To enter an individual job overview on the system the employee can access the “Operation” lisitings. This table gives them a list of jobs which are either in a Pending or Active state which they have been successful in their application for the job and have been added as a member of the Team.
The listing table consists of:
Clicking on an item in the table in the “Operation Listings” as above, take the employee to the Job details page.
This page gives them an overview of the basic job details such as reference number, description, the start date and length, current status of the job aswell as a menu for further tools to mange the job.
Brief Sheet can be completed and Briefing notes can be added to the Job by the administrators from the management portal. This allows all the employees to be upto date with the briefing details regarding the job.
Brief sheets consist of:
Introduction, Team members, Subjects list & Profiles, Ground Map, Intelligence & Background, Mission & Aims and Execution.
When the management team add a shift rota to the job calendar, they instantly become available to the employee via the Job Rota page.
This shows only the shifts for this specific job only, if the employee wants to review shifts from all jobs they can go to the “My Calendar” page.
If the management has chosen to allow this employee to view the shared calendar from the team management page, the employee can also view and collaborate on all shifts from the full team. This is useful for allocating Team Leaders who can take control of their team by viewing and managing their shifts.
Site instructions are a formal instruction typically issued by a head or lead contractor with instructions and directives to other contractors or subcontractors. These are normally passed down from the client or the contractor above if your company is sub contracting.
The Management team simply add the documents to the “Site Instructions” section in the managenent portal and this makes the site instructions available to the employee in this area of the employee portal.
Standard operating procedures (SOP’s) is a set of step-by-step instructions created by an organization to help workers carry out complex routine operations.
If your company has created its own SOP’s or if you have been provided them from the Client, the management team can upload them to this individual job within the employee job management section for the employees to view, download or print.
The travel information section displays all travel checklists, booking, insurance ,visa and flight information that the management has added to the job.
Checklist: You wouldn’t believe the number of companies we deal with, that have told us stories of their employees turning up to the airport without their passport. We created the checklist section so you can update your team with exactly what they need to bring with them for their travel. The employee can then tick the items off on the checklist as they go.
Booking Info: Management can upload travel booking information for the team, this can be viewed by the whole team and the document can be downloaded and/or printed if needed. If the booking document is the employees boarding pass, the employee can open the document from the portal on their phone or app and simply scan the barcode at the gate to board the flight.
Travel Insurance: If your company has purchased travel insurance on behalf of the employee, management add it to this section and the employee has quick access to it. Employees only see their own travel insurance documents for privacy reasons.
Visa / Work Permit: Some countries require a work permit or work visa depending on your country of origin and destination. If your management teams have dealt with the applications, they can add the Visa or Work permit to this section for the employee to view, download and/or print.
Flight Information: Management can add flight information choosing the airport from 6000+ world civilian and military airports, the airport code is displayed to prevent mistakes from turning up at the wrong airport. Employees are sent flight reminders to their inbox from the system based on the flight information input into the system.
The Operation Reports section allows management to create reports and the employees can complete the reports live in the field via a mobile, tablet or from the mobile apps.
Completing the reports live in the field allow you to speed up submitting the final report to the client by 10000% from using normal manual reporting procedures.
The Employees can upload and tie an operation image to a report event. This allows you to quickly signoff an image taken in the field to your client in seconds.
One of our Vireo users said they had managed to submit a final report to their clients within minuites of the shift finishing with our rapid reporting tools.
Private Investigators can use the Vireo App combined with a Samsung Galaxy NX DSLR camera or similar smart or wifi camera, could capture the “Money Shot” and add it to the report in realtime while out in the field. This can be instantly signed off in seconds to the client, making the possible sign-off turnaround time for reports and media, seconds rather than days.
Because time is money in business, the rapid turnaround time is a game changer.
Any images added directly to the report are stored in the “Operation Media” section of the Job.
The employee also have the ability to add additional Images, Videos and Documents that pertain to the Job, these can be seen by management and all other members of the team working on the Job.
There is a link to view the media item, the employee is taken to a generator script that runs a check to make sure that the person trying to view the file has permission and is logged in.
The files on the server are not directly accessible and can only be accessed via the generator script, this ensures that none of your employees can share direct links to your operation media.
Miscellaneous documents section can be used by the Management teams as document storage to upload any documents to the individual job that do not fit into any other section on the system.
The employee can then view the documents from within the Miscellaneous documents section from within the job management section on the employee portal.
The Expenses section allows the Employee to file expenses to the management team while out in the field. If the Client has agreed to pay all expenses, these can be signed of to the client at the click of a button from within the management portal.
Any expenses added to this section are automatically calculated in the Job overview page in the management portal, so the management can get a realtime overview of the job finances.
By default, the Employee can only upload invoices directly to a Job, this forces your employees to keep your financial records accurate.
The system has been built to naturally keep accurate records, it also helps your business keep an accurate paper trail.
Once management mark the invocie paid, the employee is notified and the invoice is marked as paid in the Employee portal. This also helps the employees review their own payment history from within the portal.
Data Watermarking is part of the copy protection system that is built into the employee portal.
Visible text and Invisible code watermarking make taking photographs of the portal and sharing of your private data a technical nightmare for the rogue employee in question.
It acts as a technical deterrant to any employee planning on taking photographs of the screen and sharing it with others outside the company.
If they share the photograph, it makes identifying the individual who leaked the data easy to track.
Data access is granted to the Employee using the security principle of least privilege.
When an Employee is added to the Team on a specific job, they are granted only the tools required for them to complete what is required of them.
For instance, when a job is in the “Pending” status, the employee only has the ability to review the briefing documents and review the job’s rotas and calendars, to get ready for the job commencing.
When the job is switched to “Active” status the employee then has all the tools required to complete the job including submitting reports, invoices and expenses.
When either the Employee is removed from the Team by management or the job status is switched to “Complete” the employee’s access is instantly revoked.
This not only makes managing job access for your employees simple, it also gives you total control over who is on the Team at any given time and you have a managerial overview of exactly who can access your job data.
Once the management have started the process of data destruction, the employee can be sent a data desctuction agreement to sign.
Next time the employee logs in they are asked to review and sign the data destruction agreement. It is in place to ask your employees to destroy all data associated with the job and to sign the agreement to confirm that the data has been destroyed.
This puts the onus on the employee to ensure that the data is destroyed and that they will be legally liable for a data breach if they do not comply and complete the deletion of the data.
There are alot more features to explore in the Employee Portal! would you like to know more ?Learn More
The Ultimate Management software for the Security & Investigation Industries.