Workforce & Business Ops — Overview

Workforce & Business Ops is the group of modules that handle the business side of running a department or company: billing customers, keeping certifications current, sending crews and apparatus out under contract or mutual aid and getting paid for it, recovering costs from Cal OES, and knowing what your people and resources actually cost. Fire departments use it for cost recovery and mutual-aid reimbursement, private ambulance and fire-protection companies for invoicing, wildland and security contractors for bids, contracts and daily time reports, and any employer for certification tracking.

The modules

Module	What it does	Free or add-on
Certifications	Catalog of certifications, licences, inspections and permits for people and units, expiry dashboard, role requirements with optional enforcement, continuing-education credits, compliance report.	Free
Deployment Finance	A deployment wraps the units, personnel and equipment sent to an incident with daily time reports (DTRs), expenses, files and a manifest — for an operational record, a cost-recovery claim or a customer invoice.	Free
Invoicing	Customer billing profiles, rate cards, invoices with line items generated from calls, PDF and e-mail delivery, payments, accounts-receivable aging.	Business Ops add-on
Online Payments	Customers pay invoices online through the department's own Stripe account; Resgrid never holds the money.	Business Ops add-on
Rate Schedules, Contracts & Compliance, Bids & Deployment Wizard, Contractor Billing	Explicit per-band contractor rate tables, service contracts with document requirements, priced bids that become a scheduled deployment call, and the billing engine that turns approved DTRs into an invoice and packet.	Business Ops add-on
Cal OES MARS	California mutual-aid reimbursement: agency profile, F-5 resource inventory, annual rate submissions, agreements, F-42 and expense-claim preparation, portal handoff, invoice and payment reconciliation.	Business Ops add-on
Workforce	Employer identity, establishments, workers, employment periods, job assignments, compensation profiles, work entries and annual pay facts — all protected data.	Business Ops add-on
Field Costing	Resource cost profiles, usage readings and cost runs that give the internal loaded cost and margin of a bid, call or deployment.	Business Ops add-on
Pay Data Reporting	The California CRD (Government Code §12999) pay data report wizard and voluntary demographic self-identification.	Business Ops add-on + Advanced Data Protection
Contacts	Customers, key-holders and agencies; the billing profile, pre-incident plan and site files hang off the contact.	Free (billing profile needs the add-on)

Where to find it

The left sidebar has a collapsible Workforce & Business Ops group. Inside it you see only what your department has turned on and what you are allowed to use:

Menu item	Appears when
Workforce	Business Operations module on, Workforce or Pay Data entitlement, and you are an administrator or hold a workforce permission. Members who only need to answer their own demographic questionnaire see My demographic response instead.
Certifications	You are an administrator or hold View certifications.
Invoicing	View invoicing permission, the Business Operations module switch on and the Invoicing.CustomerInvoicing flag. A lapsed add-on still shows the pages, read-only.
Deployment Finance	The Operations.Deployments flag. Members see only deployments they are rostered on.
Bids / Contracts	Administrator or Manage bids / Manage contracts, module switch on and an active add-on with the Invoicing.ContractorBilling flag.
Cal OES MARS	Module switch on and an active add-on with the CostRecovery.CalOesMars flag. Managers open the readiness dashboard; rostered members open their own action queue.

Deployment Finance is deliberately not the same page as Records → Deployments: the Records page tracks the external resource order (IROC, EMAC, CIFFC); Deployment Finance tracks the money and time of the crew you sent. A Deployment Finance deployment can be created from a Records external order so the two stay linked.

Turning it on

Four different switches gate these pages. Work through them in order when something is missing:

1. Feature flags (hosted: Resgrid staff; self-hosted: Resgrid.Console --FeatureFlags --Key=<key> --DepartmentId=N --On). Business.Operations is the master flag for every paid surface; Operations.Deployments is free. See Feature flags.

2. Module switch — Department menu → Department Settings → Module Settings → Business Operations. Turn it off to hide invoicing, contractor billing, MARS and workforce for the whole department without cancelling the add-on.

   

3. The Business Ops add-on — Department menu → Subscription and Billing → Business Operations. A monthly add-on (USD 250 / EUR 295 per month at the time of writing) that only the department's managing member can buy or cancel. When it lapses every page stays readable, but every create, edit, send or payment is refused with This needs an active Business Operations add-on. See Subscription & Billing.

   

4. Permissions — Department menu → Security and Permissions. Every new permission defaults to department administrators only; open it up to the people who bill, approve time or manage certifications. See Security & Permissions.

Self-hosted

The add-on entitlement is read from the Billing API. On a self-hosted installation with no Billing API the paid surfaces stay off unless your licence includes them; ask Resgrid for a licence that enables PlanAddonTypes.BusinessOperations.

How the pieces fit together

From	To	How
Contact	Billing profile → Invoice	Terms, discount, tax and rate card come from the profile; Add call builds lines from the rate card.
Invoice	Payment	Manual payment, or a pay link through your Stripe account.
Contact + rate schedule + contract	Bid	The bid snapshots rates from the schedule the contract names.
Accepted bid	Deployment + call	The deployment wizard creates both, with the roster seated and priced.
Deployment	Daily time reports, expenses	Filed by crews in the apps or on the web, approved by a manager.
Approved time reports	Invoice + packet	The contractor billing engine drafts the invoice; reports move to Billed.
Cost-recovery deployment	F-42 / expense claim	Cal OES MARS prepares the claim for the portal.
Time reports + usage + expenses	Cost run	Field costing prices them against workforce compensation and resource cost profiles.

• A customer is a contact with a billing profile (terms, discount, tax, rate card, rate schedule).
• Simple per-call billing uses a rate card (hourly unit or personnel time, flat fees, mileage, materials): open an invoice, Add call, send.
• Contract work uses a rate schedule (bands, crews, premiums, policy), a contract (terms, document requirements) and a bid; accepting the bid runs the deployment wizard, which creates the call and the deployment with its roster. Crews file daily time reports in the apps or on the web; once approved the billing engine drafts the invoice and packet.
• Mutual aid in California uses the same deployment in cost recovery mode and prepares the F-42 and expense claim for the MARS portal instead of an invoice.
• Field costing reads the same time reports, usage readings and expenses against workforce compensation and resource cost profiles to show what the job actually cost.

Setup examples

Organization	Typical set-up
Municipal / county fire	Certifications (NFPA, EMS, driver), role requirements Warn only; Deployment Finance for strike teams; Cal OES MARS if in California; invoicing of hazmat clean-ups, false-alarm fees and standby with a rate card.
Volunteer / combination fire	Certifications with expiry notifications and a monthly compliance report; Deployment Finance in operational only mode for mutual-aid documentation; Field costing to justify budgets.
Private ambulance / EMS	Invoicing with a per-call rate card (transport flat fee, mileage, standby), billing profiles per facility with net-30 terms and tax exemption, online payments; NREMT and state-licence certifications enforced.
Wildland / private fire contractor	Rate schedules per season (crew bands, engine and equipment day rates, OT thresholds), contracts per agency with COI / WCB / SAM document requirements, bids → wizard → deployment → DTRs → invoice packet; NWCG certifications on every seat.
SAR / CERT / emergency management	Certifications (SARTECH, ICS, first aid), Deployment Finance for EMAC or state deployments in cost recovery mode, F-42s if California.
Security company / facilities	Contracts per client site, rate schedules (guard hour bands, supervisor premium), bids for events, invoicing with online pay links, guard-card certifications enforced.
Industrial emergency response	Certifications (OSHA, HAZWOPER, confined space, respirator fit) with Enforce, unit inspections; Workforce and Field costing for internal chargebacks; Pay data reporting if a California employer with 100+ employees.
Delivery / transit / field service	Driver and vehicle certifications (CDL, DOT medical, annual inspection, registration, insurance) on units and people; invoicing of service jobs from calls.

Technical reference

Item	Value
Controllers	Invoicing, Certifications, Deployments, DeploymentWizard, RateSchedules, Contracts, Bids, CalOesMars, Workforce, BusinessOperationsBilling (all /User/...); public PayController (/pay/{token})
Entitlement	IBusinessOperationsAccessService.CanUse{Invoicing,ContractorBilling,CostRecovery,Workforce,PayDataReporting}Async — master flag Business.Operations + capability flag + module switch (DepartmentModuleSettings.BusinessOperationsDisabled) + an active PaymentAddons row of type BusinessOperations (4); fails closed, no grace
Flags	Business.Operations, Invoicing.CustomerInvoicing, Invoicing.OnlinePayments, Payments.StripeConnect (operator only), Operations.Deployments, Invoicing.ContractorBilling, CostRecovery.CalOesMars, Workforce.InternalCosting, Compliance.CaliforniaPayDataReporting
Permissions	40–41 invoicing, 42–44 certifications, 74–78 workforce, 79 Cal OES MARS, 116–119 deployments / bids / contracts / time reports
Workers	29 invoice maintenance (every 15 min), 31 bid expiration, 32 deployment-finance + MARS reminders, 33 compliance expiry (all daily, early morning), 34 certification expiry (hourly tick, one sweep per department-local day), 49 pay-data readiness (daily)
Workflow triggers	Invoices 52–57 and 94–95, contractor 74–86, certifications 23 and 87–93, 180–187
API	api/v4/Invoices, Certifications, Deployments, TimeReports, RateSchedules, ServiceContracts, Bids, CalOesMars, FieldCost
Search	Invoices, rate cards, bids, contracts, deployments and certification types are indexed in unified search; MARS, workforce and time-report data are not