📚 Home → Chapter 7: Deployments

Chapter 7: Deployments 🚀

Track Worker Placement & Assignment to Client Sites

⏱️ Reading Time: 20 minutes | Difficulty: Medium | Prerequisites: Chapters 1-6

📖 In This Chapter

📖 Understanding Deployments

A Deployment is the assignment of a contracted worker to a specific job site or client. It's the moment when a worker moves from "hired" to "actively working" at a particular location.

Why Deployments Matter

  • 📍 Know where each worker is assigned
  • 👨‍💼 Track manager and supervisor at each site
  • 📋 Manage multiple assignments for same worker
  • ⏰ Record working hours and attendance
  • 💰 Accurate billing to clients
  • 📊 Performance monitoring by site
  • 🔄 Handle site transfers and re-assignments
💡 Key Concept: One worker can have multiple deployments over time (or even simultaneously if working multiple sites). Each deployment tracks specific location, duration, and performance.

🔀 Types of Deployments

Deployment Type Description Example
Direct Hire Worker hired directly by company for own use Company hires electrician to work at own facility
Client Contract Worker deployed to work for a client company Staff supplied to ABC Construction for their project
Project-Based Temporary deployment for specific project/duration Laborer hired for 3-month construction project
Agency Assignment Worker supplied through recruitment agency Staffing company provides security guard to mall
On-Call/Flexible Worker called when needed, variable hours Maintenance worker called for emergency repairs

➕ Creating Deployments

Step-by-Step: Deploy a Worker

  1. Go to Deployments Menu Click "Deployments" from left menu.
  2. Click "New" Button
  3. Select Worker Search and select the candidate/worker to deploy.
  4. Select Deployment Type Direct hire, Client contract, Project-based, etc.
  5. Enter Deployment Details Location, client, start date, end date (if applicable), position.
  6. Assign Reporting Manager Who supervises this worker at the site.
  7. Set Working Hours & Terms Normal hours, shift pattern, contact details for site.
  8. Add Any Special Instructions** Health & safety requirements, dress code, site-specific rules.
  9. Confirm Contract Matching** Verify contract terms align with deployment details.
  10. Click Save
⚠️ Important: Worker must have an active contract BEFORE creating deployment. Contract and deployment work together - contract defines terms, deployment specifies where and when they work.

📝 Deployment Information Fields

✓ Worker Name

What it is: Name of the person being deployed.

Auto-filled from: Candidate/Employee record

Example: Mohammad Ali Ahmed

✓ Deployment Location

What it is: Where the worker will work.

Can be:

  • Your company facility
  • Client's location
  • Project site address

Example: "ABC Construction Project, Dubai Downtown"

✓ Client/Company Name

What it is: If deploying to external client, enter their company name.

Important for: Billing, communication, performance tracking

Example: "XYZ Construction Co.", or "Internal - Our Company" for direct hires

✓ Start Date

What it is: When worker begins at this location.

Example: 15-02-2026

Should match: Contract start date or be after it

End Date

What it is: When deployment ends (if temporary).

Leave blank if: Permanent position with no end date

Example: 31-12-2026 (end of year), 15-05-2026 (project end)

Position/Job Title at Site

What it is: The specific role at this location (may differ from contract job title).

Example: "Electrical Technician - Main Building", "Senior Laborer - Phase 1"

✓ Site Manager/Supervisor

What it is: Who oversees this worker at the site.

Responsible for:

  • Daily supervision
  • Attendance tracking
  • Performance monitoring
  • Health & safety compliance

Example: "Ahmed Hassan - Site Manager"

Contact Details at Site

What to include:

  • Site office phone number
  • Manager mobile number
  • Site address
  • Emergency contact at site

Why important: For quick communication if issues arise

Working Hours at Site

May differ from contract if: Client has different schedule

Example:

  • Contract: 8 hours/day
  • Deployment: 10 hours/day (overtime)

Include: Start time, end time, break times, days per week

Special Instructions/Requirements

Add any site-specific requirements:

  • Safety certifications needed
  • PPE (personal protective equipment) requirements
  • Dress code
  • Health & safety rules
  • Client-specific policies
  • Language requirements

Example: "Must complete OSHA safety training before start. Red safety helmet and steel-toed boots required."

Performance Metrics/KPIs

What to track:

  • Attendance percentage target (e.g., 95%)
  • Quality standards
  • Safety record requirements
  • Productivity metrics

Helps with: Performance reviews and worker evaluation

🔧 Managing Deployed Workers

Tracking Deployment Status

Status Meaning Action
Planned Deployment scheduled but not yet started Make final preparations
Active Worker is actively deployed at site Monitor and manage
On Leave Worker temporarily away on approved leave Track leave balance
Suspended Temporarily stopped (disciplinary action, injury, etc.) Document reason, plan return
Completed Deployment ended, worker no longer at site Archive and document
Terminated Ended early due to termination Final settlement processing

Regular Deployment Monitoring

  • ✅ Weekly: Check attendance and hours worked
  • ✅ Bi-weekly: Review performance reports from site manager
  • ✅ Monthly: Verify billing accuracy for clients
  • ✅ Quarterly: Performance review with supervisor
  • ✅ As needed: Address issues or concerns

Recording Attendance & Hours

  1. Open Deployment Record
  2. Go to "Attendance" Section
  3. Click "Add Attendance"
  4. Enter Details - Date
    - Hours worked
    - Any notes (absent, half-day, overtime, etc.)
  5. Save Attendance Record
  6. System Calculates Total hours, overtime, attendance percentage
💡 Pro Tip: Integrate with attendance system or mobile app if available. Manual entry is prone to errors. Use barcode/biometric scanning at site if possible.

🔄 Worker Transfer Between Sites

Sometimes workers need to move from one deployment location to another. Here's how to handle it:

When Transfers Happen

  • 🔄 Project phase changes location
  • 🔄 Worker needs new assignment
  • 🔄 Client request for different site
  • 🔄 Promotion to different location
  • 🔄 Performance issue requiring change

Transfer Process

  1. Discuss with Worker Inform about new assignment, location, terms.
  2. Check Contract Compatibility Ensure existing contract covers new location and role.
  3. Update Deployment Record** Option 1: End current deployment, create new one
    Option 2: Modify existing deployment (if system allows)
  4. Set End Date for Old Site** Last day at current location.
  5. Create New Deployment** For new location with new start date.
  6. Update Contact Information** New site manager, location, hours.
  7. Notify Both Site Managers** Old site (handover), new site (arrival).
  8. Mark Transition** Record on deployment that worker transferred.
✅ Best Practice: Overlap deployment dates by 1 day to ensure no gaps. E.g., Old deployment ends 30-03, new deployment starts 30-03 (same day). This prevents pay gaps or coverage issues.

📊 Tracking Hours & Performance

Attendance Records

What to record:

  • 📅 Date
  • ⏰ Hours worked (start time, end time)
  • 📝 Attendance status (present, absent, half-day, leave)
  • 📌 Notes (overtime, sick, approved leave, etc.)

Performance Evaluation

Regular performance reviews help track worker quality:

Evaluation Criteria How to Assess
Attendance Percentage of days present vs. scheduled
Quality of Work Site manager feedback, rework needed, client complaints
Safety Compliance Follows safety rules, uses PPE, no incidents
Punctuality On time for shifts, completes work on schedule
Conduct Professional behavior, no complaints, good teamwork
Skills Competent at assigned tasks, improves over time

Monthly Performance Report Template

Manager To Provide:
  • ✓ Total hours worked and overtime
  • ✓ Days absent and reason
  • ✓ Performance rating (1-5 scale)
  • ✓ Any incidents or issues
  • ✓ Strengths and improvement areas
  • ✓ Recommendation for renewal/termination

❓ FAQ & Troubleshooting

Q: Can a worker have multiple deployments at the same time?

Yes, but carefully! Workers can be deployed to multiple sites if:

  • Working different shifts (e.g., morning at Site A, evening at Site B)
  • Contract allows multiple assignments
  • Total hours don't exceed legal limits

Track each deployment separately in the system.

Q: What if worker stops showing up at deployment site?

Steps to take:

  1. Contact worker immediately
  2. Document date and communication attempt
  3. If no response after 2-3 days, mark as "absent"
  4. Check contract for abandonment clause
  5. Follow disciplinary or termination procedure
  6. Inform client about absence
Q: How to handle overtime at deployment site?

Process:

  • Record all hours worked (including overtime)
  • Get approval from site manager before overtime
  • Calculate overtime pay (1.5x or 2x based on contract/law)
  • Ensure worker agreed to overtime in writing
  • Bill client for overtime if applicable
Q: What happens if client terminates worker?

Steps:

  1. Get written notice from client with reason
  2. Update deployment status to "Terminated"
  3. Record termination date and reason
  4. Calculate final payment to worker
  5. Check contract for notice period requirements
  6. Offer worker new deployment if available
  7. Keep documentation for disputes
Q: How to track deployment costs vs. billing?

Key metrics:

  • Worker cost (salary + benefits) = Cost base
  • Client billing rate = Revenue
  • Margin = Revenue - Cost

Monitor monthly: Ensure accurate hours are recorded so billing matches work done.

Q: Can I use deployment for internal employees too?

Yes! You can track internal deployments for:

  • Employees assigned to multiple projects
  • Secondment to different departments
  • Office-to-field transfers
  • Temporary assignments

Use same process with client = "Internal Company"

🎯 Key Takeaways

You've now learned:
  • ✅ What deployments are and why they matter
  • ✅ Different types of deployments
  • ✅ How to create and manage deployments
  • ✅ All critical deployment information fields
  • ✅ How to track attendance and hours
  • ✅ How to handle worker transfers between sites
  • ✅ Performance monitoring and documentation

🚀 What's Next?

Once workers are deployed and working, manage their subscriptions and premium packages to get the most value.

Next Chapter: Chapter 8: Subscriptions - Manage Premium Features & Billing
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