Grey Dog Security · Agentic Ops · Internal Handover
Shift Reporting Agent · Process Flow
How a security officer's shift is captured, from clock in to clock out, and how those reports reach the right people and payroll.
Read this first · status of this document
This handover describes a largely designed process. Some of it is confirmed from the two real report samples; some is still a design proposal awaiting Grey Dog confirmation. Where something is confirmed from a sample it is marked; where it is still open, it is flagged. Treat the flagged items as open, not settled.
The systems this runs on
Two software systems anchor this agent, with GPS as the third essential component. The officer interacts through a text interface, not voice.
Therms
Structured reporting · target format
The reporting system whose structured output is the shape the agent should produce. Reports are typed entries (Clock-In, Foot Patrol, Static Post, Clock-Out) with defined fields, activity tags, and attachments. This is what Grey Dog's clients already expect to receive.
The agent uses it as
- The output shape for every generated report
- Typed entries with fields, tags, attachments
- The structure the officer's input maps into
Note: Therms outputs descending order and has not configured ascending yet, so the agent normalizes to ascending itself
Paylocity
Payroll · time destination
The same payroll system used across Grey Dog. Clock in and clock out times captured during the shift need to reach Paylocity for payroll. The preferred approach is a direct sync; the fallback is exporting time punches and importing them.
The agent uses it to
- Send clock in and clock out timestamps
- Feed payroll from in shift time capture
Open: feasibility of direct integration vs export/import is unconfirmed
The agent's job is to sit between the officer and these systems. The officer files reports in plain text; the agent turns them into Therms structured entries attached to the GPS confirmed site, routes them to the right people, and sends time data toward Paylocity. The officer never touches Therms or Paylocity directly.
GPS is the third essential component. It is what matches an officer to the property they are working. At shift start the agent reads GPS to confirm the site, and it watches for movement during the shift to handle site transfers. Without GPS, the auto attach of reports to the right property does not work.
Supporting piece: report distribution (who each report type goes to) is defined by the client distribution list, which is now in hand. It maps every site to its recipients, shift frequency, and any special routing rules. This becomes the routing map the agent follows. See section 5.
The two report formats today
Grey Dog produces shift reports in two different systems right now. They are not variants of one template. Understanding the difference is what tells the agent which shape to produce.
Paylocity
Format A · confirmed from sample
Sample: Ferguson Apartments, 06/23/2026
- Free form narrative log
- Officer writes prose against timestamps
- Events described in sentences, not fields
- Hard for a machine to parse
Therms
Format B · target shape
Sample: Eastpointe Commons, 06/22 to 06/23
- Structured, typed log entries
- Defined fields, activity tags, attachments
- Numbered entry IDs, fixed reporting window
- Already machine readable
Source correction: the Word style document (Ferguson) is the Paylocity report; the structured log type document (Eastpointe Commons) is the Therms report. This is the reverse of what the formatting alone suggests, stated here to prevent the mistake propagating into the build.
The shift, phase by phase
The full flow from an officer starting a shift to clocking out. The agent accepts natural text, and commands need not be verbatim.
Shift start and site match
GPS confirms the property
Officer starts the shift
The officer opens the app and sends something like "Starting my shift." The agent checks GPS.
GPSread current location
Agent confirms the site
The agent responds "You appear to be at Eastpointe Commons. Is that correct?" The officer confirms, and the agent sets the active site. If GPS is off, the officer can name the correct site.
GPSmatch to nearest known site · Logic: set active site
Clock in checklist
The agent runs the clock in checklist: equipment check, initial camera check, shift start notes. This mirrors the Clock-In entry in the Therms sample.
ThermsClock-In entry · Paylocity: clock in timestamp
During the shift · reports
All entries auto attach to the active site
Officer files reports by command
Once a site is active, the officer sends commands: "Start foot patrol", "Document a maintenance issue", "Write an incident report". The agent opens the matching report type and asks for the fields it needs.
Thermstyped entry per report
Everything attaches to the active site
Because the agent knows where the officer is assigned, every report automatically attaches to that property. The officer never has to state the site again.
Logicactive site binding
Prompt for enough detail
Prompts should be clear and specific, and the agent should detect thin reports and ask a follow up to check for sufficient detail (for example time, location, and people involved on an incident).
Logicdetail sufficiency check · Design: proposed, not built
Site transfer
GPS detects a move mid shift
Agent notices the officer moved
If GPS later shows a different property, the agent asks "I see you are at Herkimer/Commerce, about 8 miles from your active site. Have you changed locations?" with options to switch site, flag GPS as wrong, or name a different site.
GPSmovement detection
Agent handles the transfer
On a confirmed move, the agent ends the previous site's patrol, creates a site transfer record, starts the new site's patrol, and routes all future reports to the new property.
Logicend, transfer, restart, reroute
Clock out and distribution
Close the shift, route reports, feed payroll
Clock out
The officer sends "Clocking out." The agent runs the clock out checklist: equipment returned, workstation cleaned, keys returned, end notes. This mirrors the Therms Clock-Out entry.
ThermsClock-Out entry · Paylocity: clock out timestamp
Reports routed to the right people
Each report goes to its destination per the distribution list, which is now available. Every site has its own recipients, and two sites have special rules the agent must honor (see section 5).
Logicroute by site and report type
Time flows to payroll
Clock in and out timestamps go to Paylocity. The preferred approach is a direct sync from the reporting platform; if that is not feasible, the fallback is exporting time punches and importing them.
Paylocitytime sync or export/import
Report types
The agent's output must match the Therms structured shape. Four types are confirmed from the sample; the rest are known to be needed but require their schema confirmed before the report structure is locked. Entries are normalized to ascending order regardless of source.
Clock-In
Equipment check, initial camera check, shift start notes.
Clock-Out
Equipment returned, workstation, keys, end notes.
Foot Patrol
Areas patrolled, observations, activity type, attachments.
Static Post
Location, duties, activity description.
Incident report
Needed but not in the Therms sample. Fields like time, location, people involved, action taken.
Maintenance issue
Needed but not in the Therms sample. Fields like location, description, severity.
Camera monitoring
Appears as a Static Post duty today. Confirm whether it should be its own type.
Report distribution
The client distribution list is the routing map. Each site sends its reports to a specific set of recipients on a set shift frequency. The agent routes by site, and must honor the two special rules below. This is confirmed data, not a proposal.
| Site | Recipients | Shift frequency |
|---|---|---|
| Adams Park | 3 recipients at grhousing.org | Nightly |
| Antoine Court | 3 recipients at grhousing.org | Nightly |
| BDR | 1 recipient at bdrinc.com | Tue, Thur, Fri |
| Brookstone | 5 recipients (brealtym.com, livedowntowngrandrapids.com) | Randomized 4 nights/week |
| Eastpointe Commons | 5 recipients (legacypmc.com, hopenetwork.org) | Nightly from 5/15/26 |
| Ferguson | 4 recipients at dpgr.org | Nightly, 24h Fri to Sun |
| First Park Church | 1 recipient at parkchurchgr.org | Thu and Sun regularly · Incident reports only |
| Goodlyfe Farms | 1 recipient at goodlyfefarms.com | 24/7 · Special ordering |
| Herkimer/Commerce | 3 recipients at dpgr.org | Nightly, 24h Fri to Sun |
| Porter Hills | 1 recipient at mybrio.org | Fri and Sat |
| Reflections | 3 recipients at dpgr.org | Wed to Sun |
| Verne Barry | 3 recipients at dpgr.org | Nightly |
| Weston | 3 recipients at dpgr.org | Nightly |
Full email addresses are in the source distribution list. Summarized here by domain for readability.
Special rule · First Park Church
This site receives incident reports only. The agent must filter what it routes here, not send the full shift log. Additional days are added as needed on top of the regular Thursday and Sunday.
Special rule · Goodlyfe Farms
Reports must group all shifts with the same start date together, ordered 7a-3a, then 3p-11p, then 11p-7a for each date. This is a 24/7 site, so the ordering matters for how the day reads.
What this confirms for the build
The sites in this list line up with the GPS site matching (Eastpointe Commons, Herkimer/Commerce, Brookstone, Ferguson all appear). The agent needs a per site routing table with recipients, and per site rules for the two exceptions above. Report type filtering (First Park Church) and entry ordering (Goodlyfe Farms) are both site level settings.
Who is involved
Security officer
Files reports through the text interface during the shift. The primary user.
Tracy
Handles report distribution. Provided the distribution list that the routing is built from.
Kate Rapp
COO. Oversees the workflow and the Paylocity time handling.
Property managers / clients
Receive the routed reports in the Therms structured shape they already expect.
Build order
Report capture and the payroll handoff are really two separate builds. The reporting half can ship before the payroll integration is solved.
Site match and report capture
GPS site confirmation, clock in checklist, the report types, active site binding (Phases A and B).
Site transfer
Movement detection and the end/transfer/restart/reroute logic (Phase C).
Routing
Per site distribution from the confirmed list, including the two special rules (Phase D, part one).
Payroll handoff
Clock in/out to Paylocity, once the integration path is confirmed. The hardest dependency, so last.
Open questions before build
Full set of report types
The Therms sample shows four log types. The complete set Grey Dog needs, including incident and maintenance and whether camera monitoring is its own type, must be confirmed before the report schema is locked.
Paylocity integration path
Whether a direct timestamp sync from the reporting platform to Paylocity is feasible, or whether the export and import fallback applies, is unconfirmed. This gates the payroll half of the build.
Resolved · distribution list
The client distribution list is in hand and mapped in section 5, including the two special rules. Routing is no longer an open question.
Design choices to settle
GPS driven versus schedule driven active site, and how far to take the detail sufficiency check on reports. Both are proposals, not confirmed requirements.
How we handle the open items
Rather than resolve every point up front, we build a first version and refine the open items during review and testing, with something concrete to react to. The report type set and the Paylocity path above will surface naturally as we test, and we bring them back with a working example rather than a hypothetical.
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