Presence Registry

Automated monitoring system that tracks whether key personnel check in to project sites on time, with a traffic light notification system.

How It Works

The Presence Registry uses a rule-based approach. Company admins create Presence Rules for each project, specifying which roles to monitor, when check-in is expected, and who gets notified. The system then automatically sends notifications following a Traffic Light pattern:

Each person receives at most one notification per type per day, preventing inbox fatigue. The Green notification is sent in real-time when a check-in happens, while Yellow and Red notifications are processed on a schedule.

Key Concepts

Presence Rules

A presence rule defines the monitoring configuration for a specific project. Each rule includes:

• Project: Which project site to monitor
• Check-in Deadline: The time by which personnel must clock in (e.g., 07:00)
• Grace Period: Extra time (in minutes) after the deadline before the Red absent alert is sent. For example, a 20-minute grace period with a 07:00 deadline means the absent alert is sent at 07:20
• Active Days: Which days of the week the rule is active (e.g., Monday through Friday)
• Monitored Roles: Which roles are being tracked for check-in
• Notification Recipients: Which admins receive the Red and Green alerts
• Enabled/Disabled: Rules can be temporarily turned off without deleting them

Monitored Roles

Only roles that have the "Allow For Presence Monitoring" permission (found under the Settings tab in role permissions) will appear as selectable monitored roles when creating a presence rule. This ensures only appropriate roles (e.g., Safety Officer, Site Supervisor) are available for monitoring.

Notification Recipients

Only the following users can be selected as notification recipients:

• Company Admins: Users with the Company Admin role
• Users with notification permission: Users whose role has the "Can Receive Project Based Notifications" permission (found under the Settings tab in role permissions)

Setting Up Presence Registry

Step 1: Configure Role Permissions

Before creating presence rules, ensure the correct permissions are assigned:

1. Go to Admin → Roles
2. Edit the role you want to monitor (e.g., Safety Officer)
3. Go to the Settings tab
4. Enable "Allow For Presence Monitoring" under Monitoring
5. Save the role

If you want non-admin users to receive notifications, also enable "Can Receive Project Based Notifications" under Notifications on their role.

Step 2: Create a Presence Rule

1. Go to Admin → Presence Registry
2. Click "Create Rule"
3. Select the project to monitor
4. Set the check-in deadline (e.g., 07:00)
5. Set the grace period (e.g., 20 minutes)
6. Choose which days the rule is active (use "Weekdays" shortcut for Mon-Fri)
7. Select the monitored roles to track
8. Search and add notification recipients who should receive alerts
9. Click "Create Rule"

Step 3: Verify It Works

Once a rule is active:

• At the check-in deadline, any monitored person who hasn't clocked in will receive a Yellow reminder email
• After the grace period, if they still haven't clocked in, recipients receive a Red absent alert
• When the person clocks in (at any time), recipients receive a Green check-in confirmation

Viewing Logs

Each presence rule tracks daily logs showing notification history. To view logs:

1. Go to Admin → Presence Registry
2. Click the "Logs" button next to a rule
3. View the daily log for each monitored person showing:
   • Whether a reminder was sent (Yellow)
   • Whether an absent alert was sent (Red)
   • When they checked in (Green)
4. Filter by date range to review historical data

Notification Timeline Example

Here's an example of how notifications flow for a rule with a 07:00 deadline and 20-minute grace period:

Tips

• Disable instead of delete: If you temporarily don't need a rule, toggle it off rather than deleting it. This preserves historical logs.
• Set a reasonable grace period: A 15-30 minute grace period accounts for traffic or minor delays without sending false alerts.
• Multiple rules per project: You can create multiple rules for the same project with different deadlines or monitored roles (e.g., one rule for supervisors at 06:30, another for safety officers at 07:00).
• Weekend exclusion: Use the "Weekdays" shortcut to quickly set Mon-Fri active days and avoid unnecessary weekend alerts.
• Use the Details page: Click the "Details" button next to any rule to see exactly which users are being monitored and who receives notifications. This shows the actual people (not just role names), so you can verify the rule covers the right personnel before the next check-in deadline.