1) Requirements — Shipping & Freight Setup

A) Teams (Port + Yard + Office)

• Operations Manager (cut-off + priorities)
• CHA / Documentation Executive (B/L, invoice, checklist, customs files)
• Port Runner / Field Staff (port visits + submissions)
• Yard Supervisor (container movement + loading)
• Forklift / Handling Crew (loading/unloading shifts)
• Container Stuffing Team (warehouse stuffing control)
• Transport Coordinator (truck allocation + time slots)
• Vessel/Trip Coordinator Desk (schedule + ETA/ETD)
• Gate Security (yard entry/exit logs)
• Accounts/HR (salary + OT + payroll export)

B) Shift Inputs (Real Operations)

• Morning Shift (port filings + yard prep)
• Day Shift (documentation + warehouse ops)
• Evening Shift (cut-off closures + dispatch)
• Night Shift (line-haul/yard security + urgent loading)
• Weekend Shift (vessel rush / port deadlines)

C) Policies (SLA + Charges Control)

• Grace time (example: 10 min)
• Late/Early rules (cut-off roles strict)
• Half-day (example: <50% shift)
• OT slab (30 min rounding)
• OT approval (Ops Head → HR/Owner)
• Port/Yard/Container mapping (who worked where)
• Desk mapping (documentation/vessel/transport coordinator)

D) Device + Network Requirements

• Face Attendance / Biometric (office + yard)
• LAN/WiFi/4G internet (cloud dashboard + mobile)
• UPS backup (night continuity)
• Admin PC/Laptop (reports + payroll export)

2) Use Cases (Shipping/Freight Real Scenarios)

1) Port Cut-off Time Discipline

Cut-off miss na ho: port runner + documentation desk shift coverage.

2) Container Yard Accountability

Loading/unloading me clarity: yard supervisor + handling crew mapping.

3) Documentation / CHA Desk Tracking

Docs ready = shipment fast: desk-wise attendance + late list.

4) Night Ops + OT Control

Urgent stuffing/loading: approved OT only payroll me add ho.

5) Trip / Truck Slot Coordination Proof

Kaun coordinator duty par tha: transport/vessel desk mapping.

3) Common Problems (Shipping & Freight)

1. Late reporting → port cut-off miss, penalties
2. Yard confusion → container delay, wrong movement
3. Docs delay → customs hold, shipment late
4. Unapproved OT → payroll disputes
5. Field staff proof missing → accountability gap
6. Multi-location blind spot → planning wrong

4) Shipping & Freight Workflow Mapping

Morning (Port + Docs)

• Port runner + documentation punch-in
• Daily cut-off list + priority shipments
• Yard readiness planning

Daytime (Warehouse/Yard Ops)

• Stuffing/unstuffing shift coverage
• Container movement logs (role mapping)
• Desk coverage for updates + client calls

Evening/Night (Cut-off + Dispatch)

• Cut-off close + urgent dispatch
• OT auto calculation
• Manager approval before payroll

5) Software Features (Must-Have)

• Role-based attendance (docs/CHA/runner/yard/handling/transport)
• Multi-shift roster (morning/day/evening/night)
• Late/Early rules with grace
• OT approval workflow (Ops Head → HR)
• Location mapping (port/yard/office/warehouse)
• Mobile dashboard for owner/ops head
• Payroll export Excel/CSV
• Audit log (who approved OT/changes)

Optional Add-ons

• Daily WhatsApp report (late/absent/OT + location-wise)
• CCTV integration for yard gate + loading bay
• Access control for docs room / server room

6) Shift + OT Policy (Recommended)

Item	Recommended	Why it matters
Grace	10 min	Practical tolerance
Cut-off Roles	Strict late rule	Penalties avoid
Half Day	< 50% shift	Fair payroll logic
OT Slab	30 min rounding	Standard OT
OT Approval	Ops Head → HR/Owner	Fake OT block
Night Ops	Fixed roster	Continuity

7) Recommendations (Owner Control Tips)

• Cut-off dashboard daily ops head ko auto bhejo
• Documentation desk shift mapping compulsory rakho
• Yard supervisor accountability fix rakho
• OT approval mandatory rakho
• Multi-location view owner ko mobile par daily

8) Example Setup (Sample Freight Forwarder)

• Operations: Office + Yard + Port field team
• Shifts: Morning (8–4), Evening (2–10), Night (9–5)
• Cut-off: Daily 9:30 PM
• Grace: 10 min
• OT slab: 30 min
• Approval: Ops Head → HR
• Payroll: Monthly Excel export + audit

Role/Location Mapping Example

Role	Shift	Location	Mapping
CHA Executive	Morning	Office	Docs Desk A
Port Runner	Day	Port	Submission + Follow-up
Yard Supervisor	Evening	Yard	Loading Bay 1
Handling Crew	Evening	Yard	Forklift Team
Transport Coordinator	Night	Office	Truck Slot Desk

9) Reports (Owner-Friendly)

• Daily attendance (present/absent/late)
• Shift-wise manpower (office/yard/port)
• Role-wise presence (docs/runner/yard/transport)
• OT requested vs approved
• Monthly payroll export (Excel/CSV)

Payroll Export Columns (Recommended)

• Employee ID / Name
• Role + Location tag
• Shift tag
• Present/Absent/WO
• Late count + minutes
• Approved OT hours
• Payable days / remarks

10) Implementation (Modi Group Process)

1. Requirement discussion (locations, roles, shifts, cut-off)
2. Site visit (office + yard device placement + network)
3. Device install (Face/Bio) + testing
4. Policy setup (late/OT approvals)
5. Role + location mapping (port/yard/desk)
6. Training (ops + HR/admin)
7. Test payroll export
8. Go-live + support

11) FAQs

Q1) Multi-location supported (office + yard)?
Yes, location-wise dashboards supported.

Q2) Field staff (port runner) tracking possible?
Yes, role mapping + shift reporting possible.

Q3) OT approval?
Approved OT only payroll me count hota hai.

Q4) Payroll export?
Excel/CSV export ready milta hai.

12) Contact / Demo – Ahmedabad

Share for exact quote: locations (office/yard/port), staff count, shifts, cut-off time, OT policy, payroll format.

📞 9664988206 / 7405851025
📧 modigroupahm@gmail.com

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