One approved day.
Four systems read it.
The roster is the spine of a manpower business. Get the day right and payroll, statutory liability, client billing and the GST invoice all follow from the same row. Get it wrong — or capture it in one place and re-key it into three others — and the gap between billed days and paid days becomes your margin.
yfy captures the muster at the site, approves it once, and lets everything downstream read that record instead of a copy of it.
The record, and the four things that read it
One approved assignment-day row drives worker payroll, statutory liability, client billing and the GST invoice simultaneously.
• Client Contract & Site
• State, Zone & Skill Category
• Shift Hours & Overtime
• Supervisor Signature & Timestamp
Days present, shift, overtime, client site worked, and applicable minimum wage floor.
The wage base for PF, ESI, PT, LWF, bonus and gratuity — all yours as employer of record.
The billable days or units, computed at the agreed rate card for that contract.
The line item on the invoice, with contemporaneous attendance evidence attached.
Billed days cannot drift from paid days, because they are the same row. In a four-system operation those two numbers are calculated separately, from different sources, by different people. The gap is your margin, and nobody sees it until the year closes.
The approval is the moment of truth. Before it, the day is a claim. After it, it is the basis on which a person is paid, a statute is computed, a client is billed and an invoice is raised — so the approval carries a name, a timestamp and an audit row.
Rostering starts from what the site contracted for
Not from who happens to be free. Each client contract carries a required headcount by skill, by shift and by day — and the roster is built against that requirement, so a shortfall is visible before the shift starts.
Demand-first duty roster
Built from site requirements: headcount by skill category, shift, and day. The plan and the contract obligation are the same object.
Bulk assignment
Deploy hundreds of staff to sites in one action. The client contract, state, zone, and skill category attach automatically with the correct minimum wage floor.
Week-ahead fill forecasting
Predict which shifts will run short next week while you can still deploy cover. Fill rate is your primary renewal metric — manage it as a number.
Exception-first control
The screen highlights what needs a human decision, not a wall of shifts that are already staffed. For an operator with 400 sites, clean views save hours.
Per-contract SLA tracking: Headcount fill commitments and response windows are held directly against client contract records.
The best attendance system is the one that gets used at 6am
Your supervisor is standing at a gate. It is early, it is raining, there is one bar of signal, and they have thirty people to mark. Every design decision below follows from that reality.
| Ergonomic Feature | How It Works at the Gate |
|---|---|
| No app to install | A magic link sent via SMS. No download, no app store credentials, no IT tickets, and no device policy arguments. A supervisor who joins tomorrow needs a link, not a training day. |
| Works offline | Attendance marks are stored locally on the device and sync when network signal returns. A low-connectivity zone delays the sync, never the muster. |
| Saves on every tap | There is no submit button to forget and no session timeout to lose. Each tap saves instantly, so a dropped connection costs zero work. |
| Cover and replacement in one tap | When a regular guard or cleaner is absent, the supervisor records who stepped in on the spot, rather than reconstructing memory at month-end. |
| Geo-tagged and timestamped | Tied to the client site coordinates. A man-day is evidenced rather than asserted, whether questioned by a client auditor or an inspector. |
A record created at the gate and a register compiled for a hearing are not the same document. The first is contemporaneous evidence. The second is a reconstruction, and everybody in the room knows it.
Existing biometric hardware: Large sites with biometric turnstiles (Essl, ZKTeco, Matrix) sync seamlessly via automated push APIs and scheduled data feeds into the same muster record.
One approval, four consequences
Because a single record drives pay, statute, billing and invoicing, approving it is a financial control rather than an administrative step.
Named approver audit
Records exactly who approved which site’s muster and when, stored on an immutable tamper-evident audit ledger.
Exceptions surfaced first
Absences without cover, double-marked staff across two locations, and uncontracted overtime are raised for human decision prior to approval.
Amendments leave a trail
A corrected day supersedes rather than overwrites. A query three months later displays both the original entry and the reasoned edit.
Downstream reads approved
Payroll, statutory computations, and billing consume only approved records. An unapproved day is never accidentally invoiced.
Configurable hierarchy: Supports multi-tier sign-off workflows (Site Supervisor → Cluster/Area Manager → Operations Head) tailored per client agreement.
One guard. Three client sites. Three rates. One month.
This is the operational reality that breaks generic software and spreadsheets — and in facility management and security, it is a routine month.
The record logs exactly which client site the worker stood at each day, the wage rate for that contract, the notified minimum wage floor for that state, and the relevant branch registration.
The worker's total monthly earnings are aggregated first. The statutory ceiling (e.g. ₹15,000 for EPF, ₹21,000 for ESI) is applied once against the aggregate total, preventing illegal over-deductions.
The employer statutory contribution is then apportioned proportionally across the client billing lines. Each client pays their exact statutory share, and the agency never absorbs unbilled employer liabilities.
This is the single calculation that most distinguishes an agency that scales from one that gets a notice. Ask any vendor you are evaluating to walk through a worker who moved between two client sites mid-month. The pause tells you everything.
The muster is a compliance record, not just an input
Attendance is the first document requested in an inspection, client audit, or section 33C(2) wage dispute. Capture it as though it will be read by a hostile party.
For a client audit
The attendance record per worker per day, geo-tagged, forms part of the monthly compliance pack alongside wage registers and establishment-filtered PF/ESI returns.
For a labour inspection
Muster and wage registers generate directly from the run that paid, under the applicable state Shops or Factories Act, and file into the evidence vault.
For principal employers
If your client runs yfy's principal employer lens, your approved muster matches their bill verification record. Deduction disputes stop before they start.
If you engage contract labour, the muster is yours, not theirs
A contractor-supplied attendance sheet cannot trim a contractor-supplied bill. That is why principal employers maintain their own independent gate records.
| Principal Employer Principle | How the Platform Enforces It |
|---|---|
| Your gate is your evidence | Biometric turnstiles and gate access logs feed a muster you own, independent of contractor self-reporting. |
| Propose, then confirm | The agency proposes a deployment roster; your site supervisor confirms it. No worker enters the premises in the system without prior acceptance. |
| Supervisor scope | A site supervisor sees only the facility they oversee, preventing data spill across plants. |
| Feeds the billing trim | Claimed man-days on the agency invoice are capped at your gate record, per worker, per shift — the first calculation in eligible-to-pay. |
Honest limits: What we do not do
We state our operational boundaries clearly so expectations align before you trial the product.
- This is not a predictive workforce-management suite. No footfall forecasting, no algorithmic auto-scheduling based on store traffic, and no shift-bidding marketplace. The roster is built from your contracted headcount obligations.
- We do not supply biometric hardware. We ingest from devices you already own (Essl, ZKTeco, Matrix, etc.) via open APIs or scheduled file drops.
- Native mobile applications are in progress. The site muster and worker self-service are mobile-first in modern web browsers today and require zero app installs.
- We do not do facial recognition or liveness detection. Attendance is authenticated via secure supervisor credentials, SMS magic links, or external biometric device feeds.
- We do not source or recruit candidates. Onboarding through to deployment, payroll and billing, yes. Sourcing talent remains your operational function.
- India only. Built specifically for Indian labour laws, state minimum wage zones, and multi-state compliance.
Muster capture, multi-client scaling & implementation
Reconcile one month against your own records
Send one month: your deployed roster with client sites, that month's payroll register, one client invoice, and your PF and ESI challans. We reconcile paid days against billed days per client site, test wages against the notified floor for each site's state and skill, and show you where the gaps are. Then we show you the compliance pack you could hand that client every month instead.