Security & Guarding Company System
Security companies managing multiple sites with round-the-clock shifts.
Run guarding sites with shifts and patrols, documented incident reports, periodic client reports, and contract invoicing.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
Each client site is a master card starting in “Site” with the property details, required guard count, and site-specific instructions documented. Daily work revolves around the next columns: “Shift”, where each shift's handover and takeover and guard attendance are confirmed, and “Patrol”, where guards' or supervisors' rounds are logged with their times and observations; on any incident an “Incident” card is created recording what happened, who attended, the action taken, and which authorities were notified. Periodically the records are compiled into a “Report” submitted to the client summarizing shifts, patrols, and incidents, then “Invoicing” with the contract's monthly invoice.
Chat is for instant coordination that tolerates no delay: covering the shift of an absent guard, escalating a security incident from a site to management, or a supervisor's instruction to a guard post. Announcements is management's official voice: general security instructions for all sites, disciplinary alerts, and circulars updating visitor-handling or emergency procedures. Dues privately records guard and supervisor salaries, client receivables, and any contractual deductions or penalties.
The guard logs patrols and incidents as they happen, the site supervisor reviews his shift's records and escalates what merits it to management, and the reporting officer compiles the month's data from “Shift”, “Patrol”, and “Incident” cards and prepares the client report before invoicing — no invoice is issued without a complete report proving service quality.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
Operations Manager
Oversees all sites and shifts, handles escalated incidents, and reviews monthly client reports before approving and attaching them to invoicing.
Site Supervisors
Run their sites' shifts: confirming attendance and handovers, reviewing patrols, first response to any incident, and escalating when needed.
Guards
Carry out shifts and patrols per site instructions, and log patrols and incidents on cards as they occur — not at shift's end.
Reporting & Invoicing Officer
Compiles the month's records from the columns and prepares the periodic client report, issues invoices, and records salaries and dues in Dues.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Announcements — The official voice of management — circulars and alerts that reach everyone
- Dues — Internal money with strict privacy — dues, advances, and expenses
Welcome announcement: «Welcome to the Security & Guarding System»
From today, our sites and shifts are managed from this board: every shift is handed over and taken over with documentation, every patrol is logged with its time, and every incident is recorded with its action the moment it occurs. No incident is narrated verbally and lost — what isn't logged didn't happen. Start by registering sites and shift rosters; security instructions and official circulars will reach you via Announcements here.
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