Help Center

Setting up your organization

When you sign up, you create both your personal account and your company (organization) at the same time. Whoever signs up first becomes the admin — they have full access to projects, employees, reports, and billing.

Roles

There are three roles:

• Admin — full access. Can manage everything including billing, projects, briefs, schedules, and team members.
• Supervisor— manages projects, assigns employees, creates and assigns safety briefs. Can't change billing or remove admins.
• Worker (Employee) — uses the mobile app to clock in/out, acknowledge safety briefs, and view their assigned shifts.

Inviting your team

You can invite team members from either the web dashboard or the mobile app. Both work the same way — enter their email and pick a role.

From the web (Admins, Supervisors)

1. Go to the Employees tab in the dashboard.
2. Click Invite Employee.
3. Enter the person's email, full name, and pick their role.
4. They get an email with a link to set their password.

From the mobile app (Admins, Supervisors)

1. Tap the Employees card on the home screen.
2. Tap the + Invite button.
3. Enter their email and pick Employee or Supervisor.

The invite email includes a button that takes the person to a page to set their password. After that, they download the app and sign in.

Creating projects

A project is a job site. Each project has an address (used for GPS verification when workers clock in), start and end dates, a description, and the team members assigned to work on it.

1. Go to Projects in the dashboard.
2. Click + New Project.
3. Fill in the address — this is critical. The latitude/longitude pulled from this address is what ShiftPro checks when workers try to clock in. They have to be within ~500m of the project to start a shift.
4. Set your start date, deadline, and any notes for the team.
5. Save. Then assign briefs and employees (see below).

Tip:If a worker can't clock in, the most common cause is the project address being wrong (or geocoded to the wrong building). Edit the project and verify the pin position.

Safety briefs

Safety briefs are the documents workers have to read and acknowledge before they start a shift. ShiftPro ships with default briefs (fall protection, PPE, etc.) and you can create your own.

Creating a brief

1. Go to Safety Briefs.
2. Click the + button in the top-right.
3. Add a title and content. You can format with headings, lists, and bold text.
4. Optionally attach reference images.
5. Save.

Assigning briefs to a project

1. Open the project from the Projects page.
2. Tap Assign Briefs.
3. Select which briefs apply to which employees on this project.
4. Save. Those workers now have to acknowledge those briefs before clocking in.

Scheduling employees

Assignments tell ShiftPro who is supposed to be at which project on which day. Workers see their upcoming assignments in the mobile app, and they get push notifications when new ones are added.

1. Open Schedule in the dashboard or mobile app.
2. Pick the date you want to assign.
3. Tap Add Assignment.
4. Pick the project, the employees, an optional date range (for multi-day jobs), and any instructions.
5. Save.

Tip:You can also start an assignment directly from a project's detail page using the Assign Employees button — it pre-selects the project for you.

The mobile app

Workers spend most of their time in the mobile app. It's available for iOS and Android.

Clocking in

1. Open the app and tap Start Shift.
2. The app uses GPS to confirm you're on a project site. If you're near a matching project, it auto-selects it.
3. If you have unacknowledged safety briefs for that project, the app shows them first — you have to scroll through and confirm before the shift can start.
4. You're clocked in.

Clocking out

Tap End Shift. The app records your final GPS location and shift duration.

Permissions you'll be asked for

• Location— required, used only when starting/ending shifts to verify you're on site. We don't track location continuously.
• Notifications — recommended, used for new assignments and announcements.
• Camera — optional, only if you attach photos to reports.

Lunch breaks

Workers track lunch from the mobile app while clocked in. Tap to start, tap to end. The office sees an On Breakpill on the Live Overview the second a break starts — no calling the crew to find out who's actually working. Break minutes are unpaid by default and come out of paid hours on the payroll export.

For workers — starting a break

1. Open the app while clocked in.
2. Tap Take a Break on the home screen.
3. When you return, tap End Break.

Forget to tap End Break before clocking out? ShiftPro closes it for you when the shift ends. Paid hours stay clean either way.

For admins — how breaks affect payroll

• Break minutes are subtracted from on-clock time to produce paid hourson the accounting page and CSV exports.
• Daily overtime math respects breaks — a 9-hour shift with a 1-hour lunch counts as 8 paid hours, not as triggering daily OT.
• Weekly overtime totals are reduced proportionally so the "over 44h/week" threshold reflects actual paid time.

Drive-time tracking

When a worker clocks out at one project and clocks in at another within 12 hours, ShiftPro logs a drive segment connecting the two. Distance and duration come from the Google Routes API, using the two clock-in/out GPS coordinates you already collect — no continuous location tracking, no live ping. Built for mobile crews and supervisors who bounce between jobs. Single-site crews can ignore it.

Turning it on

1. Sign in to the web dashboard as an admin.
2. Go to Settings → Drive-time tracking.
3. Flip the toggle on. New drives start being detected within the hour.

Crews who work a single site per day don't need this— leave it off. You can switch it on later and existing shift data isn't affected.

Seeing drive data

Open the Accounting page in the dashboard and switch to the Drive Timetab. You'll see one row per detected drive with the worker, date, from/to projects, distance in km, drive duration, and elapsed gap (the actual time between clock-out and the next clock-in). The CSV export has CRA-compatible columns for mileage reimbursement claims.

Privacy

Only the two endpoint GPS coordinates (clock-out at site A, clock-in at site B) are sent to Google. There's no continuous location tracking during the drive itself. You can turn drive tracking off at any time without losing existing records.

Certificate expiry alerts

Thirty days before any worker's certificate expires, ShiftPro sends an email and a push notification to the worker's phone — and copies the supervisor. That's enough lead time to book the renewal class before the ticket actually lapses, instead of finding out on the morning someone needs to operate a lift.

What gets tracked

Upload it once and ShiftPro watches it. The default catalog: First Aid, WHMIS, Fall Protection, Confined Space Entry, Aerial Lift, Forklift, Articulating Boom. Add custom types for anything specific to your trade or jurisdiction.

How to add a certificate

1. Open the Employees page.
2. Click the worker, then the Certificates tab.
3. Click + Add Certificate. Pick the type, set the issue and expiry dates, and attach a photo or PDF of the credential.
4. Save. Alerts are automatic from this point on.

Assignment safeguards

Assign a worker to a project that requires a cert? ShiftPro blocks the assignment if their certificate is missing, expired, or set to expire before the shift date. No accidental scheduling of unqualified workers onto jobs that legally need the ticket.

FAQs