Know where each punch happened
Every device belongs to a branch and a location, so a punch is always traceable to a site.
- Log volume reported per branch
- Alerts for devices producing no logs
- Alerts for agents that went offline
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Solutions
One system, five ways to configure it
A three-shift factory and a retail chain do not have the same attendance problem, an office team has neither, and an outsourcing firm running payroll for many clients has a different one again. Below is how the system is configured for each model, plus an honest read on how well it fits.
Fit: very high
Manufacturing plants
This is the model the product was designed around. Every design decision starts here.
What makes it hard
- Hundreds to thousands of workers across multiple lines and workshops
- Three rotating shifts, with the night shift running into the next calendar day
- Overtime almost daily, split by normal day, rest day, holiday and night hours
- Devices spread across the shop floor on a network isolated from the internet
- Complex pay policy with conditional allowances
- Workers rarely use email but are comfortable on a phone
How the system handles it
- An agent inside the plant network collects from every device, and keeps data safe when the link drops
- Night and overnight shifts are the standard path, not a manual fix
- Overtime tiers are separated by day type and night hours, with monthly and yearly caps
- Shifts assigned by group and rotation instead of person by person
- Conditional allowances expressed as formulas — for example an attendance bonus based on actual hours worked
- A mobile app so workers can check hours, payslips and request missing-punch corrections
Worth knowing. Plants usually carry years of history in an older system. Scarlet Sails can read the previous database directly for reconciliation and run in preview mode before writing anything, so migration does not mean starting from zero.
Fit: high
Multi-site businesses
Retail chains, warehouses, depots and representative offices across provinces.
Sites without a device
Locations with no hardware yet can use mobile check-in, validated by GPS radius, the site WiFi network, or a QR code at the counter.
- Allowed radius configured per site
- Out-of-range attempts blocked or routed for approval
Manage by region
The multi-level department tree lets you model regions, clusters and then individual sites.
- Selecting a parent includes every child
- Regional managers see only their own people
Fit: high
Company groups
Several legal entities sharing one HR team but needing clean separation.
Kept separate
- Employee and department lists per company
- Payroll formula sets per company, never shared
- Salary grades, allowance and deduction catalogues
- Legal details and signatory printed on contracts
- Grid column configuration on business screens
Shared
- One login, switching between the companies you are granted
- One permission model and approval workflow
- One server footprint and one operations routine
- Identical screens, so HR does not learn the system twice
To be clear. This is multi-company on a shared database, separated by access rights and data scope. If your requirement is that each entity must sit on a physically separate database for legal or audit reasons, tell us early — the answer then is separate installations rather than one shared instance.
Fit: moderate
Office teams
Standard hours, little overtime, heavier on records and workflow than on attendance maths.
Used heavily
- Employee records and digital personnel files
- Contracts, annexes and e-signature workflow
- Leave and leave balances
- Multi-level approval workflow
- KPI, goals and 360 reviews
- Recruitment and training
Rarely used
- Detailed night-hour overtime tiers
- Rotation-based shift assignment
- Fingerprint and face template backup
Leaving these switched off costs nothing and does not affect the rest.
An honest caveat
If you are a pure office of under 50 people with no time clocks and a simple pay policy, the strongest part of this product goes unused. We will say so during discovery rather than push a sale.
Fit: very high
HR service providers
Firms that run HR and payroll as an outsourced service for other businesses — most often FDI companies newly established in Vietnam, or ones not yet ready to build an in-house HR team.
Separate per client
- Employee lists, departments and job titles kept apart per client
- Payroll formulas per client with effective dates — changing one client's rules never touches another's
- Salary scales, allowances and deductions declared separately
- Legal entity and signatory details printed on each client's contracts
- Attendance symbols, shifts and holiday calendars per client
Shared by your service team
- One login, switch between the clients you are authorised for
- Scoped permissions: staff assigned to a client see only that client
- One approval workflow, one infrastructure, one operation to run
- Same screens throughout, so taking on a new client needs no retraining
What FDI clients ask about first
- Interface in three languages: Vietnamese, English and Japanese — foreign managers read the same screens as Vietnamese HR staff
- Personal income tax finalisation on progressive brackets, authorisation to finalise, report templates and XML export
- Social, health and unemployment insurance: participation records, increases, decreases, reconciliation sheets
- Night shifts and shifts crossing midnight counted on the right day — the most common source of error in factory payroll
Handing a client back
- Any client's data exports to Excel at any time
- A client who wants to run it themselves gets direct accounts — no system migration
- Change log and audit trail, so you can reconcile when a client questions an old figure
Worth stating plainly. This is many clients on one database, separated by data scope and access rights. That is lean and inexpensive to operate, but if a client contract requires their data to sit on a fully separate database, the answer is a standalone install for that client. We say this upfront so you can write it into your service agreement rather than discover it when a client asks.
Summary
Fit by operating model
| Operating model | Fit | Most-used modules |
|---|---|---|
| Multi-shift manufacturing | Very high | Attendance, shifts, overtime, payroll, devices, mobile ESS |
| Multi-site business | High | Multi-device attendance, location-validated mobile check-in, per-branch reporting, regional permissions |
| Company group | High | Per-company data and formulas, permissions, approval workflow, reporting |
| HR service provider (FDI clients) | Very high | Per-client data and formulas, scoped permissions, Vietnamese–English–Japanese interface, income tax finalisation, insurance, audit trail |
| Services and logistics | High | Flexible shifts, mobile check-in, overtime, per-site permissions |
| Pure office team | Moderate | Records, contracts, leave, approvals, KPI, recruitment, training |
Not sure where you fit?
Describe your headcount, shift pattern, number of clocking points and how payroll is calculated today. We will tell you plainly whether this is a fit.