Security Services & Shift Management
If the roster lives in a spreadsheet,
so does the overtime — as a guess.
Shift planning, patrol scan records, overtime limits, incident logs and cost per site. Who is on duty where, whether the round was actually walked, whose hours are approaching the limit — all on one screen.
Three rules are checked when a roster saves: consecutive nights for the same person, unfilled weekday shifts, and the weekly hour limit per person. Figures are illustrative.
Was the round walked — actually walked?
Patrol points carry a QR or NFC tag that the officer scans on the round. A point that isn't scanned stays blank on the report — that is the difference from a signed paper book.
A missed point notifies the supervisor. The point is not to punish — more often than not the reason turns out to be a locked door or a tag that fell off, and those need fixing too.
Overtime limits are an annual problem, not a monthly one.
Each officer has an annual overtime limit, and it is usually approached in the last quarter. Looked at monthly the problem is invisible; looked at cumulatively it shows up in August.
Serkan Demir is at 88% of the annual limit. At this rate he reaches it in October — adjusting the roster now is easier than finding an officer in October.
You define the limit; the statutory limit and your company policy may differ. The software does the arithmetic and leaves the legal interpretation to your advisor.
The incident log is your only evidence three months later.
Incidents are recorded with the time, a photograph and who wrote them. When a client or an insurer asks, you don't recount it — you show it.
Suspicious vehicle
2 photosVehicle waiting 20 minutes at the car park entrance. Plate recorded, driver spoken to, left.
Fire alarm — false
1 photoLevel 4 smoke detector. Checked, caused by smoking. Building management notified.
Door fault
1 photoRear door automatic lock not working. Locked manually as a temporary measure, passed to the technical team.
Shift handover
—Night shift handed over. Handover record confirmed by both parties.
Once published, an entry cannot be deleted. A correction appears as an additional note with its own timestamp — which is the single most important property a security log needs.
Which site earns, and which one just keeps you busy?
In security services the contract value is fixed; the cost is not. Overtime, leave cover and staff turnover can quietly turn a site into a loss.
The residential site sits at a 4% margin. The reason is usually singular: turnover is high there, new officers are constantly trained, and overtime accumulates. Renewing that contract without seeing this extends the loss another year.
The rest of the operation
Personnel files
Security licence expiry, medical certificates and training records live in the file. An expiring document raises a warning.
Clock in and out
Officers scan on arrival and departure. It is compared against the roster and any difference reaches the report.
Multiple sites
Each site runs its own roster and patrol plan, with all of them visible together on the management screen.
Client reports
Monthly incident and patrol reports are prepared for the client automatically — a document you hold at contract renewal.
Leave and cover
Annual leave balances are tracked, and cover for anyone on leave is planned in the roster.
Offline patrols
In basements and plant rooms with no signal, scans accumulate on the device and upload when signal returns.
Questions
What goes on the patrol points?
A QR label or an NFC tag. QR is cheap and reads with a phone; NFC is tougher and works better in the dark and on wet surfaces. We decide which suits your points and environment together.
What if officers don't have phones?
A company phone or handheld can be used. If you don't want personal phones involved, one device per shift is enough — it is handed over and scans are recorded against whoever is on duty.
Does it track location?
Location can be recorded at the moment of a patrol scan; continuous location tracking is a separate choice and is off by default. Tracking an employee's location depends on notice and consent requirements — the system makes what is collected configurable and leaves the legal assessment to your advisor.
Does the system know the overtime limit?
You define the limit. The system keeps the running total, warns as the limit approaches, and flags a roster that would exceed it when saving. Interpreting the regulation is your and your advisor's job.
Does it calculate payroll?
No. Hours worked, overtime and leave are recorded and can be exported to your payroll software. Payroll is its own specialism and we stay out of it.
How many sites and officers?
No limit, and no per-user fee. Site supervisors, the operations manager and the owner log in with different permissions.
Let's build
one week at one of your sites.
How many sites, how many officers, do you run patrol rounds. We'll build a demo on your own roster.
Related solutions
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