How do employees submit daily work reports?

Employees can create daily entries against assigned projects and tasks, enter worked hours and descriptions, and submit reports for approval by authorized Team Leads or administrators.

How are missing and late reports managed?

The system identifies missing and late reports and uses scheduled reminders to notify employees about missed submissions while providing managers with visibility into reports awaiting approval.

Does the platform support resource planning?

Yes. Project assignments include work type, weekly allocated hours, and assignment dates, while a resource availability view helps managers understand remaining employee capacity.

How does leave management work?

Employees submit leave requests through an approval workflow while a leave ledger tracks monthly credits, leave usage, balance adjustments, unpaid days, and monthly or yearly summaries.

Custom Workforce Management & Daily Reporting Platform

We developed a centralized workforce operations and daily reporting platform designed for software delivery and professional services teams to manage employee work reports, projects, resources, leave, tasks, approvals, performance reviews, and analytics. This custom business management platform enables employees to submit daily work, team leads to review and approve reports, HR teams to manage leave and employee information, and administrators to monitor workforce activity from one system. Built around role-based access and automated workflows, the platform reduces dependency on spreadsheets, emails, and manual follow-ups while improving visibility into project effort, resource capacity, missing reports, leave, and team performance.

5 Months

Norway

Custom Workforce Management & Daily Reporting Platform

What Is a Workforce Daily Reporting Platform?

A workforce daily reporting platform is a centralized system that helps organizations track employee work hours, project activities, resource allocation, leave, tasks, approvals, and performance while giving managers real-time visibility into daily submissions, missing reports, project effort, and workforce availability.

Project Brief

The Workforce Operations & Daily Reporting Platform is a web-based solution designed to centralize employee reporting, project tracking, resource management, leave administration, tasks, performance reviews, notifications, and analytics.

The objective was to replace fragmented workflows spread across spreadsheets, chat, email, and separate leave trackers with one structured operating system.

The platform supports four primary roles—Admin, Team Lead, HR, and Member—with functionality and permissions aligned to each user’s responsibilities. Employees can record daily work against projects and tasks, while Team Leads can approve reports and leave requests. HR and administrators can manage employees, holidays, leave balances, resources, and company-level information.

Management dashboards provide visibility into submissions, missing reports, people on leave, project activity, resource availability, and performance review sentiment.

Technologies

React JS
Next JS
TypeScript
Material UI (MUI)
Prisma ORM
PostgreSQL
Nodemailer
Tailwind CSS
Redux Toolkit
dayjs / date-fns

Client's Need

The client required a centralized workforce operations platform capable of managing employee daily reporting, projects, resources, leave, tasks, approvals, and performance from one system.

Daily Work Reporting: Employees needed to record daily work against projects and tasks with hours, descriptions, dates, and submission status.

Report Approval: Team Leads and Admins required visibility into submitted, missing, late, pending, approved, and rejected reports.

Project & Resource Management: The platform needed to manage project assignments, allocated hours, work types, availability, check-in/check-out activity, and remaining employee capacity.

Leave Management: Employees needed structured leave requests, while HR required leave balances, monthly credits, adjustments, unpaid days, and monthly/yearly summaries.

Task Management: Users needed project-linked tasks as well as general tasks with assignees, statuses, and comments.

Performance Reviews: Managers needed structured employee reviews with positive or negative feedback, optional ratings, project associations, and configurable visibility.

Role-Based Access: Admin, Team Lead, HR, and Member users required different permissions according to their responsibilities.

Automated Follow-Ups: The system needed scheduled reminders for missing reports, delayed approvals, leave credits, and other repetitive workforce activities.

Build a Workforce Management Platform Around Your Operational Workflow

Managing employee hours, projects, leave, tasks, resources, and performance in separate systems makes even simple workforce questions harder to answer.

A centralized platform creates one reliable operating workflow where employee reporting, project effort, availability, leave, approvals, and management analytics remain connected.

Kanhasoft can help businesses evaluate their existing processes and develop a custom ERP and workforce management solution around their actual reporting, resource planning, approval, and operational requirements.

Discuss your workforce management software requirements with Kanhasoft.

Challenges

Scattered Daily Timesheets: Employee hours and work updates were spread across Excel files, emails, and chat, making project effort difficult to track.

Missing & Late Reports: Managers lacked a reliable process for identifying employees who missed reports, submitted late, or left entries in draft status.

Limited Resource Visibility: Informal project assignments made it difficult to identify over-allocation, unused capacity, or staff availability.

Disconnected Leave Management: Leave records were managed separately from reporting and resource workflows, creating potential inconsistencies.

Slow Approval Processes: Daily reports and leave requests could remain pending because managers relied on manual inbox follow-ups.

Fragmented Master Data: Projects, users, teams, holidays, and skills maintained across separate sources increased the risk of inconsistent information.

Limited Workforce Reporting: Management lacked centralized visibility into submissions, missing reports, employee leave, project hours, resource capacity, and review sentiment.

Date & Timezone Handling: Reporting dates, holidays, and leave ranges needed reliable calendar-day handling to avoid date-related inconsistencies.

Access Control: Employee records, leave balances, reports, and performance reviews required authentication and role checks across both the user interface and APIs.

A centralized workforce management platform helps organizations standardize daily reporting, automate follow-ups, manage resources, and improve visibility across employee and project operations.

Solutions

Structured Daily Reporting: Employees can create multiple work entries per day linked to projects and tasks, with hours, descriptions, late-entry indicators, comments, and Draft → Submitted → Approved/Rejected workflows.

Missing Report Tracking: Admins and Team Leads receive dedicated visibility into employees who have not submitted required reports.

Project & Resource Management: Projects include unique codes, statuses, allocated hours, team members, and Team Leads, while employee assignments store work type, weekly hours, and assignment dates.

Resource Availability: Remaining employee capacity can be monitored through a dedicated resource availability view to support staffing decisions.

Task Management: Project tasks can be linked directly with daily reports, while a separate task module supports assignees, statuses, and threaded comments.

Leave Ledger Management: Leave requests move through approval workflows while credits, debits, adjustments, unpaid days, and monthly accruals are maintained through a structured ledger.

Performance Reviews: Managers can provide positive or negative feedback, optional ratings, project associations, and private or public visibility.

Automated Notifications: Scheduled jobs manage missing-report reminders, pending approval notifications, monthly leave credits, outbound email processing, missing-report digests, and leave auto-approval.

Role-Based Access Control: Admin, Team Lead, HR, and Member roles receive controlled access to relevant modules, data, and actions.

Analytics & Export: Dashboards provide workforce, project, reporting, leave, and performance visibility, with data export to Excel for further analysis.

This solution demonstrates how custom ERP development can centralize workforce reporting, resource planning, approvals, leave, and operational analytics within one structured business platform.

Key Features

Role-based access for Admin, Team Lead, HR, and Member

Daily work reports linked to projects and tasks

Hours and work-description tracking

Draft, Submitted, Approved, and Rejected report statuses

Late report identification

Missing report tracking

Report comments and approval history

Project management with codes and statuses

Project hour allocation

Team member and Team Lead assignment

Full-time, part-time, and flexible resource allocation

Resource capacity and availability tracking

Project-linked task management

General task board with comments

Leave request and approval workflow

Leave ledger with credits, debits, and adjustments

Monthly leave accrual

Unpaid leave tracking

Monthly and yearly leave summaries

Holiday calendar

Employee profile management

Employee skills and experience tracking

Performance reviews

Positive and negative feedback

Optional 1–5 review ratings

Private and public review visibility

In-app notifications

Admin broadcast messages

Automated email reminders

Scheduled workflow automation

Missing report digest

Dashboard analytics

Project analytics

Weekly workforce analytics

Excel export

Password reset using time-limited tokens

Secure JWT authentication

Architecture & Scalability

The platform uses a modular Next.js architecture connected to a PostgreSQL database through Prisma.

Each application request follows a structured flow:

Authenticate → Authorize → Validate → Database

JWT sessions are validated against the current user record, including account status, role, and email information.

The system also includes a database-backed job queue and cron worker for scheduled automation. Email processing, daily report reminders, leave credits, approval reminders, and other recurring activities can therefore operate separately from normal user requests.

Calendar-based information such as report dates, leave periods, and holidays is handled using standardized date logic, while work hours and leave values are stored as decimals to reduce rounding inconsistencies.

User Roles

Member: Submit daily reports, apply for leave, manage assigned tasks, view permitted reviews, and maintain profile information.
Team Lead: Review reports, approve or reject leave, manage assigned projects, provide performance reviews, and monitor missing reports.
HR: Manage workforce information, leave summaries, employee data, and HR-related processes.
Admin: Manage users, projects, teams, skills, holidays, leave adjustments, broadcasts, configuration, and full analytics.

Use Cases

This type of workforce operations platform can be suitable for:

Software development companies
IT service providers
Professional services organizations
Consulting companies
Digital agencies
Remote and hybrid teams
Project-based businesses
Organizations managing multiple project teams
Companies replacing Excel-based timesheets
Businesses requiring integrated leave and resource management

Results & Business Impact

The implementation of the workforce operations and daily reporting platform created several operational improvements:

Centralized employee work reporting instead of spreadsheets, chat, and email
Structured approval workflow for daily reports and leave requests
Automated reminders for missing and pending reports
Better visibility into project hours and employee activities
Centralized project assignments and resource availability
Integrated leave requests, balances, credits, debits, and adjustments
Improved visibility into employee capacity for project staffing
Structured employee performance reviews and feedback
Centralized dashboard visibility for workforce and project operations
Reduced dependency on manual follow-ups through scheduled automation
Better synchronization between timesheets, leave, projects, and resource planning

Frequently Asked Questions

The platform manages employee daily reports, projects, tasks, resource allocation, leave, approvals, employee profiles, performance reviews, notifications, holidays, and operational analytics within one centralized system.

Employees can create daily entries against assigned projects and tasks, enter worked hours and descriptions, and move reports through Draft and Submitted stages. Team Leads or authorized users can then approve or reject the reports.

The system identifies missing and late reports automatically. Scheduled reminders can notify employees about missed submissions, while Team Leads can receive alerts about reports that remain unapproved.

Yes. Project assignments include work type, weekly allocated hours, and assignment periods. A resource availability view shows remaining capacity, helping managers understand employee availability before allocating additional project work.

Employees can submit casual or emergency leave requests that move through Pending, Approved, Rejected, or Cancelled statuses. A leave ledger maintains monthly credits, leave usage, adjustments, unpaid days, and balances.

Yes. Authorized reviewers can provide positive or negative feedback, add an optional rating from 1 to 5, associate feedback with a project, and define whether the review is private or visible to the employee.

The platform includes scheduled processes for monthly leave credits, missing-report reminders, pending report alerts, outbound email processing, missing-report digests, and automatic handling of due leave requests.

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