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Staff Attendance & Leave Management

Complete lifecycle for staff scheduling, leave requests, and availability management.

UC-FRONT-003: Leave Scheduling

Purpose: Manage staff attendance, time-off, and payroll synchronization.

Property Value
Actor Staff Member / Manager
Trigger Leave Request
Priority P0

Capabilities:

  • Leave Types:

    • Full-Day: Entire shift off.

    • Partial-Day: e.g., "Leaving at 2 PM".

    • Time-Bound: Specific slots (e.g., "Doctor visit 11 AM - 1 PM").

    • Multi-Day: Contiguous block (e.g., "Vacation: Dec 20 - Dec 25").

  • Actions:

    • Select Staff: Manager selects staff (or staff selects self).

    • Select Date(s): Date picker with range support.

    • Reason Tagging: "Sick", "Vacation", "Emergency", "Personal".

    • CRUD: Save, Edit, and Cancel upcoming leaves.

Main Success Scenario (Standard Leave):

  1. Manager selects Stylist A.
  2. Clicks "Add Leave" -> Selects Date "Tomorrow".
  3. Chooses "Full Day" -> Reason "Sick".
  4. System validates no conflicting appointments exist.
  5. System Auto-Blocks all slots for that day.
  6. Leave is marked as "Approved" (if Manager) or "Pending" (if Staff).

UC-FRONT-004: Approval Workflow & System Logic

Purpose: Ensure business continuity and proper auditing.

Property Value
Actor Admin / System
Trigger Leave Creation
Priority P1

Capabilities:

  • Conflict Detection:

    • If appointments exist in the leave window, system warns: "3 bookings tagged to this slot."

    • Emergency Override:

    • Force-save leave despite conflicts (triggers "Reschedule Required" alert for bookings).

  • Admin Approval:

    • Leaves submitted by junior staff enter "Pending" state requiring Manager approval.

  • Audit Log:

    • Track "Who created leave", "Who approved", and "Modification timestamp".

  • View Upcoming:

    • List view of all approved/pending leaves for the month.

Main Success Scenario (Conflict Resolution):

  1. Manager tries to mark "Emergency Leave" for Stylist B (12 PM - 2 PM).
  2. System warns: "1 Appointment at 12:30 PM".
  3. Manager selects "Emergency Override".
  4. Leave saved. Appointment marked "Conflict" in Calendar.
  5. Front desk notified to call customer and reschedule.
  6. Front desk notified to call customer and reschedule.

UC-FRONT-005: Attendance Tracking & Integrity

Purpose: Record accurate work hours for payroll.

Property Value
Actor Staff Member
Trigger Shift Start/End
Priority P0

Capabilities Breakdown:

1. Accurate Time Tracking (UC 5.6 - 5.11)

  • Clocking: Single-tap Check-in/out.

  • Break Logic:

    • Paid Break: Up to 15 mins (Does not deduct from Work Hours).

    • Unpaid Break: > 15 mins (Deducted from Work Hours).

    • Auto-Deduct: Option to auto-deduct 30m for lunch if shift > 6 hours.

  • Computation: Total Hours = (Checkout - Checkin) - Unpaid Breaks.

2. Validation & Anti-Fraud (UC 5.12, 5.13, 5.18, 5.19)

  • Geo-fencing: Check-in button disabled if GPS > 100m from salon coordinates.

  • Biometric/Face ID:

    • Strict Mode: Requires Face Scan to clock in (prevents buddy punching).

    • Liveness Check: Randomly ask user to blink/smile (anti-spoofing).

  • Fraud Alerts: Notify manager if "User clocked in from different device".

3. Exception Handling (UC 5.4, 5.5, 5.17)

  • Manual Override: Manager can edit timestamps (Audit log records "Edited by Manager").

  • Correction Request: Staff can request "Forgot to clock out" correction -> Manager Approves.

Reporting:

  • Late/Early Tags: System flags "Late Entry" (> 10m past shift start).

  • Payroll Sync: Export to CSV/API for external payroll processing.

Acceptance Criteria:

  1. [ ] Geo-fencing blocks check-ins > 100m from store.
  2. [ ] Breaks are deducted from "Total Work Hours" based on policy.
  3. [ ] Managers receive alerts for staff marked as "Late" or "Absent" without notice.