Project: Guardhouse Web
Sprint Number: Sprint 31Mar – 18Apr
Release Dates: 28 April 2025 AUS & 6 May 2025 UK
Scope
Guardhouse enhancements:
[GH-5164] Middle Name for AU clean up
On Staff Page, moved the “Middle name” field from HR Details tab to Employee Details tab, below the “First name” field
On the Subcontractor Approval Widget, show “Middle name” field below the “First name” field
On the Reports > Staff Reports > Staff Import File, the Middle name column should show the correct value for the Middle name
IMPORTANT NOTES:
Middle name is not yet implemented in subby sharing – Middle name is not yet shared
Will need to update the Middle name manually
[GH-5189] MYOB Business - Payroll exports
In the Paysheets > Export, new reports are available:
MYOB Business Payroll Export (.txt)
MYOB Business Payroll Export (.csv)
When at least one staff is selected in the staff list, the export will be generated in its correct format (csv/txt)
Report contents:
Employee Co./Last Name - Employee last name/surname (up to 30 alphanumeric characters)
Employee First Name - Employee first name (up to 20 alphanumeric characters)
Payroll Category - The pay category assigned to the approved timesheet hours, such as Base Hourly (up to 31 alphanumeric characters). Use a separate line in the file for each pay item
Job - Tracking code
Notes - Leave blank
Date - The date the hours were worked up to 10 alphanumeric characters. Allows any nonnumeric as a separator between months, days and years, such as DD/MM/YYYY or DD-MM-YY. Use a separate line in the file for each date
Units - The daily hours worked for each pay category . Maximum 2 decimal places.
Enter part hours as a decimal % of hours, for example 30 minutes is 0.5 hours, 15 minutes is 0.25 hours, etc.Employee Card ID - Employee ID (up to 15 characters)
Start/Stop Time - Shift times including break time eg: 09:00 – 17:30 – 30min break
[GH-4892] Employment Hero Payroll Export
In the Paysheets > Export, new report “Employment Hero Payroll (.csv)” is available
When at least one staff is selected in the staff list, the export will be generated in its correct format
Report contents:
Location ID - Site Reference 1
Employee ID - Employee ID
Date Date of shift – format – dd/mm/yyyy
Start Time Start time of shift – format – hh:mm:ss (display but never use the seconds. Seconds are always 00)
End Time End time of shift – format – hh:mm:ss (display but never use the seconds. Seconds are always 00)
Break Start Time Start time of break – format – hh:mm:ss (display but never use the seconds. Seconds are always 00)
Break end time End time of break – format – hh:mm:ss (display but never use the seconds. Seconds are always 00)
[GH-4735] Rolled Up Leave - UK Leave
Only applicable for companies where country = UK
In the Staff page > Leave tab, a new “Rolled Up Leave” type will be available
If selected, Leave balance will not be shown in the staff page, the ledger will still show with records about the rolled up leave calculations but it will not affect the balance at all
If the staff member had already been assigned to a different leave type their balance will be zeroed but their ledger will remain in place (to document past activity and provide a record)
In the Company Settings > Payrates, for each Leave category, a new tick option “Assign to Rolled Up leave” will be available; if checked:
The leave category will be used for tracking rolled up leave
‘Deduct leave to employee balance box’ will be automatically cleared
The leave category will be hidden from submission process for staff on employee web, mobile and admin/manager leave submission on web, as well as in the Timesheet and Paysheet Entry type
In the Paysheets page, a new action dropdown will be available beside the “Rolled Up” with options “Apply Leave” and “Remove Leave”
On click of Apply Leave, the Leave section of the Paysheets will fill out; one record for each shift pay category; each shift pay category unit will be multiplied to 12.07% which will then show as the Total for Leave
On click of Remove Leave, the Leave section will be cleared out
[GH-4020] Email Report Distribution
Implementation of an automated email to be sent to Customer Portal accounts to include Checkpoint Report, Patrol Activity Report, Digital Occurrence Report and individual Incident Reports
Changes In the Customer > Customer Portal page:
First Name and Last Name column are now merged into the “Name” column
A new column “Viewable Reports” is now available which will show the report setup for the customer account
When editing or creating new Customer Portal accounts, a pop up will now appear in which the viewable reports can be setup
Setting up customer portal accounts through the Customer Portal Access pop up:
Fields for First Name, Last Name and Email will be shown at the top
The Viewable Sites section will show two multiselect fields for Static Sites and Patrol Sites
The Default Reports section will show the Checkpoint report pdf, Patrol activity report pdf, and Digital Occurrence Logs
For each default report that has been checked, the “Frequency” dropdown will be displayed with options “Scheduled Daily” and “Scheduled Weekly”
The Specific Incident Reports section will show an Add specific report button
When clicked, the Select Form dropdown will show listing all active Incident Reports within the company
For each incident report that has been added, the “Frequency” dropdown will be displayed with options “Scheduled Daily”, “Scheduled Weekly” and “When submitted”
Frequencies:
“Scheduled Daily” will require to setup a specific time when the report is supposed to be sent
“Scheduled Weekly” will require to setup a specific day and time when the report is supposed to be sent per week
“When submitted” doesn’t require any specific time, the email will trigger everytime an incident report is submitted
[GH-5199] Live Operations Dashboard Changes
Custom ID changes:
New configuration under Company Settings > General “Show Custom ID 1 on the Dashboard”
If turned ON, the label for the Company Settings > Timeclock > Custom ID Capture > Custom ID 1 will be shown as an additional column header
The Custom ID 1 entered by the staff for each staff will be displayed as column values
Site Positions changes:
When Site Positions is ON for the company, the Position column will be displayed along with its values
Search Improvements:
Old behavior: when typing a search parameter, the search results are highlighted
New behavior: when typing a search parameter, the live ops list will be filtered and show only shifts that fits the search
Searchable parameters:
Customer name
Site name
Employee Name
Status
Position
Custom ID 1
Event ID
Time (start and end time)
Clocked in VS Scheduled count
At the top of the Live Operations Dashboard will show “Clocked in – x / y”
x = total count of clocked in shifts
y = total shifts meant to be clocked in (clocked in + missed clocked in shifts at current moment)
This count will be updated depending on the Site filters and the Search results
[GH-5304] Manager Clock In/Out Enhancements
Enhancements on the current Manager Clock-in Settings for Web Live Operations widget ONLY
New sub-configurations the Company Settings > Timeclock > Admin/Manager Clock In and Out
Capture Signature in Live Ops
When this setting is ON and the “Enable Signature on TimeClock” setting is also ON in a site Level, manager will see the “Confirm and Sign” button when clocking in a shift through the Live Operations widget; then the Signature panel will show and will be required before completing the clock in
Manager Note Required
When this setting is ON, it will work the same way as before, “Manager Note” is required and the Clock in button will only be enabled once this field is filled
When turned OFF, “Manager Note” is not required and the Clock in button is enabled as soon as the manager clicks on the shift from the Live Operations widget
Capture Company ID
Only available when the Custom ID Capture setting is ON
When this setting is ON and the “Enable Custom ID” setting is also ON in a site Level, when the manager clocks in a staff through the Web Live Operations widget, manager will be required to enter the Custom ID
[GH-5196] UK Default GH Compliance Items
Implementing default Guardhouse Compliances from Guardhouse
These are the new GH Compliances that will be available when country = UK
Right to Work
Drivers Licence
First Aid Certificate
Action Counters Terrorism (ACT)
Disclosure and Barring Service (DBS)
Spectator Safety Level 2
Spectator Safety Level 3
Spectator Safety Level 4
Crowd Safety Management Level 5
Front of Stage Barrier Level 2
A script will also be ran to manage existing compliances that fall under the above list to merge them into the new GH compliances
[GH-5190] Timesheets by Site
On the Reports > Timesheets Report > Time Sheet Excel Download, the Site report parameter is added which will now allow customers to generate the report for specific sites only
[GH-5217]
Enhancements on the existing Reports > Timesheet Reports > Electronic Sign On Register
A new “Report Format” parameter will be available with the following options:
Electronic Sign On Register – default value of this parameter; will contain the original format and contents of this report; Report Type (With photos, Without photos) will still be available
NSW Electronic Sign On Register – same format as the Electronic Sign On Register; just separated in preparation for future updates on the NSW; Report Type (With photos, Without photos) will still be available
New report format (see below for specifics); Report Type (With photos, Without photos) will not be available
New report format (see below for specifics); Report Type (With photos, Without photos) will not be available
Report
Headers will show “VIC” or “QLD” as report title; the left side will display the company name, master license number, customer – site – site address and the report date range; the right side will show the Incident Report logo
Table contents:
First Name – Employee First Name
Last Name – Employee Last Name
Licence Number – from staff profile
Organisation > Company > Timeclock > Custom ID Capture > Custom ID 1 – value to display in the report is whatever the staff used during clockin for Custom ID 1
Shift Start – Date of clock in – Time of Clock In
Start Signature – Clock In Signature
Shift End – Date of clock Out – Time of Clock Out
End Signature – Clock Out Signature
IR – Incident Report Number of all reports submitted by the staff member while clocked into the shift (if no IR submitted, display “None Submitted”)
[GH-4436] Blacklisting History report
Enhancements on the Blacklisting process:
Previously we do not track the history when a specific staff was blacklisted
New behavior:
Blacklisting / Remove blacklisting will be recorded and logged into a Blacklisting History ledger together with the details – who did the blacklisting, when, and why
A new report Blacklisting History Report will be available in the Reports > Staff Page to list all blacklisted staff on a given date range and all the details related to the blacklisting
Ways to Blacklist:
By clicking the "Blacklist" button on the Sites page > Preferred Staff:
Blacklist and Remove blacklist – for each staff being blacklisted or removed from blacklist for a site, the person who made the changes will be required to enter a blacklist OR remove blacklist reason
If a combination of Blacklist and Remove Blacklist activity is done within a session, the Blacklist activities will be shown first followed by the Remove blacklist
An option to “Reuse blacklist reason” or “Reuse remove blacklist reason” is available when updating multiple; clicking this will copy the same text to all blacklist and remove blacklist activity respectively
By clicking the "Blacklist" button on the Staff > Sites page
Upon clicking the Save button, the person who made the changes will be required to enter a blacklist OR remove blacklist reason for each site
An option to “Reuse blacklist reason” or “Reuse remove blacklist reason” is available when updating multiple; clicking this will copy the same text to all blacklist and remove blacklist activity respectively
By clicking the "Blacklist from All Sites" button on the Staff page > Sites:
Upon clicking the Save button, the person who made the changes will be required to enter a blacklist OR remove blacklist reason
Staff Page > HR Details > Blacklisting History ledger
Each record in the Blacklisting History will show the following:
Activity – blacklist / remove blacklist
Blacklist single site: “<Staff name> has been blacklisted from <Site Name>”
Remove blacklist single site: “<Staff name> has been removed from the blacklist for <Site Name>”
Blacklisting from Multiple Sites: “<Staff name> has been blacklisted from n sites” where n = the number of sites that the staff was blacklisted from; View Details button will be displayed which will show the list of sites and the blacklist reason for each site
Remove blacklisting from Multiple Sites: “<Staff name> has been removed from the blacklist for n sites” where n = the number of sites that the staff was blacklisted from; View Details button will be displayed which will show the list of sites and the blacklist reason for each site
Updated by – name of the person who did the blacklist / remove blacklist
Date and time – when the blacklist / remove blacklist happened
Remarks – blacklist / remove blacklist reason
Reports > Staff Reports > Blacklisting History Report
Parameters to use is date range
Each report will show the following columns
Staff Name
Customer
Site
Activity – Blacklist or Remove blacklist
Updated By – name of the person who did the activity
Updated Date – date and time of activity
Reason – Blacklist or Remove blacklist reason
[GH-4848] Default internal and subby pay calendar and template
New “Subcontractor Rate” tab in the Subcontractor page which allows the company to setup a default Pay Calendar and Pay Template for all Subcontractor staff working under the Subcontractor
The default Pay Calendar and Pay Template will be applied to any new subcontractor staff created via:
Creates a subcontractor staff via Add button in the Staff Page
Imports a subcontractor staff via Organization > Company Settings > Data Import
Subby shares a staff to via normal sharing (Customers > Shared Staff)
Subby shares a staff to via assigning to delegated shift
This change will only apply to new staff; existing staff will keep using the old setup
[GH-4959] Offered Shifts shortcuts
New option “Offer Unassigned Shifts” will be available in the Site / Site Position dropdown in the Schedule page
When clicked, it will automatically highlight all Unassigned shifts under the site and then the Offered Shifts pop up will show, allowing the admin to offer unassigned shifts without selecting each shift one by one
Updates on the Hire Staff Pop Up
Sort the Available, Rejected and Unconfirmed lists by Availability (show staff that do not have any sort of conflict with the shift being offered)
Show the warning icon along with the conflict reason for each staff that are not available:
Availability
Leave
Max hours
Overtime
Critical compliance
In the Available list, a new column “Accepted Time” is now available to show the date and time that the staff accepted an offered shift; Available list can now also be sorted by Staff Name or by Accepted Time
[GH-4869] Offered Shifts Notifications Clean up
New company configurations under Company > Notifications > Offered Shifts which will be the basis for the notifications for admins and managers:
Notify administrators when someone accepts an offered shift / Notify managers when someone accepts an offered shift
Notify admins when someone claims a hire first responder shift / Notify managers when someone claims a hire first responder shift
Notify admins when someone rejects a shift offer / Notify managers when someone rejects a shift offer
Staff Notifications
When shifts are offered to staff, notification is sent to his account: “Shifts between <dd/mm/yyyy> and <dd/mm/yyyy> are being offered to you.”
When staff member is hired through web schedule or dashboard “hire staff”, staff member receives a notification: “Hi <Staff First Name>, your shift bid on <dd month yyyy> has been confirmed”
When staff member is hired through hire first responder, staff member receives a notification: “Hi <Staff First Name>, your shift bid on <dd month yyyy> has been confirmed”
when staff member accepts an offered shift (not hire first responder), but is then not hired, they get a notification saying “good luck next time” BUT that notif ONLY goes to staff member, when all shifts of the same date and time have been taken. (only get notif once all shifts are hired): “Hi <Staff First Name>, Good luck next time. The offer has been filled”
Related tickets resolved by this clean up task:
[GH-4348] Fwd: Offered Shifts Emails notification - LOW
[GH-4465] Fwd: Receiving multiple email notifications for offered shift acceptance and rejection from the Guards -LOW
[GH-4904] Offered Shift Notification Confusion- Guard- (Accepted- Assigned to other staff)
[GH-4876] Fw: No shift notification for Melbourne Flower Show
[GH-4894] Email Notification - Rejected Offered Shift but offer was accepted
[GH-4896] Offered shift Notification- Not received
[GH-4679] SSO add display of company display name
When using the direct SSO login link, the name of the Company will be displayed
NOTE: the company name to display needs to be setup through the backend
[GH-5302] Support portal: List of Admins, manager
New support portal task “Report: Generates admin and manager list report”
[GH-5026] UK Web Jobs Performance Issues
Enhancements made to the webjobs for UK to reduce the performance issues encountered
The affected features for these changes are:
MissedTimeclockReminderWebJob
ContinuousMissedTimeclockNotifications
ContinuousReminderToClockInNotifications
ContinuousReminderToClockOutNotifications
WelfareFollowUpWebjob
[GH-4987] Deploy Timesheet Rebuild API's to PROD
No visible changes yet on the UI
No changes yet in the processes related to Timesheets
This is just putting the API’s in the background to remove the challenge of deploying all new updates all at once
Guardhouse bug fixes:
Schedule:
[GH-4895] Pay and Charge Rates | Bank Holidays | System Not Recognizing Bank Holidays
Paysheets:
[GH-5265] Paysheet can’t Generate report- Selecting ALL STAFF- ERROR
Reports:
[GH-5140] Profitability Report - Column L - Formula Referencing Wrong Cells / [GH-5161] Total Labour Cost Column Not Computing Correctly
Subby Sharing:
[GH-5226] Multilevel License and Compliance Sharing Clean up