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Built for Hong Kong's property management industry, Workstem automates scheduling, attendance, payroll, and patrol management to handle the complexity of multiple estates, different roles, rotating shift work, high turnover, and field supervision.
With security, cleaning, maintenance, and concierge staff spread across multiple sites, manual rosters, payroll calculations, and patrol records are slow, error-prone, and carry real compliance risk. Workstem unifies intelligent scheduling, multi-site attendance, automated payroll, and a 'Safety Updates' system to improve efficiency, ensuring compliance, and keeping costs in control.
Workstem provides integrated solutions for the property management industry, and its success has been proven in practice:
Managing rosters across estates and roles such as security rotations, cleaning shifts, maintenance crews, can mean hundreds of shift patterns. When rosters and clock-in records are separated, data sync becomes slow, error-prone, and gives no real-time visibility into who's actually on-site.
Mobile roles like security patrols and field engineering make it hard to confirm where staff are and when. Beyond standard clock-ins, security personnel must log multiple "Safety Updates" per shift, something traditional methods can't reliably capture or record.
On top of base salary, staff may be entitled to night shift, position, and typhoon duty allowances. Labour costs also need to be split across estates, projects, or clients which comes as a heavy manual process that makes accurate cost analysis difficult.
Frequent onboarding and off-boarding generates substantial paperwork around payroll settlements and MPF changes. Ensuring part-time and hourly staff meet 418/468 continuous contract thresholds and that statutory holiday entitlements under the Employment Ordinance are correctly applied adds ongoing compliance pressure.
Fully aligned with Hong Kong's Employment Ordinance and industry regulations, Workstem delivers smart scheduling, multi-mode attendance, automated payroll, cost analysis, and a custom "Safety Update" module all in one platform.
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We manage multiple estates and malls. How do we handle scheduling and attendance across all locations in one place?
Workstem is built for multi-site, multi-project operations. You can set up a separate department for each estate or service point, schedule across locations from a single view, and collect attendance data in real time via GPS, Bluetooth, or QR code check-in, all centralized on one platform, no more scattered records.
Staff work across very different posts such as gates, patrol routes, control rooms. Can the system handle all of them?
Yes. Workstem supports a hybrid attendance model: Bluetooth or facial recognition for fixed posts, GPS check-in for patrol roles, and QR codes for temporary locations. All methods feed into a single platform for unified management.
We’ve had problems with proxy clock-ins and lost paper records. How can Workstem prevent this?
Workstem offers multiple anti-cheating attendance methods, including facial recognition, Bluetooth Beacon, and QR code dynamic check-in, ensuring “real person, real time, real location” check-in. All data is uploaded to the cloud in real time and permanently stored, preventing data loss or tampering.
How do we handle emergency deployments like typhoons, and make sure the right allowances are triggered?
The system supports emergency scheduling adjustments, which can quickly assign personnel to duty and automatically mark relevant shifts as “typhoon duty” or “urgent duty”, triggering the corresponding allowance calculation rules to ensure that employee salaries are accurate.
What is a “Safety Update,” and how is Workstem’s “Safety Update” module different from a traditional guarding system?
“Safety updates” isis a standard security industry practice — guards must check in at set times and locations to confirm all is well on site. Workstem’s dedicated Safety Round module goes beyond basic logging: staff check in via the app, and the system automatically captures the time, GPS location, and a unique record ID. Incidents can be reported on the spot. Managers get a live dashboard and exportable patrol reports, fully meeting police and client regulatory requirements.
How do we make sure security and field staff are actually where they’re supposed to be?
Workstem supports GPS-verified check-in, so employees can only clock in once they’ve physically arrived at the designated patrol point. Managers can track patrol routes on a live map view, giving you reliable, real-time visibility of all field activity.
Security staff work three rotating shifts and rosters change frequently. How do we manage this efficiently?
Workstem allows pre-build unlimited shift templates (day, mid, night, and beyond) and copy or bulk-adjust them in seconds. Any roster change made by management either on desktop or mobile can instantly sync to affected staff and updates attendance and payroll automatically.
Our payroll includes multiple allowances such as night shift, typhoon duty, position allowance. How do we ensure accuracy and compliance?
Workstem’s payroll engine has Hong Kong’s Employment Ordinance built in. You can configure any allowance type, and the system automatically calculates entitlements — including holiday pay, overtime, and average wage under Section 713, based on actual roster and attendance data. Every payrun is fully compliant with the 418/468 continuous contract requirements.
High turnover means constant onboarding and offboarding admin. How does Workstem simplify this?
Workstem digitises the entire employee lifecycle. Bulk-import staff records, process resignation settlements and rehires in one click, and let the system automatically archive everything — reducing paperwork significantly and keeping records audit-ready at all times.
How does the system handle overtime, time-off-in-lieu, and leave compliance calculations?
The system automatically calculates overtime hours based on the shift schedule and actual clock-in time, and converts them into wages according to custom rules (such as 1.5 times or 2 times). Applications for make-up hours, time off in lieu, and annual leave can be approved online and automatically updated to attendance and payroll calculations to ensure full compliance.
