Data Support I Handbook

🧭 This handbook is being reorganized into a hub plus focused sub-pages. Start with the pages below. The long content further down is the legacy source, kept intact until everything is migrated.

Handbook Index

Start Here — Daily Workflow — your daily loop: Slack REG triage, then Workforce approvals
App Reference — menu glossary, Workforce vs Admin, Workers tabs, worker profile anatomy
Workforce How-Tos — creating a registration, Workers tools, Bulk Filter
Admin How-Tos — Change Company, Merge, Sync Site Access, Certifications, Remove Badge, Adding Companies
Bulk / CSV Operations — build a custom CSV and run a sync
Policies & Escalation — Gov-ID policy, who to tag, deprecated orders note
Roadmap — Sections to Add — planned topics not yet documented

Two things left to finish (these need the Notion app, not the API):

Drag the screenshot sections into their new homes — the registration walkthrough, Workers tools, and Bulk Filter screenshots into Workforce How-Tos; the CSV screenshots and tutorial video into Bulk / CSV Operations. Dragging preserves the images.
Once those are moved and the sub-pages look right, delete the old section bodies below so this page is just the index above.

📋 Work in Progress — This handbook is actively being updated with new procedures and documentation.

Daily Procedures

Slack Overview

When working in Slack, your main priority is to actively check all REG channels and complete requests as they appear. There are a few different types of requests seen in Slack:

1. Badge Photos, Access Requests, Deactivation Requests

These types of requests will be posted by other Slack users, and the request should be completed as stated. If more information is needed, it is our responsibility to reach out to the requestor to find a solution.

2. Checking Self Registration Form Responses

All registration submissions echo into Slack. Your responsibility with these types of requests is to verify that, at minimum, there is a legible badge photo. You can also make note of missing headshots, but the main priority is making sure there is a proper badge attached.

If there is an issue with a self registration (e.g., missing badge), mark the post with ❌ and notify the whole channel or the person responsible for badging if you know the proper point of contact.

Workforce (WF) Overview

When working in Workforce, your primary responsibilities include checking for duplicates before approving registrations, ensuring companies are updated from "Pending" status, and maintaining accurate badge assignments on all profiles. While Workforce appears straightforward in concept, it requires attention to numerous detailed processes and procedures.

1. Approving a Worker

When approving a worker, you will be presented with a duplicate finder adjacent to the incoming registration. Your initial step is to verify that you are not creating a duplicate profile for an existing worker.

If multiple duplicates already exist, you may merge them prior to approving the new worker (link to merge tool section needed)
For the same worker with conflicting companies, profiles should be maintained separately UNLESS the existing profile lacks access to any active project or has no access whatsoever, in which case the existing profile may be utilized.

2. Verifying Company

When a submitter does not select a company from the dropdown, or when the company they enter is not an *exact match*, Workforce will register the company as PENDING. Please check the notes section of a registration to verify whether the company was successfully added.

If steps 1 and 2 are complete and the company was added successfully, no further action is required and you may proceed to the next registration.
If the company is PENDING, you must properly update it on the registration or the worker profile before proceeding (link to update company needed).
- If you cannot locate the company in the admin, you will need to create a new company or request assistance from a team member to add it for you (link to companies section needed).
Companies can be updated using one of two methods:
- Directly on the registration before approving: If you edit the registration and select the appropriate company from the provided dropdown, it will update the worker's company when approved.
- By removing site access and re-assigning it: Companies are currently tied to site access, making this the only alternative method for editing.

3. Badge Verification

Upon worker approval, it is essential to verify each worker profile to ensure that any badge included in the registration is properly assigned to the worker. This represents a critical component of the entire process.

An automated system attempts to scan and assign badges; however, this system experiences a significant failure rate due to poor image quality.
The *notes* section serves as an initial verification point. When the automated system successfully reads a QR code, it generates one of two messages:
- "Badge added successfully": No additional profile verification is required for the badge assignment.
- "Badge already assigned": It is necessary to identify the current assignee and determine whether the badge should be deactivated and reassigned, or whether coordination with the on-site team is required due to duplicate badge photo submissions.

Policy on Handling Government-Issued IDs

Sitemetric strictly prohibits the storage of government-issued identification documents on external platforms (e.g., Slack, Dropbox, etc.). Upon discovering any such documents posted by Slack users or submitted through registration forms, immediately notify Management for proper deletion and inform the user of the policy outlined below.

Policy Guidelines

For security and privacy compliance, please adhere to the following guidelines regarding government-issued identification documents:

Do not photograph any government-issued identification documents such as driver's licenses or passports.
Remove any existing photos of such documents from your personal devices immediately.
Restrict document storage to Sitemetric systems only. Do not upload or share these identification documents on Slack, Dropbox, or any other external platforms.

This policy ensures the protection of sensitive personal information and maintains compliance with data privacy regulations.

https://sitemetric.slack.com/archives/C08N11LDU1L/p1747940669765219

Tickets and Internal Communications

Data Entry Team

@data-entry

Use for: Anything regarding badges, site access, and worker profiles

In the event the request is for support, Data Entry will forward to them.

Scanner Team/IT

@scanner

Use for: All requests regarding equipment

If we are asked to look into a badge and it has site access and is properly assigned but still denied, we need to send to Scanner to look into getting the equipment back online.
When responding to the ACO, it's helpful to Scanner if we try to figure out what post the ACO is getting the denied reading at. Furthermore, you can select a site and look in Reports > EFR to help deduce if any equipment is red, but this is a back seat priority. If you are not sure, you can just ping Scanner to help troubleshoot.

Support Team

@support

Use for: Almost all requests regarding the app (access, invites, etc.)

All questions/requests regarding reports

Orders

⚠️ WE ARE NO LONGER GOING TO SUBMIT ORDERS

IF YOU SEE AN ORDER REQUEST, TAG A LEAD

IF YOU DO NOT KNOW WHO TO TAG, SHARE TO ICOMM AND @CHANNEL

Sitemetric App Overview

Main Menu Items

Site Selector
Site Pulse
Forms
Inventory
Messaging
Reports
Safety
Scanner
Training
Security
Threads
Time Management

Site Selector

This option lets you select a specific site to narrow down results across standard menu items such as Reports and Workforce > Workers.

Site Pulse

Provides an overview of the selected site.

Forms

Currently, this feature is either unavailable to you or not needed. It serves as the tool for publishing new forms and editing existing ones.

Inventory

This section sees minimal use in our workflow. At most, we use Zones to assign restricted labels to equipment.

Messaging

We do not currently use this section. It serves as the Messaging interface for sending mass texts to the selected site.

Reports

This section contains all custom reports for the selected site. While not used frequently, it can be helpful for more detailed requests. For example, if you're asked to deactivate "Stationary" badges, you can check whether the site has a "Stationary Badge Report" and use it to identify which badge needs to be deactivated.

Safety

*(Content to be added)*

Scanner

*(Content to be added)*

Security

*(Content to be added)*

Threads

*(Content to be added)*

Time Management

*(Content to be added)*

Training

*(Content to be added)*

Workforce

Workforce is at the core of our department—one of the most frequently used sections, right alongside Admin > Workers. When you open Workforce, you'll find 2–3 submenu items designed to help you navigate quickly.

Worker Registrations (All Sites)

This is an Admin-Workers/Superadmin exclusive menu and is where we can access an "All Sites" view of registrations so we do not have to go through the Site Selector.

Worker Registrations

This is a site-specific view. This will only show registrations for the site you currently have selected in the app.

Workers

There are three different tabs at the top of the window:

Authorized: Shows all workers with site access
Unauthorized: Shows all workers that had site access at one point but had it removed
Stale: Shows workers with no detections in a set period of time. This timeframe can be adjusted from 30, 60, 90, and 180 days.

Creating a Worker Registration

Sometimes we need to manually create a registration. You can use any of the digital forms to do this, but it is much simpler to create a new registration in the app:

Select the site you need to create the registration for

Navigate to Workforce > Worker Registration

Click + in the top right corner next to the search bar

Upload photos
- If you upload the photos, the bot will automatically crop the headshot and save to Dropbox, as well as try to scan and assign any badge.

Fill out provided worker information
- First Name, Last Name, and Company are the only required fields when creating a registration.

Save
- If the save button is greyed out, then there is an error on the form. Most common errors are required fields not being filled out or improper phone numbers. Workers tend to add the country code digit, or in the US, 1. The registration does not like this, and it should be removed.

Approve the worker registration

Workforce > Workers: Tools

There are a multitude of tools within Workforce > Workers and these can be used to make our lives a lot easier.

Search Bar

You can further refine results by using the search bar. The search field is fuzzy, so you can type first name, last name, first few characters of each, phone, etc., in any order, and it will return matching results (e.g., Josue Ramirez, Jos Ram, Ram Jos, Ramirez Joseph should all pull the same results for the most part).

Furthermore, after you have refined your list, you can use Select Workers and Download to download a report of only the selected workers. This is extremely helpful when we want an Excel file of one specific company.
*Search does still interact funny with special characters, so you may need to cut your search down to the first few characters to cut out any potential special ones.*

Select Workers

When clicking Select Workers, checkboxes will appear next to each worker. You can select specific workers and then proceed to use any of the other tools to help you complete your task.

Download

You can find an ellipses menu (3 vertical dots) that will let you download an Excel file of all workers.

This can be useful when trying to cross-reference companies on site or compile a list of Sitemetric IDs.
You can use this in tandem with Bulk Filter and Search to further narrow down the list being downloaded.

Bulk Filter

Arguably the most useful tool we have. When accessing Workers, you will see a menu button in the top right that will let you select multiple workers. When selected, a window will open up where you can paste a list of Sitemetric IDs.

I will go more in depth about this tool below.

Edit Labels

After you have your workers selected you can use the Edit Labels button to assign a label en masse.

*(Link to Labels needed)*

Remove Access

Once workers are selected (either via Bulk Filter or Select Workers), you can use this button to remove all selected workers.

Bulk Filter Extended

Once the window is open in Workforce > Workers > Bulk Filter, you can paste in a group of worker_ids, and this will return results to only found workers.
- *You will want to make sure you have the correct site selected when removing workers.*

Once your IDs are pasted, there is no real feedback at the moment, so you can close out of the window. You will see that the list is now refined by the specific IDs pasted in the bulk filter.
From here, you can select the workers you want or click the Select All x Items in this List.
Once selected, you can use any of the other tools to complete your task (Remove Access, Add Label, Download File).

Creating a Custom CSV of Workers

Using the Workforce > Workers section, you can create lists of specific companies easily. For example, you are asked to add access for all workers with Company A to another site. Yes, you could go one by one and add access, but if you create a CSV of all workers, you can use the Admin Site Access Tool (link needed) to grant access en masse.

Example: You are asked to copy all Sitemetric Employees from Canary Equipment to Sitemetric: Canary. You can create a quick CSV of all of them by doing the following:

Select the FROM site in the site selector (in this example, Canary Equipment)

Navigate to Workforce > Workers

Use the Search Bar to refine the workers to just Sitemetric workers
- *You can type in the company or type in the company_id from Admin > Companies.*

Click the Select Workers button to select workers
- *You can check the box next to name to select the first page. You will then be given an option to Select All Items in the list.*

Once you have selected all the workers you would like, click the ellipses menu to download a CSV
- *You do not have to save a CSV initially, but this is the format needed to use the admin tools, so it's best to download this format to begin with.*

Once you have the report downloaded and opened in Excel, you'll see a lot of columns we don't need. You can delete all unneeded columns. In this example, we only need Sitemetric ID & Company ID.

The Admin > Tools use unique keys, so you will need to rename Sitemetric ID and Company ID as follows:
- Sitemetric ID = worker_id
- Company ID = company_id

Now that you have your list, save it and navigate to the Tool you are looking to use. In this example, it will be Site Access.

You will notice that you can either select a site, which will affect all workers, OR upload a CSV, which will only affect your custom list. Upload your list, select the TO site, and Perform Sync.
- *You will get some feedback while it syncs and be notified when it is complete.*
- *Keep in mind, you do NOT have to compile your list this way. HOW you get Sitemetric IDs and Company IDs is ultimately left up to you.*

Admin

The Admin tab is also one of our most used sections of the app, specifically Admin > Workers and Admin > Companies. This section will go into more depth on what each submenu provides. *Not everyone has all of the options listed here.*

Companies

This is where we can find, add, and edit companies so they will populate on dropdowns and can be added to workers.

Not everyone can add or edit companies

Customers

*N/A*

Equipment

*N/A*

Reports

Used to

Remove an email from all distribution lists
Add standard reports to projects

Sites

List of all sites and site settings.

Users

Used to manage user app logins and permissions.

Largely unused by Data Support I at this time.

Workers

The most important Admin section to us.

This is a GLOBAL SEARCH of all workers in our database. This *ignores* the site you have selected.
This is also where you will find a number of tools that I will go into more detail below (link to admin tools needed).
You can search by MAC Address, Phone Number, Name.
You can further narrow down search results if you click the button next to the search bar.

Adding Companies

When adding companies in the database, please use the following naming convention:

Try to find a listing on Google or something to confirm a proper company. If you have trouble with this, you can reach out to a lead to help try to confirm.
Make sure there is no space at the beginning or end of the company name.
When adding INC companies, please add as , Inc.
- Example: Company, Inc.
When adding LLC companies, please add as , LLC
- Example: Sitemetric, LLC
If you *know* the trade, then please fill out the field at the bottom of the add company page.
- This no longer has a dropdown, so you'll need to add it exactly as we have it on other profiles.

Admin: Tools

There are a number of tools you can find in Admin > Workers that drastically help out with certain requests. This section will explain how and when to use each of them.

Change Company

Allows the user to change all workers with one company to another.

Manage Certifications

The Certifications here allow you to add new certifications so they will populate on the dropdown when adding on a worker profile.

Merge Workers

Allows the user to merge two or more worker profiles.

We cannot delete profiles, so if there are duplicates, the only way to clear them is to merge them.

Sync Site Access

Allows the user to copy site access from one site to another.

Remove Badge (Global)

Allows user to remove a badge from a deleted profile.

Using a CSV File to Change a Custom List of Workers

If you use the standard FROM & TO fields provided on whichever tool you are using, it will change ALL WORKERS in our database. You can refine who is changed by creating a CSV in Excel and uploading it.

The CSV file needs to be formatted a specific way. You will need the following column headers depending on the tool:

CHANGE COMPANY: worker_id, company_id, site_id

SITE ACCESS: worker_id, company_id

Required Information

Worker IDs or Sitemetric IDs
- Can be found on the worker's profile or by downloading a report
Company IDs
- Can be found in Admin > Companies
Site IDs
- Can be found by selecting the site and checking the site pulse page

tutorial_.mp4

Worker Profiles

Overview of Worker Profiles

Worker Profile: Worker Information
Site Access: View and Manage Site Access
- Companies are directly tied to Site Access. This is the only way to update a worker's company.
Certifications: View and Manage Certifications
Notes: Add a note
- This section has a lot of different uses, most of which are band-aid solutions for future features.
Badges: View, Deactivate, and Assign worker badges
Messaging: Shows phone status and allows us to toggle site texts on and off
Labels: Allows us to assign and manage Labels for Restricted access lists and custom reports
Safety Notes
Ban Worker: Allows us to ban workers. Currently, none of you have access to this feature.
Sitemetric ID: One of the most important things on a worker's profile. This is their Sitemetric unique identification number and is needed to use most of the tools the admin offers.

Sections to Add

The following sections are planned for future documentation:

Same worker, conflicting companies
Deactivation vs. access removal
All tools
- Merge
- Site access
- Change company
- Certifications
- Companies and adding companies
- Using Excel and Sitemetric IDs
Workforce as a whole — checking for badges
Forms
Worker bans
Flag/unflag/site settings
HammerTech integration
Worker profiles
- Messaging
- Site access
- Company
  - PENDING companies and updating companies
- ResourceType
- Labels
  - Google Sheets integration with labels
- Headshots and how they're captured
Known bugs
Child/company sites
Creating a registration
In-app reports
HammerTech and Procore Alerts
- Private Channel
- Private Channel
Visitor badges
- Delivery
- Etc.
Threads

Start Here — Daily Workflow

App Reference

Workforce How-Tos

Admin How-Tos

Bulk / CSV Operations

Policies & Escalation

Roadmap — Sections to Add

Data Support I Handbook

Daily Slack and Workforce workflows, app navigation, admin tools, and policies for Data Support I

Handbook Index

Table of Contents

Daily Procedures

Slack Overview

1. Badge Photos, Access Requests, Deactivation Requests

2. Checking Self Registration Form Responses

Workforce (WF) Overview

1. Approving a Worker

2. Verifying Company

3. Badge Verification

Policy on Handling Government-Issued IDs

Policy Guidelines

Tickets and Internal Communications

Data Entry Team

Scanner Team/IT

Support Team

Orders

⚠️ WE ARE NO LONGER GOING TO SUBMIT ORDERS

Sitemetric App Overview

Main Menu Items

Site Selector

Site Pulse

Forms

Inventory

Messaging

Reports

Safety

Scanner

Security

Threads

Time Management

Training

Workforce

Worker Registrations (All Sites)

Worker Registrations

Workers

Creating a Worker Registration

Workforce > Workers: Tools

Search Bar

Select Workers

Download

Bulk Filter

Edit Labels

Remove Access

Bulk Filter Extended

Creating a Custom CSV of Workers

Admin

Companies

Customers

Equipment

Reports

Sites

Tags

Users

Workers

Adding Companies

Admin: Tools

Change Company

Manage Certifications

Merge Workers

Sync Site Access

Remove Badge (Global)

Using a CSV File to Change a Custom List of Workers

Required Information

Worker Profiles

Overview of Worker Profiles

Sections to Add