Mobilizing thousands of field workers at scale

📍 How to access this feature?
Project management > Project tasks + People (lists) + Worker portal

The situation #

Certain activities rely on a pool of numerous temporary workers
mobilized for short missions, spread across many locations. It is necessary to
staff quickly, ensure that each person only sees the missions that
concern them, and track attendance in the field.

The most telling example is that of an inventory company: it mobilizes
thousands of inventory takers across hundreds of points of sale, on
short time slots, sometimes several hundred missions in the same month. When a
manager announces that an operation is confirmed, hundreds of people
log in almost simultaneously to reserve their spot.

The same pattern is found in many other professions: see the
correspondence table at the bottom of the page.

The objective #

• Each worker sees only the missions that concern them.
• They register independently, from their phone, in a few seconds.
• They verify their presence on-site via an Identification Code.
• The organization scales up without losing responsiveness.

Step-by-step configuration #

1. Model the workers #

Describe your pool in the People module, with the fields that will be used to
segment them: geographic area, skills, qualifications, availability.

2. Create lists and partition visibility #

Create people lists by criteria (area, qualification…) and
link them to missions so that each mission is only visible to the
right people. This is the heart of the system, described in detail in
Securing interventions by people list.

3. Open the worker portal #

Provide access to the worker portal: your workers can consult
open missions, register, cancel if necessary, and view their history. See
The worker portal.

4. Manage the field: attendance and working time #

On-site, the worker presents their Identification Code to confirm their
attendance. When missions involve salaried employees, Kafinea
also provides complete management of timesheets (entry and tracking of
working time); see
Timesheets.

Consider the time zone of remote sites (for example, overseas):
dates and day boundaries are taken into account according to the
worker’s time zone.

5. Manage in real-time via the API #

For organizations managing an operations control tower,
Kafinea exposes an API. You can thus track the progress of registrations, attendance, and missions in real-time
on your own
dashboards or third-party tools. See
the Kafinea API.

Why Kafinea holds the scale #

• Controlled visibility: each intervention is only open to the right
  people, and this rule is actually enforced (not just a simple
  display filter).
• Long lists that remain fluid: even with thousands of workers and
  interventions, the screens remain responsive.
• Connection peaks absorbed: during a registration rush, spots are
  allocated without overbooking.

This model works in many professions #

Inventory is just one example. The same system — pool of people, lists
that partition visibility, independent registration, field attendance —
applies to many activities:

In all cases, the framework remains the same: describe the people, create
lists, open missions, let workers register, then
track attendance in the field.

See also #

• The worker portal
• Securing interventions by people list
• Timesheets