Admin SOP — Phase 1 Labor Controls

A job is eligible for the pilot labor tracking program when all ten of the following are true:

1. Status is scheduled or in_progress
2. Property address is confirmed and complete
3. approved_labor_hours is set (non-null, > 0)
4. approved_crew_size is set (≥ 1)
5. crew_lead_id is assigned
6. assigned_supervisor_id is assigned
7. At least one JobAssignment exists with status accepted
8. required_photo_types has at least before and after selected
9. At least one JobTask exists for the job
10. Scheduled start date is within the next 14 days

Set approved_labor_hours before the crew is dispatched, ideally when the job transitions to approved_to_schedule or scheduled.

Source of estimate

Use the total labor_hours from the active Estimate line items as the starting point.

Adjustment rule

Add 10–15% buffer for access delays or hidden conditions on older homes.

Minimum value

Never set below 1.0 hour. If truly a 30-min job, set 1.0 and note the reason.

After job starts

Only increase via a LaborBudgetApproval request. Never manually reduce once time is being tracked.

Locking

Set labor_budget_locked = true after the crew clocks in for the first time to prevent accidental changes.

This is the maximum simultaneous headcount approved for the job at any given time, not the total number of workers across all visits.

Solo task (handyman, inspection)

1

Standard repair job

2

Multi-trade or complex scope

2–3, with supervisor sign-off

Full renovation / large scope

3–4, requires written justification in job notes

Exceeding this limit

Triggers overstaffing_flag on the time entry and creates an AttendanceException. Time is still preserved — do not delete the entry.

crew_lead_id

The on-site worker responsible for coordinating the crew, uploading photos, and submitting the field report. Must have is_crew_lead = true on their EmployeeProfile.

assigned_supervisor_id

The admin or staff member who receives labor alerts, reviews the daily hygiene dashboard for this job, and approves LaborBudgetApproval requests.

Both required

A job cannot be marked pilot-ready without both fields populated.

Changes mid-job

Allowed, but note the change in job notes_internal with the date and reason.

Select from: arrival, before, progress, after, completion, trade_specific.

Open the Labor Hygiene Dashboard each morning before dispatch and each evening after crews clock out. Review these categories in order:

1. Missing payroll hours — entries that are clocked out but have no total_hours. These must be corrected before end-of-week payroll.
2. Missing GPS — entries where clock_in_location_status is "unavailable". Follow up with the employee to confirm their location at clock-in.
3. No lunch recorded — entries longer than 5 hours with no lunch_start. Confirm with the employee and set lunch_supervisor_override if lunch genuinely did not occur.
4. Missing field reports — jobs with no DailyFieldReport for the prior work day. Contact the crew lead.
5. No photos on active jobs — jobs in_progress with zero JobPhoto records. Follow up before the job closes.
6. Unlinked assignments — employees clocked into jobs with no JobAssignment. Determine if self-dispatch occurred and document it.