Security Firm Management System
Know which guard is at which site, every shift
A system for security companies that links guard deployment and attendance to client invoices and guard pay.
If you run a security company, you know the call you dread: a client saying nobody was at the gate last night. With hundreds of guards across dozens of sites, you are relying on paper registers and phone calls to know who reported where, and at the end of the month you are paying for shifts nobody can confirm.
Your business is built on being present and being trusted. We build systems that plan deployments, record attendance at each site and use that same record to bill your clients and pay your guards, so you can prove the service you delivered and stop losing money on the gaps.
It suits guarding companies of any size, including those offering alarm response, cash-in-transit escort and event security.
Everything it covers
One system in place of the notebooks, spreadsheets and separate tools.
- Guard records and documents
- Client and site register
- Shift and deployment planning
- Attendance per site and shift
- Relief and replacement cover
- Supervisor visits and site checks
- Incident reports
- Uniform and equipment issue
- Client contracts and invoicing
- M-Pesa and bank payments
- Guard payroll from attendance
- Statutory deductions and payslips
- Leave and disciplinary records
- Deployment and revenue reports
Every guard on file
Vetting and paperwork matter in this business. Keep each guard's details and documents where you can find them.
For each guard you can keep:
- Personal details, photo and next of kin
- ID, certificates and clearance documents, with expiry dates
- Training and qualifications
- Deployment history
- Leave, warnings and commendations
Plan deployments clearly
Assign guards to sites and shifts, and see a gap before it becomes an uncovered post.
With deployment planning you can:
- Build day and night rosters for each site
- Compare guards required with guards assigned
- Assign relief guards to cover leave and absence
- Move guards between sites and keep the history
- See where every guard is posted today
Attendance you can stand behind
Supervisors record who reported at each site. That gives operations, billing and payroll one record to work from.
In the field your supervisors can:
- Check guards in for each site and shift
- Flag absences and late arrivals
- Log site visits and inspections
- Report incidents against the site where they happened
- Arrange a replacement on the spot
Uniform and equipment accounted for
Uniforms, radios and torches cost money and tend to go missing. Know who has what.
From the store you can:
- Issue uniform and equipment to each guard
- Record returns when a guard leaves
- Recover the cost of lost items through payroll
- Track stock and reorder in good time
Bill clients for exactly what was delivered
Invoices follow the contract and the attendance record, so a query from a client is easy to answer.
For each client you can:
- Set contract rates per site and guard type
- Send recurring monthly invoices
- Adjust an invoice for extra or missed shifts
- Receive payments by M-Pesa and bank
- See statements and outstanding balances
Pay guards accurately and on time
Days worked flow into payroll, along with deductions for uniform, advances and statutory amounts.
In each pay run the system will:
- Calculate pay from shifts actually worked
- Add overtime and public holiday pay
- Deduct uniform, advances and loans
- Apply statutory deductions
- Produce payslips and payment schedules
Built for everyone involved
Each person gets what they need from the same system, without waiting on someone else for it.
- Directors
- Coverage, revenue and costs for every contract, and proof of service when a client asks.
- Operations managers and supervisors
- Rosters, attendance and incidents in one place, with gaps visible early.
- Accounts and payroll
- Invoices and pay that come straight from attendance, without rebuilding registers.
- Guards and clients
- Guards are paid correctly for every shift; clients get accurate invoices and reliable cover.
Set up to fit the way you work
Contracts, shifts and pay rules differ from firm to firm. These are set up to match yours.
Settings
- Sites and posts
- Shift patterns
- Guard grades and pay rates
- Contract rates
- Uniform and equipment lists
- Deduction rules
- Staff roles and permissions
- Invoice layout
Reports that show how things are going
Ready when you need them, for a day, a month or a year.
Deployment by site and shift
Attendance and absenteeism
Incidents by site
Revenue by client
Outstanding client balances
Guard payroll summary
Uniform and equipment issued
Profit per contract
Tailored to the way you run things
No two businesses work the same way. We set the system up around your process, bring your existing records across and train your team on it.
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