Attendance across multiple client sites

Why is attendance across many sites so hard?

One site with one register is manageable. Twenty sites with twenty registers is where agencies lose control. This guide is part of our contract staff attendance guide; the problems it covers come up at almost every growing agency:

• Who belongs where? The office's list of who works at which site drifts away from what supervisors actually see.
• Transfers. A worker moves from Site A to Site B on the 12th and appears on both registers for the month, or on neither.
• Relievers and double shifts. A reliever covers three sites in a week; someone works a day shift at one site and a night shift at another.
• Supervisors with several sites. One supervisor visits four sites a day and keeps four registers.
• Billing per site. Each client is billed for their own staff-days, so a worker counted at the wrong site means one client overbilled and another underbilled.

What is the right starting point: the site or the staff member?

Start from assignments. An assignment says: this staff member works at this site (and, if needed, this shift) from this date, until another date or until further notice. Everything else follows from it:

This is how HaazriPro works: the attendance grid for a site and date shows exactly the staff whose assignment covers that date. You never mark attendance for someone who is not assigned, and nobody falls off a list because a register was not updated.

How do you handle a transfer in the middle of a month?

Take Suresh, assigned to a mall from the 1st. On the 12th he moves to a hospital. Two things happen:

1. His mall assignment ends on the 11th, and a hospital assignment starts on the 12th.
2. If he worked part of the 12th at the mall before moving, he can be marked "transferred" at the mall and "present" at the hospital for that day. One person can hold one mark per site per day.

At month end the mall's bill counts his staff-days from the 1st to the 11th, the hospital's from the 12th, and his salary counts every day he worked, wherever it was. Nothing is counted twice and nothing is lost.

Worked example: one month, three sites, one supervisor

A supervisor covers three sites: a mall (6 staff), a hospital (4 staff) and a school (2 staff). On the 12th, one mall staff member moves to the hospital.

The totals reconcile: 12 people working 30 days is 360 staff-days, split correctly across three clients. With three paper registers, getting this right depends on the supervisor remembering to cross out one name and add it to another sheet.

HaazriPro works this out every month from your attendance, for every staff member and site. Start 30-day free trial  →

How should supervisors be set up?

• Give each supervisor their own sites. In HaazriPro, a supervisor sees and marks only the sites they are assigned to, and can add a new staff member or assign and remove staff at those sites.
• Keep the owner view separate. The owner sees every site, the full staff directory, rates and reports; supervisors do not need rates to mark attendance.
• Plan relief cover. When a supervisor is off, assign a relief supervisor to the same sites rather than sharing logins.
• Use shifts where a site runs more than one. Each site can have its own shifts, such as day and night, and staff are assigned to the shift they work.

What about sites without network?

In a multi-site agency, at least one site usually has poor signal. The grid for each site should load from the phone, not from the internet, and marks should sync later without duplicates. Our guide to offline attendance explains how.

How does multi-site attendance turn into billing?

Once each mark carries its site, billing is arithmetic: staff-days per site and category, multiplied by the rate agreed with that client. The site billing calculator shows the calculation for one site; the manpower bill format lays it out as an invoice. The important point is that the bill comes from the same marks as the salary sheet, so they can never disagree.

What if you are still on paper?

1. Keep one sheet per site, never one sheet for several sites.
2. Keep a master list of assignments in the office: name, staff code, site, from date, to date.
3. When someone moves, write the move date on both sheets the same day.
4. Use the same codes at every site; see attendance codes explained.
5. Use a standard layout, such as our free monthly attendance sheet.

Sources

• OSH and Working Conditions (Central) Rules, 2026, G.S.R. 345(E): attendance register-cum-muster roll, Form XIV (eGazette)
• PIB, 21 Nov 2025: the four Labour Codes made effective

This guide explains the rules in plain language. It is not legal or tax advice. Laws and rates change, so check register and billing obligations for each site with your labour consultant or CA before you act on it.