Production modules
Every KaiSync Workforce capability, explained
Sixteen first-class modules in production — from GPS attendance and field jobs through payroll, finance, property, and external portals. Enable only what your company needs; each module shares the same company scope and data contracts.
Attendance
Clock in and out with a timestamp and GPS fix on every punch. HR validates punches against shifts and assignments so out-of-window sign-ins are flagged before they reach payroll.
- GPS punches with optional reverse-geocoded address lines for HR review
- Shift validation and site or branch radius rules where your policy requires them
- Attendance sessions and history for approvals, disputes, and payroll prep
- Exports aligned to your pay run and audit workflows
Jobs
Operational job cards for field execution — status, assignment, checklists, costs, and evidence on one record tied to clients, sites, and crews.
- Job cards with assignment, status workflow, and site linkage
- Checklists, signatures, photos, and cost lines captured in the field
- Feeds attendance rules when jobs define where work must happen
- Execution data rolls into projects, inventory, and reporting
Projects
Track client deals and delivery at project level — linked jobs, milestones, and commercial context so operations and finance agree on what was sold versus what was done.
- Project records linked to client accounts and contracted scope
- Jobs roll up under projects for progress and cost visibility
- Foundation for client portal updates and account-level reporting
- Cleaner handoffs between sales, dispatch, and field teams
Payroll
Run pay with payslips, approvals, statutory deductions, and YTD totals — built to consume clean attendance and leave signals instead of shadow spreadsheets.
- Payslip generation and employee self-service views
- Approval flows before release and payment
- Statutory lines and year-to-date balances on each record
- Overtime and exception signals surfaced before the pay run closes
Finance
Company finance in the same tenant — invoices, VAT, cashflow visibility, and approval workflows with an audit trail aligned to how you sign off in real life.
- Invoicing and receivables tied to clients and projects
- VAT-aware lines where your jurisdiction requires them
- Cashflow and outstanding balances for finance leads
- Approval steps and audit history on financial actions
Leave
Employees apply; managers approve — with balances and history that stay payroll-ready instead of buried in email threads.
- Leave applications and manager approvals in one system of record
- Policy and balance visibility for the right roles
- Approved leave flows into payroll without manual re-entry
- Exports compatible with your existing pay processes
Incidents
Report, assign, and close incidents with comments, status history, and escalation — structured evidence instead of loose photos in chat.
- Employee and HR incident reporting with categorisation
- Threaded comments and assignee workflow on each record
- Status history for audits and client or regulator requests
- Links to jobs, sites, and property context where relevant
Inventory
Stock register, usage, and allocations tied to the jobs and sites that actually consume materials — less “where did that kit go?” across vans and depots.
- Parts and stock lines with quantity and location traceability
- Usage logged against work orders for cost control
- Allocations from depot to field crews where you need accountability
- Supports field services and facilities workflows
Suppliers
A supplier register with contact details, linked invoices, and procurement context — finance and operations aligned on who you bought from and what you owe.
- Supplier profiles with banking and contact fields
- Invoice capture and linkage to finance workflows
- Visibility for AP and operations without duplicate spreadsheets
- Supports inventory replenishment and job cost lines
Contractors
Manage contractor firms with scoped access — invite partners, assign jobs they can see, and keep client data inside your tenant boundaries.
- Contractor firm records with invite and onboarding flows
- Dedicated contractor portal surface for scoped job visibility
- Jobs and performance signals without over-sharing internal data
- Cleaner handoffs between in-house crews and external vendors
Messaging
In-app threads between HR and employees — company-scoped comms tied to the platform instead of scattered personal messaging apps.
- Threaded conversations with the right visibility per role
- Operational instructions stay beside jobs and attendance
- Audit-friendly compared to unmanaged group chats
- Works across HR dashboards and employee workspaces
Property Management
Model portfolios as sites → units → residents — built for estates and managing-agent rolls where repeat issues and per-unit reporting matter.
- Site hierarchy with units and resident records
- Jobs and incidents linked to the property they affect
- Better contractor briefings with full estate context
- Scales from a handful of blocks to larger portfolios
Reports & Analytics
Operational and executive views over the same data your teams capture — exports, KPIs, and platform reports without one-off CSV archaeology before every meeting.
- Roll-ups over jobs, attendance, costs, and property signals
- KPI panels for leadership and finance reviews
- Export-friendly outputs for BI and spreadsheet workflows
- Platform-level reporting for multi-company operators
My PA
A built-in personal assistant workspace for tasks, reminders, and follow-ups — with optional calendar sync hooks so commitments stay aligned with the workday.
- Tasks with due dates and reminder nudges
- Patterns for meetings, callbacks, and operational follow-ups
- Calendar sync hooks for Google and Microsoft where enabled
- Lives beside jobs, leave, and messaging in one app
Client Portal
External clients sign in with a client code — scoped visibility into their projects, progress updates, and messaging without access to your full tenant.
- Code-based login separate from HR email authentication
- Project and job progress shared on your terms
- In-app messaging with your team on permitted threads
- Reduces status-update email noise for account managers
Contractor Portal
Contractor firms authenticate with a contractor code — see assigned jobs, log site visits, and execute scoped work without inheriting HR or client data they should not touch.
- Code-based login for external firm users
- Site visits and job execution on assigned work only
- Checklists, evidence, and status updates from the field
- Aligned with the Contractors module and job assignment rules
Enable the modules you need — we will help you map KaiSync Workforce to your rollout.