Contact person: Site-Wise Registration & Attendance App Development

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Location: New Delhi, India

Budget: Recommended by industry experts

Time to start: As soon as possible

Project description:
"App Development Process for a site-wise Registration & Attendance system covering Security Guards, Field Officers, and Managers
1) Objective
Build a mobile + web application to manage:
• Onboarding / registration of guards, FOs, Ops Managers
• Site-wise attendance (shift check-in/out) with geo-fencing & time-stamps
• Leave, replacement, and shortage management
• Reports, audits, and escalation workflows for supervisors and GM
Primary goals: accuracy, tamper-resistance, easy supervision, fast shortage resolution, and audit trail.
2) User Roles & Permissions
• Guard (Mobile App) — register profile, daily check-in/out, upload documents, view roster, raise leave/incident.
• Site Supervisor (Mobile + Web) — verify guard check-ins, approve leaves, mark replacements, daily site report.
• Field Officer (Mobile + Web) — manage multiple sites, recruitment status, review daily reports, fill shortages.
• Operations Manager (Web + Mobile) — company-wide dashboard, approve hires, escalate issues, run reports.
• Admin / HR (Web) — onboarding, payroll export, compliance, master data.
• Client View (Optional) — limited read-only view for client site manager (attendance summary, incidents).
3) Core Features (MVP)
Registration & Onboarding
• Guard profile capture: name, dob, photo, ID (Aadhaar/Passport), contact, emergency contact, previous service, categories (armed/unarmed), medical declaration.
• Document upload & verification flags (manual verification workflow).
• Auto-generate Employee ID; print-ready ID-card PDF.
Attendance (Site-wise)
• Geo-fenced check-in/out: check-in only within site polygon (radius or geofence polygon).
• Shift-based roster: supports 12/8 hr shifts, rotating rosters, ad-hoc shifts.
• Biometric / OTP fallback: support fingerprint device integration or camera selfie + liveness detection + facial match; OTP or location for fallback.
• Offline mode: mobile caches check-ins and syncs when online.


Shift & Shortage Management
• Instant shortage alerts (if guard absent at shift start).
• Supervisor / FO can assign replacement from a pool.
• Auto-escalation to FO/Operations manager after X minutes.

QRT & Incidents
• One-tap SOS / Panic button generating immediate alert + location to Supervisor/FO/GM and control room.
• Incident reporting form with photos, timestamps, voice note.
Approvals & HR Flow
• Leave request & approval workflow.
• New hire approval (HR + OM).
• Documents verification checklist.
Reporting & Analytics
• Daily site attendance sheet (PDF/CSV export).
• Weekly/monthly MIS: absenteeism, late arrivals, turnover, training pending.
• Payroll export (attendance → payable days).
• Audit logs: all edits, who approved, timestamps.
Notifications
• Push, SMS, Email: shift reminders, absence alerts, training schedules, salary notices.
Security & Compliance
• Encrypted storage, role-based access, server-side validation, audit trail, GDPR/Local privacy compliance (Aadhaar data handling per law).
4) UX / Screen Map (by role)
Guard App (mobile)
• Login (OTP or credentials)
• Profile & Documents
• Today’s Shift / Roster
• Check-in (with GPS + selfie), Check-out
• Leave / Apply
• Incident / SOS
• Notifications


Supervisor App (mobile / web)
• Site Dashboard (strength, present/absent)
• Pending replacements & leaves
• Verify check-ins (photo/GPS)
• Raise incident / assign QRT
• Daily site report submit


FO / Ops Manager (web + mobile)
• Multi-site dashboard
• Recruitment pipeline
• Escalations & approvals
• Reports & exports
Admin (web)
• Masters: Sites, Roles, Shifts, Employee templates
• Compliance & document verification
• Payroll interface & audit logs
5) Data Model (simplified)
• Users (id, role, name, contact, DOB, docs[], status)
• Sites (id, name, geo_polygon, gates[], contact_person)
• Roster (site_id, user_id, shift_id, date, status)
• Attendance (id, user_id, site_id, checkin_time, checkout_time, gps_lat, gps_lon, photo, method)
• Incidents (id, site_id, reported_by, type, description, photo, time, actions)
• Shifts (id, name, start, end, duration)
• AuditLog (entity, entity_id, action, user_id, timestamp, details)
6) Geo-fencing & Verification Rules
• Define site polygon for each site via web admin (draw on map or set radius).
• Check-in allowed only if (device GPS inside polygon ±5–10m tolerance) AND selfie face-match ≥ threshold or biometric match.
• Use liveness detection to prevent replay attacks.
• Offline check-in allowed but flagged; supervisor must verify within X hours.



7) Tech Stack Recommendations
• Mobile: React Native (iOS + Android) or native Android if Android-only.
• Web: React + Material UI for admin dashboards.
• Backend: Node.js / Python (Django/FastAPI) + PostgreSQL.
• Real-time: WebSockets / Firebase for push updates and SOS.
• Maps/GPS: Google Maps API / Mapbox for geofence drawing and GPS.
• Face match & liveness: AWS Rekognition / Azure Face API / open-source alternatives with edge SDK.
• Biometric devices: Integrate via middleware that supports fingerprint scanners (ZKTeco etc).
• Hosting: AWS / Azure / GCP with encrypted DB + S3 for document storage.
• Authentication: OAuth2 / JWT, 2FA for managers.


8) Integration Points
• Payroll system (CSV/API) for attendance → payroll.
• HRMS for new joinee sync.
• SMS gateway (Twilio / MSG91) for OTP & alerts.
• CCTV integration (optional) — link events to attendance logs.
9) Workflow Examples (detailed)
A. Normal Check-in (Guard)
1. Guard open app → sees today's shift.
2. Tap “Check-in” → app gets GPS, prompts selfie.
3. App uploads GPS + photo to server; server verifies geo-fence and face-match.
4. If OK → attendance recorded, supervisor notified of presence.
5. If fail → mark as exception; supervisor notified for manual verification.
B. Absent Handling (Auto)
1. Shift start time T. If guard not checked-in by T + 10 mins → system marks “Absent” and sends SMS to guard.
2. If still absent at T + 30 mins → alert to supervisor & FO to assign replacement.
3. FO assigns a replacement via app; replacement accepts and reports to site.
C. Recruitment & Onboarding
1. Recruiter uploads candidate profile and documents.
2. FO verifies docs; marks “Verified” in app.
3. HR approves; employee becomes active and visible in roster pool.


D. SOS / Incident
1. Guard presses SOS → alerts FO, Supervisor, Ops Manager with real-time location.
2. QRT dispatched & incident created in system; incident log updated with actions.
10) Non-Functional Requirements
• High Availability: 99.9% uptime for core services.
• Offline resilience: mobile caches and sync.
• Scalability: support 100k+ users across many sites.
• Security: encrypted transit & rest, role-based access.
• Auditability: immutable audit logs for attendance edits.
• Performance: check-in latency < 5s under normal network.
11) Development Plan & Timeline (approx.)
• Week 0 – Requirements & Design: finalise feature list, wireframes, site definitions. (1 week)
• Week 1–3 – Backend & DB + Admin Web: site masters, user roles, roster API. (3 weeks)
• Week 2–5 – Mobile App (Guard & Supervisor): check-in flows, offline, geo-fence. (4 weeks)
• Week 4–6 – FO & Ops dashboards + Reports: multi-site views, exports. (3 weeks)
• Week 5–7 – Integrations & Face/Biometric: SMS, payroll export, face API. (3 weeks)
• Week 7–8 – Testing & Pilot: small site pilot, bugfixes. (2 weeks)
• Week 9 – Rollout & Training: train supervisors & FO. (1 week)
Total ~9–10 weeks for MVP + pilot.
12) Pilot & Rollout Strategy
• Choose 1–2 representative sites (one large, one small).
• Pilot for 2 weeks: test geo-fence, offline, face-match thresholds.
• Collect feedback, adjust tolerances & SOPs.
• Train site supervisors & FO using 1-pager quick guides + video.
• Staged rollout by region.
13) Acceptance Criteria
• 95% successful check-ins inside geofence using selfie or biometric.
• Absent → replacement workflow triggered within 30 mins for 95% of cases.
• Offline sync success within 2 hours after connectivity restored.
• Admin can export daily attendance PDF/CSV per site.
• Audit log shows user, action, timestamp for all edits.




14) KPIs to Track
• On-time check-ins (%)
• Absentee rate per site (%)
• Replacement time (average minutes)
• Incident resolution time
• Verification completion rate (docs verified)
• App crash rate / sync failures
15) SOP Changes & Training
• Update SOP: check-in selfie policy, allowed exceptions, escalation times.
• Train Guards: how to use app, selfie best practices, what to do on failure.
• Train Supervisors & FO: verify exceptions, approve replacements, run reports.
16) Cost Considerations (high-level)
• One-time dev + integration (depends on vendor).
• Recurring: hosting, map API calls, face API costs, SMS gateway.
• Devices: if biometric devices used, per-device cost + middleware.
17) Deliverables for Vendor
• Functional spec doc + wireframes.
• Backend API docs & DB schema.
• Mobile binaries (apk) and signed builds.
• Admin portal with user management.
• Pilot support & 30 days warranty." (client-provided description)