Security Guard Scheduling2017-03-28T22:50:58+00:00

Security Guard Scheduling

Gain a Competitive Advantage in The Security Industry With Snap Schedule

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“The first thing that attracted me to the software was the layout. I was able to layout my scheduling how I needed to look at it.”
Peggy Price, Vice President, Florida State Security

“When it comes to invoicing we rely on Snap Schedule to keep track of the work that we’ve done…that in turn helps with how to bill a client. So if there is ever a discrepancy we can verify with Snap Schedule.”

“The struggles, strain, and frustrations of employee scheduling were gone. It was exactly what I wanted. It was money very well spent”
Stephen Riddle, Department of Public Safety

“When I showed Snap Schedule to management, they were immediately impressed. Two things hit them. The sensible screens told them it was modern software, so it would have all the new tools and people would understand it. It would also be easy to teach and spread to other facilities. But the payroll projections and people-tracking capabilities sealed the deal.”

Jason Ramsey, Scheduling Supervisor, Mississippi Security Police

“Snap Schedule’s easy entry and deletion of staff is a big plus because staff turnover and fluctuating workload is expected in the security and protection industry. It’s easy to insert a person’s photos next to their schedule, and there’s lots of room for individual training and certifications — another big plus when you shift-schedule security professionals.”

Jason Torgasows, Director of Operations Black Tower Security Services Ltd.

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What Can Snap Schedule Do For Me?

Gain a unique competitive advantage in the security industry with Snap Schedule employee scheduling software. A clear, clean, and organized schedule is the foundation for success. Easily schedule in the cloud, efficiently locate employees, keep track of security guard employee qualifications, access reports for accurate payroll and invoicing, and never miss a commitment.

A variety of challenges makes effective scheduling for the security and protective service industry difficult. Security officers, guards, and patrol officers are often assigned to work on multiple sites with varied shift times and rotations. When assigning shifts and posts, you must consider specialized training, credentials, skills, labor rates, vacations, and time off requests. It is important that all the details be easy to find, accurate, and correctly assigned. High security guard turnover and fluctuating workload are common in the industry. Ensuring that the right security guard with the right skills are deployed to the right post at the right time will provide the required level of services, avert risks, and minimize potential liability. With Snap Schedule scheduling software, these problems are easily resolved with the many time-saving features available in the program.

Key Scheduling, Respond Immediately to Clients’ Needs, Locate Security Guard Staff Fast

  • Create schedules in a snap

    Drag-and-drop to easily assign shifts, mark time-off, move or copy assignments for your security guard employees. Track all training, vacation, sick leave, and other off-work requests.

  • Assign shifts to security staff members for multiple locations & sites

    Define as many locations/sites as you like and authorize your security officers to work at certain locations but not others. Filter/sort work schedules and reports based on locations.

  • Assign breaks, duties, and tasks within each shift

    Visually assign breaks, duties, and tasks of any length from one minute to several hours with a simple drag-and-drop.

  • Find best fit security guard employees or substitutes

    Easily find qualified and eligible security guard employees to fill open shifts based on availability, position, skill, labor cost, work hour limits, seniority and other criteria. With Snap Schedule the ability to locate security officer staff efficiently allows for immediate response to clients’ needs.

  • Avoid scheduling conflicts

    Detect and alert all sorts of schedule conflicts like overlapping shifts, lacking required skills, not enough rest between shifts, or too many overtime hours. Any conflict will be clearly flagged and color-coded on schedule views.

  • Up-to-date security guard availability, skill level and expiration

    Security guard employees can enter availability information for each day of the week and restrictions that should be considered when creating and managing schedules. Avoid over/under staffing a shift with people you need by skills and get an alert when an employee’s skill or certification is about to expire.

  • Ensure adequate shift coverage

    Show the number of security guard employees scheduled in each shift by position, skill, or reason so you can quickly see if any position is over/under staffed while making shift assignments. Never miss a commitment.

  • Handle overtime, shift premium and incentive pay

    Flexible pay rules to compute overtime and extra pay to patrol officers working on public holidays, certain days or hours of the day, irregular shifts, etc.

  • Comply with labor rules and collective agreements

    Avoid grievances and ensure compliance to collective bargaining agreements, HR policies, labor and working time regulations. When filling an open shift, you can use multiple criteria to narrow down the number of eligible security guards.

  • Time sheet data for payroll

    Adjust the shift’s scheduled start and end times to reflect the actual time worked and instantly see the revised hours and costs. Add notes and reasons to record or explain deviations and provide time card data for payroll. Invoices for clients also display which security staff members were at their site and times they worked.

  • Make informed decisions based on up-to-date data

    Use a comprehensive set of 49 reports to analyze scheduling data; prepare management records; and track security guard and patrol officer activities, assignments, costs, and time-offs.

  • Publish schedules

    Easily publish security shift schedules, calendars, and any report in PDF and a variety of other formats. Automatically email work schedules (in text or iCalendar file format) to security guard employees and/or their supervisors.


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Security Guard Employee Self-Service Features

  • View security work schedule from anywhere, anytime

    From home to business, from desktop to mobile devices, your security staff team has 24/7 access to schedule data. You control who will be allowed access and which employee self-service features will be enabled for your operations.

  • Request time off

    Security guard employees can make time off/vacation requests and schedulers can track, manage, approve, or deny those requests. Security officer staff members can see the approval status and are automatically alerted when their request is approved or rejected via an iOS/Android in-app notification.

  • Self-scheduling with Open Shifts

    Empower your security employees by letting them self-schedule with Open Shift. Schedulers can simply create an open shift for a position and specify the shift and the required number of security staff and skills. Qualified security guard employees can view open shifts and bid for the shift they like.

  • Shift trade/pick up

    Allow automatic shift trading with or without a scheduler’s approval. Security officer employees can post their shifts for trade and coworkers who are eligible to work the shift can make pickup or swap offers. Posting employees can select any number of qualified coworkers to invite bids.

  • Punch in/out

    Security guard staff members can punch in and out of their assigned shifts and you can set the time window for when security guard employees are allowed to punch in or out. Schedulers can see the punch data in real-time or use the data to report the variances between planned and actual work hours and costs.

  • View time card information

    Security patrol officer employees can view their planned and actual work hours for the current, previous, or next payroll cycle. On-call, overtime, paid and unpaid time-off hours are also presented.

  • Update availability and contact information

    Save time and stay up-to-date by allowing security guard employees to update their own contact information and availability. Security staff employees can enter their availability information for each day of the week and in multiple time segments as needed. Snap Schedule uses this information to help schedulers select the best available employees to fill shifts.

  • Look up coworkers

    Security patrol employees can look up coworkers’ contact information to call, text, or email. Schedulers decide whom to include or exclude from the directory.

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Frequently Asked Questions

Maybe you’re not doing OK. Count all the hours you spent last year, and will spend next year. How inflexible and time-consuming is changing security guard schedules when someone is out? Snap Schedule saves you time by dragging and dropping rather than erasing and writing. It will also help you prevent under and over staffing, schedule conflicts, and reduce your overtime and labor costs. And pencil and paper cannot email your security guard employees or create reports. Pencil and paper can’t change views to weeks, a full month, and it can’t show you just Joe’s or Sue’s schedules. Doing these tasks by hand is very time consuming and difficult due to workload fluctuations, frequent special requests from employees and staff members, last minute changes, and high employee turnover. Without the right tools in place, you will expend a great deal of time on these tasks — time better spent on more critical, revenue-generating activities.
Yes! Snap Schedule keeps track of security employee availability, skills, work hour preferences and it alerts you to potential scheduling conflicts. Filling an open shift or finding a replacement is easy. Simply specify your criteria and Snap Schedule will present a list of qualified security guard staff members for your shift planning purposes.
Yes. The E-mail Schedules wizard lets you e-mail shift assignment schedules to all or selected employees. Each e-mail can contain the security guard employee’s personal schedule or schedule information of all selected employees. You have the option of including an iCalendar formatted file that contains the security employee’s personal schedule so your employees can import their schedules into their calendar programs or PDAs.
Yes. You can have as many locations as you like. A location is a work site or a place where the shift is performed. You can authorize your security employees to work at certain locations but not others. Snap Schedule will alert you when an employee is scheduled to work at a location where he/she is not authorized to work.
Yes! Did I man all my client’s sites? This question doesn’t have to take hours to answer searching through spreadsheets, or papers and manually calculating hours. Simply run the report “Total Work Hours by Location” or view “Employee Work Hours by Location” and in seconds you can readily have your answer. The Total Work Hours by Location report shows the security guard employees you have scheduled on each site for the date range you set, the hours they are scheduled, and the total amount of hours for the time period. Or run the Employee Work Hours by Location report and have a bit more information including the shifts scheduled, the start and end times of each employee scheduled, shift total hours, and daily total hours.
Using Excel templates for security guard employee scheduling is definitely better than using pencil-and-paper, but considering the price you would pay for Excel and scheduling templates, you get much more with Snap Schedule. Security staff scheduling is really a multi-dimensional problem that cannot be represented in a flat row and column format. There are security employees, shifts, locations, and dates – and you really need to be able to view the schedule from multiple vantage points. You will spend many unnecessary hours to work around Excel limitations because unlike Snap Schedule, Excel is not specifically designed for security employee shift scheduling.
Some of the best features of Snap Schedule that security guard companies utilize include; ability to grow with you, managing security guard employee performance and qualifications, robust reporting, invoicing support and the capacity to act as a supplement to payroll.

Snap Schedule is flexible and grows with you. Increasing the amount of sites you cover and increasing the number of security guard staff members you have can be a lot to manage, but Snap Schedule allows you to add sites, locations, and employees and classify them to your individual needs. In the employee profile you are able to keep track of security guard employee’s qualifications, licenses, and skills, and the sites they have been trained to patrol.

Snap Schedules’ robust reporting also allows for more accuracy in payroll and invoicing. Use reports from Snap Schedule’s Recorded Work Hours section to view hours each employee worked, and use the documented information to double check your payroll. You can also use reports to measure employee performance. Whether a security guard employee has never missed a shift, has been chronically late, or consistently fails to show up you can use the reporting feature to keep track of their performance.

On client’s invoices they can also view which security guard employee was stationed at their site and when they worked to ensure their site was safe. Client’s appreciate the extra bit of bookkeeping for their records. If they ever have a question about their invoice you can also utilize Snap Schedule to double check and answer their question quickly.

Snap Schedule uses a perpetual calendar for shift assignments so there is no limit and you can schedule as far into the future as you need. Snap Schedule keeps all security guard employees, shifts, and scheduling information in a single SQL Server database file. This file will grow automatically to accommodate any shifts, holidays, vacations and time-off requests you recorded and allow you to go forward or backward in time to instantly see and assess how you are doing.
Yes. On-call shift assignments occur when a security guard employee is instructed by appropriate management to remain available to be called to work during an off-duty period. When you mark a shift assignment as on-call, the shift duration is not included in the total work hour calculations.
Yes. Security scheduling is really a multi-dimensional problem and you really need to be able to view the schedule from multiple vantage points. Snap Schedule provides four graphical views to accommodate that as well as selectable date ranges within each view. The Daily view shows all shifts and time off for each employee in a specified date range. The Shift view shows employee staffing for each shift along with coverage data. The Task view lets you schedule tasks and breaks within a shift. The Calendar view presents work and time off assignments in calendar format.