Automation for security and guarding services
Rostering, records and site reports — documentation required by law.
Does this sound familiar?
The roster is the heart of the business — and the place where every sick call sets off a chain of phone calls. At the same time, the law requires proof of the qualification and reliability of every employee deployed.
- Absences are resolved by phone, often in the middle of the night
- Qualification certificates and competence exams expire without anyone noticing
- Site reports come handwritten and are typed up
- Hours worked and supplements are added up by hand for billing
- Clients demand proof of patrols carried out
What we actually do
Resolve absences in a structured way
When someone calls in sick, qualified and available staff are identified and asked — instead of working down a phone list from the top.
Monitor qualifications
Competence exams, training certificates and register entries get expiry dates with advance warning instead of being noticed during an inspection.
Digital site reports
Patrols, incidents and checkpoints are recorded on site — with a timestamp that stands up as evidence.
Prepare billing
The billing basis is created automatically from hours worked, supplements and site assignment.
Starting point
Automation after process analysis
A sick call on the night shift
This is how the process runs today — and this chain is exactly where automation comes in.
- Absence is reported
- Identify the affected site and requirement profile
- Determine qualified and available staff
- Check rest periods and maximum working hours
- Send requests
- Confirm acceptance and update the roster
- Inform the client and site management
Systems typically used here
This is the existing landscape an automation connects to. Listed is what is widespread in this industry — it says nothing about which system you use.
- Rostering such as Vulcan, SecuPlan or standard shift tools in the industry
- Mobile recording with NFC checkpoints
- Guarding register under Section 11b of the German Trade Regulation Act
- Time recording with supplement rules
- Payroll bound by collective agreements
What matters most here
Section 34a of the Trade Regulation Act and the guarding register
Anyone deployed in the security industry needs, depending on the activity, a training certificate or a competence exam and must be entered in the guarding register. Deploying someone without a valid certificate is an administrative offence and endangers the company’s licence. A rostering system must therefore never suggest staff with an expired certificate in the first place — this check belongs in the process as a hard block, not as a reminder.
Frequently asked questions
Can a system call staff on its own at night?
It can send requests and receive acceptances. Whether that becomes a call is up to you — many businesses combine them: first a message to everyone eligible, then a call to those who responded. That shortens the chain considerably.
Our clients want paper reports.
They still get them — just generated instead of typed up. The digital record is the source, the paper the result.
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Check your websiteWorking in Wiesbaden, Mainz, Frankfurt am Main, Rheingau-Taunus-Kreis.
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