Real estate
Who is at the sales gallery when a walk-in arrives
Eight people at a project gallery does not sound like a headcount that needs software, and for the first month or two it is not. This page is for the site office where that stops being true, and it says what VTClock leaves out.
Last reviewed: September 2026
What the team looks like
A site office is small and almost entirely salaried. A sales manager runs the gallery, three or four sales executives take walk-ins, a CRM executive handles booking paperwork and payment follow-ups, an accounts person sits with collections, and a receptionist works the front desk. Around them are people you may not employ directly: housekeeping, a guard on the gate, and a site engineer who belongs to the construction side of the project. Most of the sales team draws a fixed monthly figure with a booking incentive on top, settled separately from the salary run.
What a day looks like
The gallery opens at ten and the first two hours are quiet. Executives call through last weekend's enquiries, the CRM person chases a demand letter, and the manager takes the developer's morning call. A family walks in near noon and whoever is free takes them across to the model flat and up the sample floor.
Saturday and Sunday carry the week. The two executives who took their off on Monday and Tuesday are back, four families are in the gallery at once, and site visits run until the light goes. Midweek, half the team is legitimately elsewhere: a registration at the sub-registrar office, a channel partner meeting in the city, a possession walkthrough with a buyer who has found a crack.
Where attendance goes wrong
The gallery is open and there is nobody standing in it
A walk-in reaches the gate at half past twelve and the receptionist is the only person on the premises. Everyone else stepped out and each of them told a different colleague. By the time the manager finds out, the family has taken a brochure and gone to the project down the road.
Out at the registrar and absent look the same on paper
An executive spends Thursday at the sub-registrar office with a buyer and Friday at a broker's office in the city. The gallery register has two blanks against his name. At month end nobody can separate a working day spent outside from a day he simply did not come.
The pay sheet is made in the city by somebody who was never at the site
On the twenty-eighth the head office asks the site manager for the month's attendance. He types what he remembers into a message, without a register in front of him. That message becomes the salary for eight people, and any correction that arrives after accounts has closed lands in the following month.
The project sells out and the whole office moves to another plot
The gallery shuts, the team shifts to the new launch fifteen kilometres away, and whatever attendance history existed lived in a register in the old cabin. Six months of leave balances and joining dates for the same eight people start again from a blank page.
A sales executive joins on the twelfth and is gone before the next twelfth
Sales churn at a site office runs high and both ends of it are mid-month. The accounts person works out a part month by hand for the joiner, another for the leaver, and the two calculations use different day counts because different people made them.
Which modules to switch on first
01 Attendance
The gallery is the assigned office and the geofence is drawn around the plot. A check-in happens standing at the site, so a morning that started at the head office cannot quietly become a gallery day.
02 Leave
A salaried team takes casual and sick leave all year. Requests come in with dates and a type instead of a message to the manager, and get approved, rejected or marked loss of pay in one place.
03 Salary
Monthly pay builds from the attendance record, the weekly offs, holidays and approved leave. The head office stops rebuilding a pay sheet on the twenty-eighth from somebody's recollection of the month.
04 Salary slips
Each person gets a printable slip with earnings, the attendance summary behind them and any advance recovery. An executive who can see the day count stops asking accounts to explain a short month.
Rolling it out
Set the gallery up as an office first and pull the radius around the sample flat, the parking and the cabins, leaving out the highway and the construction area. Then set the workweek with the weekday off your team actually takes, load the developer's holiday list, and assign each person a shift covering the gallery timings. Tell the team in the Monday meeting that the punch happens on arrival at the site. Week one brings a run of missing days from registrations and head office visits. Those go in as admin corrections while the habit settles.
A worked example
For example, a CRM executive on INR 29,400 a month in a thirty-day month. INR 29,400 / 30 = INR 980 a day. Her casual leave ran out and she took two more days off, marked loss of pay: 2 x INR 980 = INR 1,960 deducted, leaving INR 27,440 for the month. Her booking incentive is settled outside this, because pay here builds from days worked and VTClock computes no incentive on a sale. The figures are illustrative and the day basis is whatever your appointment letter says.
Not for you if
- You want brokerage or the booking incentive worked out from the sales that closed. Salary here builds from days present, and no incentive is computed anywhere in it.
- Your gallery is four people who sit within sight of you every day. A register does that job and this will feel like ceremony for the sake of it.
- Your executives sit at the corporate office most of the week and at the gallery for two days. One office per person here, so head office days need admin corrections.
Frequently asked questions
My executives spend half the week at the registrar's office or with channel partners. Will they show as absent?
A check-in only goes through inside the geofence around the assigned office, so a day spent entirely in the city will not punch by itself. What you do is mark those days from the admin console, which turns an outside day into a deliberate entry somebody approved rather than a blank in a register. Do it the same week and the month closes clean.
The project is nearly sold out and the team moves to a new launch next quarter. What happens to everything recorded so far?
You add the new gallery as an office with its own geofence and reassign each person to it. The employee records carry across untouched, so joining dates, salary figures, leave already taken and any advance still being recovered stay with the person rather than with the old cabin. The closed site simply stops being used for check-ins.
A new executive spends her first ten days training at the head office before she reaches the gallery. What does her first month look like?
Add her from her actual joining date and assign her to the gallery. For the training days she is not at the site, so those go in as admin corrections rather than check-ins. Her first month then pays on the days recorded from her joining date, and the slip shows the attendance summary behind the part month instead of a figure worked out on a calculator.
Does this work out the incentive we owe the sales team on bookings closed this quarter?
No. VTClock builds monthly pay from attendance, weekly offs, holidays and approved leave, and prints a slip from it. Nothing in it knows about bookings, collections or a brokerage sheet, and there is no import or export to bring those figures in. Whatever you use to track sales keeps deciding the incentive, and you pay it the way you do now.
The housekeeping boy and the guard at our gate come through an agency. Do they go on this too?
Only if you employ and pay them yourself. Agency staff are on the agency's payroll and their days decide the agency's invoice, so recording them here duplicates work without changing what you pay. If you move somebody onto your own books later, they need an employee record and a login code like anybody else.
Similar businesses
- ContractorsFifteen men on the slab this week and nine of them were somewhere else last week.
- CA and law officesThe first objection in a professional office is that everyone here is qualified, salaried and trusted, so why record attendance at all.
- Retail shopsThere is one of you and there are two shops.
- Facility services companiesA facility management company sells deployed headcount, then spends the last week of every month proving it.
- Security agenciesYou deploy guards at client gates you do not own, on day and night reliefs, and the muster sits in thirty registers.
Modules to look at
- AttendanceGeofenced check-in and check-out near assigned offices, with shift grace, late marks and overnight shifts handled for you.
- LeaveStaff apply with dates, type and attachments. Approve, reject or mark loss of pay without chasing WhatsApp threads.
- SalaryMonthly pay builds from attendance fractions, holidays, weekly offs and approved leave, so there are no side calculations.
- Salary slipsBranded, printable slips with earnings, an attendance summary and advance recovery. Staff see the same figures you print.
Terms worth knowing
- GeofencingGeofencing is drawing a circle of a chosen radius around a work location and accepting an attendance punch only when the employee's phone reports a position inside that circle.
- Casual leaveCasual leave, usually written CL, is paid time off an employer grants for short personal reasons that arrive at little notice: a bank errand, a family matter, a day of travel.
- Loss of payLoss of pay, usually written LOP, is a day an employee is absent with no leave balance or approval to cover it, so the employer pays nothing for that day.
- Pro-rata salaryPro-rata salary is the share of a monthly salary an employee earns when they are on the payroll for only part of the month, or on two different salary rates inside it.
- Payable daysPayable days are the number of days a monthly salary is spread across, and the number of days in a given month the employee is actually paid for.
- Net salaryNet salary is what is left of a month's earnings after every deduction the employer is required or authorised to make has come off.
See VTClock set up for real estate site offices
Tell us your headcount, your shifts and how you pay people today. We will walk through the modules that fit and the ones you can leave off.