27 problems security guarding companies bring us, each with the cause, what it costs and what we build to fix it.
Guarding firms lose hours ringing round when a guard drops a night shift. We build cover requests that go only to licensed, site-trained guards who are free.
Guarding rotas take days to build by hand across sites, licences and rest rules. We build rota planning that suggests eligible guards and flags gaps.
Guarding firms lose track of which guards know which sites, so untrained guards end up covering. We build site induction records linked to the rota.
Guarding firms track guard licence expiry dates in spreadsheets that slip. We build licence records with renewal reminders and rota blocks for expired licences.
Guarding firms wait weeks on new starter screening files, chasing references and gap evidence. We build a screening tracker that requests and chases for you.
Guarding clients question whether patrols happen, and paper logs prove little. We build checkpoint scanning with timestamped patrol reports clients can view.
Guarding control rooms learn about missed patrols from the report next day. We build live patrol alerts so a missed round is chased while the shift is on.
Guarding firms keep the daily occurrence book on paper at each site, so nobody sees it. We build a phone occurrence log the office and client can read.
Guarding incident reports arrive late, vague and retyped by supervisors. We build incident reporting on the guard's phone with review and client delivery.
Guarding account managers spend days pulling hours, patrols and incidents into KPI packs for each contract. We build packs that assemble from your data.
Guards alone on night sites rely on welfare calls that get missed or logged late. We build scheduled welfare checks with escalation for the control room.
Guarding control rooms log calls, alarms and callouts in several places, and handovers miss things. We build one control room log with handover built in.
Keyholding firms track client keys in a paper book and a key safe. We build a key register with coded tags, sign-out on a phone and a full key history.
Alarm response firms record callouts across the ARC feed, phone calls and paper. We build an alarm response log with times, actions and client reports.
Keyholding and alarm response firms miss callout charges or bill them wrong. We build callout billing from the response log straight into Xero or Sage.
Guarding payroll errors come from rota changes, cover and overtime rekeyed by hand. We build a timesheet flow from booked hours to payroll with checks.
Guarding firms find out about no-shows when the client rings or the previous guard complains. We build booking-on checks that alert the moment a guard is late.
Guarding assignment instructions sit in site folders, out of date and unread. We build version-controlled AIs on guards' phones with acknowledgement tracking.
Guarding invoices get queried when billed hours do not match the contract or the rota. We build invoicing from approved hours with a site-by-site breakdown.
Guarding clients ask for extra guards by email and phone, and requests get lost. We build an extra cover request portal that quotes, confirms and staffs it.
Guarding firms lose uniforms, radios and body cameras because issue and return are tracked on paper. We build a kit register with signatures and leaver checks.
Guarding firms rewrite tender and PQQ answers every time and hunt for certificates. We build an answer library and document store that drafts the first pass.
Guarding firms use subcontracted guards with little checking of licences, screening or hours billed. We build a subcontractor portal with checks and matching.
Guard job adverts bring floods of applicants without a licence or the right shifts. We build an application flow that sorts applicants and books interviews.
Mobile patrol firms plan nightly routes on a whiteboard and prove visits with paper sheets. We build route planning with timed visits and scan-based proof.
Guarding firms struggle to find body-worn camera footage when clients or police ask, and to record who received it. We build a footage request log.
Guarding supervisor site visits go unrecorded, and findings are never followed up. We build a supervisor visit checklist with actions tracked to closure.