People operations for agencies: attendance, leave and calendar

• Nobody is sure who is available. Leave is approved in chat and never reaches the calendar.
• Shoots run on memory. Call time, crew and equipment sit in different messages.
• Process lives in people's heads. New hires ask how things are done, every time.

1. 1
   Set up. Create each employee profile once and invite the employee by email.
2. 2
   Clock in. Employees record attendance from the phone, with a status that fits the day.
3. 3
   Request. Leave goes through your approval path and updates the balance.
4. 4
   Coordinate. Shoots, meetings, deadlines and approved leave meet in one calendar.

Each employee has one profile: contact details, job title, department, team, manager, joining and contract dates, work schedule and documents. Sensitive fields such as salary and identity numbers are optional and access-controlled.

The organization chart shows the company by branch, department, team and person. An employee can belong to more than one team, and freelancers can appear as resources without a full employee record.

Employees set their own password. An admin never sees it.

Employees clock in and out from the mobile app. Each record carries a timestamp and a status that fits agency work: office, remote, client site or shoot.

• Location rules. GPS and geofencing, with more than one approved work location. The agency decides where they are required.
• Work schedules. Fixed, flexible and shift schedules, with weekends, public holidays, grace periods and temporary variants such as Ramadan hours.
• Corrections. An employee requests a correction, a manager or HR approves it, and the change is recorded.
• Reports. Daily and monthly attendance, late arrival and overtime, with export.

Agency Root does not use face recognition and does not store biometric templates. Face ID or Touch ID only unlocks the app on the employee's own device.

Default leave types are annual, sick, casual, unpaid, burnout, maternity, paternity and bereavement. You can add your own, and allowances follow your company policy.

• Full-day, half-day and hourly requests.
• Balances, carry-forward and expiry set by policy.
• One-step or multi-step approval by manager, HR or the CEO.
• A warning when too many people on the same team would be away together.

Example: a designer requests two days off. The team lead approves, the balance updates, and the leave appears on the company calendar.

The company calendar is a shared operating surface, not a personal diary. It holds shoots, client meetings, internal meetings, deadlines, campaigns, company events, holidays, approved leave and reminders.

A shoot is more than a time slot. The event carries the client, call time, crew and roles, brief, equipment, transport, location link, attachments and a checklist. Assigned employees are notified.

Events can target the whole company, a branch, a team or selected people. Visibility follows permissions.

• Documents. Company, employee and client documents with permission control. Share a file through a secure link that expires, can require a password and can be revoked.
• Announcements. Send to the whole company or a selected audience, schedule or pin them, and ask for an "I have read this" acknowledgement when it matters.
• SOP library. Each SOP has an owner, ordered steps, attachments and version history. Ready-made agency templates cover employee onboarding and offboarding, client onboarding, shoot workflow, content production, client reporting and account management.
• Company directory. Organized links to vendors, suppliers, freelancers, tools and drives.

Access follows role and scope: owner, admin, HR, finance, operations, department manager, team leader and employee. Roles and permissions are enforced on the server for every action. Sensitive reads and changes are recorded in an audit history.

Employees can connect their Google account, and the agency can connect a shared company calendar. Agency Root permissions still apply to synced events.

Salaries, schedules and allocations are the base for the cost of serving each client. See how employee cost feeds client profitability.