Sector · Private security

The person who should be supervising spends the day plugging gaps.

Someone calls in sick at six in the morning and the whole rota has to be rebuilt. A tender closes on Friday and two certificates are missing. A contract changes hands and you have five days to pull together twelve months of payslips for every person on it. None of that is security work. And none of it can wait.

This month's rota has been rebuilt three times and the bank holiday is still uncovered
Licence and refresher-training expiry dates live on a spreadsheet of their own
The last tender was lost over an expired certificate, not over price
And when a staff transfer lands, everything else stops

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Five things that eat your week and no client ever sees.

Plugging gaps is not supervising

The person who should be inspecting sites, training and preventing spends the day working out who covers Saturday night. The hard shifts to cover are always the same ones: bank holidays, nights and posts only certain people are cleared for.

The way out: the rota recalculates itself and proposes who can cover, from among those who actually can.

A staff transfer stops everything

Contracts change hands every two or three years, so with several of them in your portfolio there is always one in motion. Five days to notify, five working days to hand over the list of affected staff, and for every person their real seniority on that site, twelve months of payslips and half a dozen certificates more. And whatever is missing today is a claim six months from now.

The way out: the file assembles itself from what is already in your systems, real seniority on that site included, and tells you what is missing before the deadline runs out. Whether you are the one leaving or the one arriving.

Tenders are lost in the certificates folder

Without a current licence, an up-to-date registration or valid liability cover, the bid is excluded. And the most common reason for not making it is not the price: it is not having time to gather the paperwork.

The way out: a live tender dossier, every document current and a warning before any of them expires.

The month does not add up and nobody knows why

The discrepancy is nearly always in the same places: rounds, handovers, night work and clock-ins from the wrong site. Finding it takes longer than arguing about it.

The way out: every hour is logged where it happened, so the month adds up before it is invoiced.

What you cannot show did not happen

Staff accreditations, the incident log, training records, policies and contracts. When an inspection turns up, the question is not whether you have it: it is whether you can produce it now.

The way out: everything filed by person and by contract, findable on the spot.

What we solve

What changes in your company.

Before · One absence throws the whole rota out

Cover proposed, not improvised

The system recalculates and offers who can take that post, based on clearances, rest periods and hours already worked.

Before · The transfer file is built by hand against the clock

The file, assembled on its own

Affected staff, seniority by site, contracts and payslips come out of what you already have, with a check on what is missing.

Before · Certificates get hunted down when they are needed

A tender dossier always current

Every document with its validity and a warning before it expires, ready to attach to a bid.

Before · Invoicing means reconciling the month by hand

The invoice comes out of what was delivered

Hours, extra cover, night work and bank holidays are already logged, with the detail you can justify to the client.

What we can automate, area by area.

Six areas, and in each one the detail of what stops being done by hand. You do not have to start with all of them: the diagnostic decides which one pays off soonest.

Planning and cover

The rota stops being rebuilt from scratch every time something moves.

Annual and monthly rotas against the rules of your agreement and each contract
Automatic recalculation when an absence, an incident or extra cover comes in
Cover proposed only from those with the right clearance and rest period
Hours per person against those contracted, visible during the month
A warning before the overtime limit is reached

Staff, licence validity and transfers

What expires stops being tracked on a separate spreadsheet, and a change of contract stops being a race.

Professional licences, annual refresher training, clearances and specialisms with their validity tracked
A warning before anything expires, and a check when someone is assigned to a site
Real seniority per person and per site, which is what decides who is included in a transfer
A file built from your own data: affected staff, contracts, payslips and social security filings
A check on what is missing and on the deadlines, counted from the day you learn of the loss
An orderly, verified handover when you are the one arriving

Tenders and the solvency dossier

You stop losing tenders over a document that did not arrive in time.

Licence, registrations, policies, certificates and classification in one place
Validity tracked and warnings with room to act, not the day before
Each bid's paperwork prepared from the dossier, with nothing to hunt down again
A history of what was submitted and to whom

Service reports and patrol rounds

What happens on shift is documented as it happens.

Report logged from a phone, with time and location
Checkpoint marked where and when it should be
Incidents with photos, tied to their site and their client
The incident log generated from what is already recorded, with nothing transcribed

Billing and collection

The invoice comes out of what was delivered, not out of reconciling the month by hand.

By the hour or by post, according to what each contract says
Night, bank holiday and armed supplements passed through when they apply
Overtime, extra cover and one-off services outside the rota, billed and not forgotten
Deposits for events and one-off services, with their follow-up
Overdue amounts in plain sight and chasing that escalates on its own

Paperwork and compliance

Everything an inspection can ask you for, findable on the spot.

Documentation by person, by contract and for the company itself, in one place
Service contracts with a record of when they were notified and custody for the five years
A warning before any retention deadline runs out
Findable without digging through folders or email

Let's start with the biggest gap, not with all of them.

Every security company has its own, and nobody closes them all at once. In 30 minutes we look at how you run things today and come out with one: the process that gives your team back the most time, what it would cost to set up and when it would be running.

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