this application; a random HTTPS website on that name cannot activate the domain. Concurrent verification is locked; wait if another check is running. You cannot remove the custom domain while browsing the app through that same hostname—open the official WorkGrid company address first. Removing it keeps the original company login available and does not remove DNS records from Cloudflare automatically.

The public website’s company-interest form submits a request for platform review. It does not automatically approve a company, give access to an existing company or send live administrator credentials. Platform administrators review it in registration/adoption requests and update its review status.

In Companies, search/filter companies and inspect logo, theme, active/suspended status, timezone, currency, warehouse count and setup progress. Open the company detail for its access lists and administrative actions.

Create company: enter its identity/slug, choose a searchable timezone and currency, then review the form before saving. Timezone search includes familiar US names/abbreviations alongside canonical identifiers. CST/EST/PST are search hints; choose the actual regional zone (for example America/Chicago) so daylight saving follows that zone. Currency is a code such as USD, not an exchange-rate converter.

Invite company owner: for a linked workspace request, review its prefilled name/email and send an invitation. The requester chooses their own credentials and becomes owner; no warehouse is required yet. Its status and resend/revoke controls remain with the request contact. Opening a request or invitation form sends nothing.

Create account: choose an email invitation or set credentials manually. First provision a company administrator. Managers/employees unlock through company/warehouse prerequisites and required first draft assignments. Platform controls must not bypass those checks. Platform account password/access changes revoke old sessions.

Suspend company prevents ordinary company access without deleting history. Delete company requires suspension and the exact confirmation phrase. The phrase box supports double-click to copy; you must still paste or type it into the confirmation field. Retained work, pay, leave, PTO-ledger or complaint history blocks deletion before any route is removed. Otherwise, WorkGrid removes connected Pangolin resources first, then deletes local records together. A cleanup failure keeps the company and its accounts suspended; correct the connection and retry. Routes already removed successfully are not removed again. If a route was deleted directly in Pangolin, WorkGrid confirms its absence using the organization’s resource list before continuing. A failed or incomplete list, wrong API address or denied permission does not count as confirmation. The same recovery applies when removing an individual custom domain. Do not delete a company merely to solve a DNS or sign-in error. After successful deletion, return to the company list rather than the removed detail page.

Company owner badges and ownership transfer distinguish the protected administrator. Transfer to another active eligible administrator before trying to remove the owner. Removing a manager/administrator from access lists retains their linked operational history.

New announcement opens the composer, separate from sent-history cards. Enter title (up to 160 characters), content (up to 5,000), role audience and company selection. No company restriction selects eligible accounts across active companies; selecting companies narrows it. Confirm the audience before sending.

Audience roles distinguish company administrators, warehouse managers and employees. Recipients are active accounts in active companies at send time. If none match, sending is rejected. The send key prevents a repeated successful request from issuing the same announcement twice.

Open View content & recipients to see the original content and recorded recipients. Group/filter by company, role, name, delivery state and sort by company/name/recent. Company selection uses the stored company identifier, not its label text. A recipient list is a send-history snapshot: later renames or account changes do not turn it into a new audience selection.

Revoke person removes that person’s linked notification. Revoke company removes linked notifications for its original recipients in that company. Global revoke removes the announcement’s deliveries. Sender Archive/Trash merely organize history unless the explicitly named revoke option is selected.

Resend revoked notifications can target all revoked original recipients, one original company or one person. It only resends to original recipients who were revoked and still have an active account in an active company. Already-delivered notifications are preserved, not duplicated. A successful resend clears the affected revocation state and can restore the announcement to current sent history. It does not broadcast to newly created accounts that were absent from the original send.

Older announcements without recipient tracking cannot reliably support selective resend/revoke; the UI reports that limitation. “Sent” means an in-app delivery was recorded, not proof the person read or understood it. Revoking a notification cannot erase a screenshot or recall external email already delivered.

Platform Messages is for direct communication with a company person. Group people by company, then choose the individual administrator/manager/employee. Company logo and person avatar distinguish the organization from the participant. Search narrows the directory.

Use a direct thread when a company administrator asks you to help a particular manager with their access/workflow. Use Support inbox for the company’s problem ticket and its Open/Waiting/Resolved lifecycle. Neither list should silently duplicate the other’s conversation.

Opening a thread brings its history and reply textbox into view. Send uses the selected person; changing the company/person selection changes the thread, not the recipient of an already-saved message. A failed send retains the composer text. Be deliberate before replying if your selected conversation changed while you were reviewing it.

The platform overview’s Needs attention summarizes actionable company/support/health items. Open its action to review the corresponding saved record. An informational count is not necessarily an error requiring intervention.

Platform administrators open System health for service checks and recorded user/browser/request errors. Status colors identify Healthy/Connected, Attention and Failed states. An unconfigured/unknown service is different from a verified healthy one.

Platform staff can use Security activity to search audited actions and successful sign-ins/sign-outs by IP, person, company or action, filter by company and page through older records. New audit/error records save the detected visitor IP and connection address; existing and background records may have none. IPs describe network connections, not proof of a person's identity. Error details show both addresses and error search includes them. This history is restricted to platform staff; company users do not receive IP logs or raw audit payloads.

Activity summaries count matching sign-ins, sign-outs and audited changes across all pages. Platform staff can confirm Clear sign-in/out history for the applied company/search; business audit entries, newer activity and error reports remain. Reset clears filters without deleting records.

Choose Company, then Person to narrow reports to one account in that company. WorkGrid & signed-out visitors is a separate scope. The person choices come from retained reports, so historical reports can still be found after an account is retired. Clear Report date or choose All retained dates to search beyond today. Search matches every entered word across the message, field feedback, exception type, trace, path, reference and saved identity. Matching diagnostic context appears below the headline. Percent signs and underscores are literal characters, not wildcards. Open a report for time, company, person, role, action/path, reference, code, message, validation details and exception/location/trace when available. Browser form reports may have no PHP exception; that is expected for a client-only problem.

Clear all removes all currently recorded diagnostic errors/user reports across companies, dates and filters, after an explicit confirmation. Its count covers the full diagnostic history, not just the selected day. Reports recorded after the displayed confirmation snapshot are kept. This does not remove support tickets, failed jobs, audit history, employees, timecards or pay records. The deletion count is audited, and the action is available only to platform administrators.

Delete error/report removes that diagnostic entry after review. It does not correct the original problem, remove a person’s operational record or prevent the same error being logged again. Error deletion itself is an administrative action. Default diagnostic retention is 30 days with a 10,000-record cap and bounded detail payloads; deployment configuration can change retention. Passwords/tokens/key fields are redacted and query strings/image data are omitted or bounded, but do not paste secrets into issue descriptions.

For an unresolved failure, send the reference, approximate time, company, role, page and exact action to support. Include the message/Exception/Location from System health when available. Do not expose passwords, API keys or unrelated private employee records.

Only WorkGrid platform staff configure shared outgoing email, public website policies and the Pangolin integration. Company settings and personal email preferences do not configure those services.

Ask for the right check

• Invitation or recovery link has the wrong destination: staff check the saved public website address and the company's active domain, then resend the invitation.
• Email is missing: staff check SMTP diagnostics and the queue worker. Queued or SMTP-accepted is different from delivered to the inbox.
• Company domain fails: staff distinguish ownership, API configuration, public DNS, trusted HTTPS and the signed WorkGrid routing proof.
• Reminders or alerts do not arrive: staff check both the scheduler and background processing, then the relevant account preference and eligibility.

Continue in the protected manual

Platform staff should use Outgoing email and recovery, Company domain setup, Public-IP targets and Hosting handoff. These pages require a platform login. Company accounts should send a support case with the failed action and error reference instead of changing server settings.

The deployment ZIP contains application code and built assets, not provisioned database/Redis services, DNS records or a running queue. Maintainers should use the protected developer reference and repository deployment instructions before a release.

The demo is a sandbox with generic sample company/people and role switching. Company and manager initial setup are marked complete so visitors can learn the workflows without provisioning a real company. Use WorkGrid remains available as information/coaching, including employee walkthrough content.

Sample state and limits

Demo changes are stored in the browser’s demo state; ordinary company mutations are not sent to live company APIs. Reloading/resetting sample state can remove your local sample edits. Switching roles helps inspect different responsibilities but does not grant a real user extra authority. Platform demo starting-data edits use the demo editor and are separate from a visitor’s local sandbox.

Sample payroll can use the server’s preview calculation without writing live company pay statements. Sample accrual/settings illustrate behavior; production authorization, concurrency, mail delivery, GPS conditions and DNS verification still need their own real configuration. Do not enter live passwords, API keys or private company data in the public demo.

Capabilities not provided

Scope decisions: Offline queued punches and MFA enrollment are not provided. Clocking needs a server connection; lost-response retries preserve the same action key and use the server’s recorded result when one exists.

Features not currently provided as complete production workflows: arbitrary workday/workweek boundaries; comprehensive multi-meal regional compliance; direct payroll-provider adapters; guaranteed WebSocket/SSE instant updates. Optional bidding and personal-history pagination are implemented; the demo demonstrates bids with simplified planned weekly-hour estimates, while the live server also enforces effective daily/seventh-day rules and company-local boundaries. This manual does not treat an audit recommendation as an existing button. These capabilities must be implemented and verified before they are documented as available.

Daily responsibilities

Administrator: review company/manager readiness, manager assignments, requests/pay and escalated reports; maintain policies and owner/access controls.

Warehouse manager: review today’s coverage and assignments, eligible open offers, attendance, requests and timecards; correct real issues before payroll. Start your own published manager shift in My work when required for team changes.

Employee: review your published location/hours, clock actual work and lunch, check request decisions, read warnings/messages and review your pay. An open offer is optional additional work until you claim it.

Terms used in WorkGrid

When a result seems missing, first check role/workspace, warehouse, date range, draft/published state and archive/trash filters. Then use its saved result or error reference to follow the actual operation. Do not create duplicate people, shifts, requests or tickets merely because another filtered view has not shown the first one yet.

Open Settings → Email notifications for your own account. Company administrators, warehouse managers and employees can independently enable Schedule, Requests, Time & attendance, Pay, Messages, Announcements and WorkGrid alerts. These categories match the in-app notification filters. A category is off until you enable it. You need a saved recovery email; update and verify email changes through Your profile.

Enable only the categories you want

Only unread alerts delivered after that category was enabled are eligible. The worker checks active account/company status, current warehouse access, reviewer permissions, email address and opt-in again before sending. Reading, resolving or revoking an alert before delivery skips its email. Turning a category off does not remove in-app notifications or recall mail already delivered. Re-enabling starts a fresh cutoff, rather than emailing the old backlog.

Open-shift offers and essential account mail

Employees also have Open-shift offers, with a minimum hourly pickup premium, permitted warehouses and weekdays in the company timezone. Managers and company administrators do not have this filter because they cannot claim employee offers. A matching offer email opens the specific offer after sign-in when it is still available; it does not reserve or claim it.

Optional alerts are checked every five minutes and sent through the existing queue worker. Invitations, requested password resets, account-access emails and recovery-address security notices are independent of category switches. Their buttons lead to the correct company website. Invitations show the actual expiry and any first planned assignment; drafts still require publication. Emails share a company-branded layout and text alternative. Logos are attached inline, so no external logo service is contacted.

Settings contains personal email/device choices and manager scheduling defaults. Company configuration remains on its relevant company pages. In Messages, Support cases tracks company problems and resolution; WorkGrid direct messages is a conversation with a platform administrator. Team conversations stay organized by person.

Goal: publish a usable plan that employees can see. Who: warehouse managers plan employee work; company administrators manage managers separately and use Management workspace for employee operations.

1. Select the warehouse, then open Schedule planner and choose next week. Use Roster for people down the side and days across the top. Calendar keeps Day, Week and Month layouts.
2. Choose Create shift, or Copy week to reuse a published week as new drafts. Account creation already saved the person's first draft; do not create it again.
3. Check work areas, qualifications, availability, approved leave and planned lunch. Open a shift to correct it. Roster filters use the same records and editing controls as Calendar.
4. Click Validate & publish. Resolve blocking conflicts, review coverage and click Publish schedule.
5. Confirm that the assignments say Published. Employees see published assignments; a saved draft stays private. Return to Staffing & Coverage to check demand that the plan still leaves unfilled.

Expected result: the published assignment appears in the employee's schedule at its saved date and warehouse. Publication is different from filling every coverage target: an unassigned offer is still an invitation.

If you cannot find the shift: check the selected week, warehouse, employee, department and publication filters. Creating an account opens the planner on the first draft's date. A failed save preserves the form; a successful save followed by a refresh failure should not be submitted again blindly.

Planner controls, Coverage targets, Manager assignments

Goal: turn a shortage into assigned people. Who: managers in the work warehouse, or a company administrator in Management workspace.

1. Open Staffing & Coverage, select the right week and choose Coverage gaps.
2. Read Minimum scheduled / required. Expand Coverage by time to see precisely when the shortage occurs, including planned lunch. The colored track and the list use the same server calculation; green means the interval meets its target, amber means people are still needed.
3. Click the gap's Add open shift. It uses that target's fixed details; review them and choose Publish open shifts. Existing published offers are shown so you can avoid duplicating them.
4. An offer is still unfilled. Use Find coverage and select an eligible person, or wait for an employee to claim it. When bidding is enabled, review the bids and award one instead.
5. Confirm the person's assignment in Schedule planner. Return to the requirement: the count must meet the target across the complete window, not only at shift start.

Expected result: only a published, assigned employee contributes coverage. Their planned lunch temporarily removes them. Drafts and unclaimed offers contribute no people. One assignment may cover only part of a target; inspect the interval breakdown before treating it as solved.

If no one is eligible: inspect qualification validity, approved leave, availability, cross-warehouse policy, rest and overlapping assignments. Do not remove those protections just to make an offer look filled.

Open-shift rules, Bidding, Attendance replacements

Goal: preserve reviewed gross earnings for a completed period. Who: a reviewer with pay access to all supporting work; company administrators review manager earnings separately.

1. In Payroll, choose the period. Wait until the period and its final supporting overtime workweek have ended before approval becomes available.
2. Open each actual blocker: missing rates, unresolved punches, required GPS review or timecard corrections. Clocked out describes the punch state; it does not mean payroll is approved.
3. Review worked hours, actual lunch, effective rates, pickup premiums, overtime, paid leave and any applicable meal payments.
4. Approve only when the figures are ready. Finalization keeps an immutable statement; it does not transfer money, withhold taxes or calculate take-home pay.
5. Export the finalized earnings CSV if needed. Later permitted adjustments remain separate from the original statement. Enabled PTO accrual credits eligible worked time once at payroll approval.

Expected result: employees can review the approved gross statement. The original supporting history is protected against ordinary rewriting/deletion. A CSV is a generic earnings export; check your payroll provider's import format.

Pay policy, Timecard corrections, PTO accrual

Goal: record your own work against the correct published assignment. Employees use Home; managers use My work for their own shift.

1. Review the warehouse, work area and published hours. A draft is not available for clock-in.
2. Use the clock-in method enabled by the owner: the Clock In button, optional GPS arrival, or a warehouse tablet that scans your personal QR badge. Each method still needs a valid assignment and clock-in window.
3. Wait for the saved confirmation. During work, use Start Lunch or Clock Out. While on lunch, End Lunch is the next action; end lunch before clocking out.
4. Confirm the final clock-out and check My Time. If a punch is missing or wrong, request a correction; do not invent another punch to repair historical time.

Expected result: the saved timecard contains your clock-in, actual lunch intervals and clock-out. After a shift ends, the screen distinguishes that ended assignment from having no assignment. The next shift remains visible.

If the connection fails: check the saved state before repeating the action. WorkGrid needs a server connection and uses retry keys for lost responses; it does not silently record offline punches.

Clock-in methods, Timecards, Your requests