Putting a 400-strong construction crew on one system
A mid-sized island construction & engineering contractor
A representative walk-through of how a contractor whose crews move between project sites every week brings people, sites, permits and payroll into HumanR. The company is illustrative — the workflow, and every capability behind it, is real.
This is an illustrative scenario, not a named customer. The company is a composite; every capability described is real and available in HumanR today.
12 sites
crews tracked from one live deployment board
1 run
company-wide payroll, project cost included
Zero
PPE and quota audit findings left unrecorded
The challenge
Where it started
A growing contractor running roughly 400 workers across a dozen active project sites — jetties, resorts under construction and civil works spread across the atolls. Crews shift between sites weekly, equipment moves with them, and every project manager wants to know what their labour actually costs. HR runs on a stack of spreadsheets and a WhatsApp group.
No dependable answer to 'who is on which site today?' — only last week's roster
PPE issued but rarely recorded, producing an audit finding every single year
Expat labour quota juggled across projects in a notebook, until a hire got blocked
Overtime claimed from remote sites on trust, and argued over at every payday
Labour cost per project unknown until the accountant reconstructed it after the fact
What we did
The move onto HumanR
- 1
Put every crew on an effective-dated deployment
Each worker is assigned to a site, vessel or project with real start and end dates — no gaps, no overlaps. The 'who's on which site today?' question becomes a live board, and any site's crew can be reconstructed for any past date.
Site & Crew Operations → - 2
Track PPE and equipment per person
Helmets, boots, harnesses and safety gear are logged against each employee with dates, sizes and delivery status. The annual audit finding turns into a report the safety officer can pull on demand.
Site & Crew Operations → - 3
Manage permit quota against real capacity
Work permit quota is tracked per occupation with live used and available counts. Recruitment plans hire against actual headroom, so nobody reaches the airport before the quota does.
Expat & Work Permit Management → - 4
Verify overtime from the site itself
Biometric terminals at each site stream punches into one record, and site-specific overtime rules feed payroll directly. Overtime stops being a monthly negotiation and becomes a calculation.
Biometric Attendance & Overtime → - 5
Attribute labour cost to the job
Because deployments carry project codes, workforce cost attributes to the job it served. Payroll runs once for the whole company — packages, OT, loans and deductions included — and the cost lands against the right project.
Dual-Currency Payroll → - 6
Give managers their own live views
Headcount by site, contracts ending this quarter, missing documents and cost per project become live, filterable reports — one click from CSV for the site meeting.
Reports & Analytics →
The result
What changed
A live, historical answer to who is deployed where, on any date
PPE, uniforms and equipment issues logged per worker — audits become a report, not a scramble
Expat quota planned against live availability instead of a notebook
Site-level overtime verified by biometric punches, not trust
Labour cost attributed to each project without the accountant rebuilding it
“The moment deployments carry a project code, the question every PM asks — 'what is my crew costing me?' — answers itself. That's the whole point of putting operations and payroll in one system.”
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