Gough & Kelly, a provider of security products and services across the north of England, has expanded the use of SmartTask to enhance its patrol monitoring and performance reporting capabilities at a second office in Yorkshire. The company has rolled out the workforce management software to its operation in Leeds, having already achieved significant operational improvements at its York business. “SmartTask has proved to be an invaluable tool across our manned guard, keyholding and alarm response services, especially on our contract with City of York Council, so our aim is to replicate this success at our Leeds operation,” explains Richard Cuff, Senior Operations Manager at Gough & Kelly. “When the roll-out is complete, we will be using the software for a team of 150 static and mobile security officers working across 100s of private and public sector locations. This will enable us to further streamline administrative processes, while enhancing the customer experience.” Simplicity of the software Initially, Gough & Kelly adopted SmartTask following a request from a customer, a boarding school in Yorkshire, for a patrol management system that would provide peace of mind that security activity was taking place. The company previously used a system that was not cloud-based and required the use of heavy and cumbersome data collectors, so they took the decision to explore alternative app-based options. SmartTask was selected because of the simplicity of the software and the breadth of information it provides. The use of the software has since been expanded to cover the entire York operation, providing an essential tool to its main contract with City of York Council. In 2018, Gough & Kelly secured a 10-year extension for the provision of security services covering almost 100 Council sites, made up of a diverse range of locations including offices, commercial buildings, libraries, hostels, museums, recycling centres and vacant properties. SmartTask was an important part of the retender process due to its responsive, evidence-based and KPI reporting functionality. Electronic incident report An electronic incident report can be submitted with additional details of identified damage and photo evidence Using a SmartTask-enabled smartphone, static security officers scan a tag at the start and end of each patrol to capture the length and time, while an electronic incident report can be submitted with additional details of identified damage and photo evidence. Meanwhile, mobile supervisors, responsible for alarm response and keyholding services, scan a tag to confirm proof of attendance. This creates a GPS location and timestamp, so Gough & Kelly can monitor response times and ensure they are meeting customer KPIs. Weekly and monthly reports Typically, Gough & Kelly is measured on completion of tasks, attendance and response times, so SmartTask generates weekly and monthly reports that are tailored to individual customer requirements. Incident reports are also supplied by 10 am the next-day, having previously been issued next-day by close of business, representing an improvement of up to eight hours. In addition, the centralised reporting system via SmartTask enables the company to compare performance levels at different sites, identifying operational trends and areas of improvement. Single software platform “SmartTask has certainly made our lives easier because of all the key information that is available within a single software platform. Not only does it give us added visibility and control centrally, but also simplifies operational processes for our remote workforce, removing previous paper-based systems. It has also allowed us to enhance our staff welfare checks, providing an added layer of protection and an effective way of addressing issues,” concludes Cuff. Paul Ridden, CEO of SmartTask commented: “We have developed a highly advanced, configurable and easy-to-use guard management, monitoring and reporting solution that puts our customers in complete control. The software can be tailored to meet individual requirements and achieve a host of efficiency, performance and compliance benefits, generating proven value and creating a point of differentiation.”
RCP21, a pioneering Community Interest Company (CIC), has used SmartTask to help set up and manage an in-house security operation at Langthwaite Business Park in South Kirkby, West Yorkshire. The workforce management software was adopted to coordinate a full-time team of officers, tasked with protecting 120 businesses located at the site, without the need to increase management and administrative resource within the organisation. SmartTask has since enabled RCP21 to deliver a superior security service in the most reliable and efficient manner. Workforce management solution “As managing agents of Langthwaite Business Park, we had previously outsourced the security requirements, but we took the decision to bring the service in-house,” explains Nicola Parker, Operations Manager at RCP21. “We recognised the need for a proven workforce management solution that would underpin our security solution moving forward. SmartTask has given us the visibility and control needed to deliver our service and provide customers with complete peace of mind.” SmartTask is used to manage RCP21’s full-time team at Langthwaite Business Park that provides a range of security services including CCTV monitoring, mobile patrols and keyholding and alarm response. SmartTask-enabled smartphones are used to scan 32 checkpoint tags around the site, so RCP21 has full visibility of mobile patrols that take place. Submit incident reports SmartTask has proved to be a hugely useful tool that is delivering value across our security operation" The software’s SmartForm functionality also enables security officers to electronically view their daily tasks; complete vehicle safety checks; and submit incident reports. In particular, the incident reporting tool allows a security officers on patrol or responding to an alarm response to capture all essential information, including any photo evidence, via a smartphone. This means RCP21 has an electronic record of any incident in real-time, so it can take immediate and appropriate action as well as share relevant details to the customer. Monthly performance reports can be taken from SmartTask, while incident data is included within the business park’s newsletter to provide information in relation to crimes and incidents on the park. Mobile workforce management “SmartTask has proved to be a hugely useful tool that is delivering value across our security operation. The software is simple and easy to use by all staff involved and is effective in enabling us to monitor and deliver our security services to a very high standard,” concludes Parker. Paul Ridden, CEO of SmartTask: “Our cloud-based employee scheduling and mobile workforce management software is highly configurable and scalable, making it an ideal solution for any security operation. Whether you are a top 30 security company or a small in-house team, it is possible to take advantage of SmartTask’s user-friendly, feature-rich functionality to better plan, manage, deliver and report on your security services.”
Samson Security has adopted SmartTask to support the rapid growth of the business, which has seen the company treble in size in less than a year. The workforce management software is initially being used for electronic proof of attendance, across more than 400 security officers and engineers that deliver a wide range of services, including manned guarding, mobile patrol, alarm response and FM services. Advanced guarding management and monitoring “We needed an advanced guarding management, monitoring and reporting solution that could adapt and expand to our changing requirements as we grow,” explains John Richards, Operations Director at Samson Security Ltd. John adds, “Our mobile and manned services now span the North West, the Midlands and North Wales, so SmartTask will give us the visibility and control needed to coordinate and protect our team, while maintaining our excellent service standards.” SmartTask workforce management software Samson Security selected SmartTask because of the simplicity and flexibility of the system SmartTask will replace a previous time and attendance solution, which no longer met the needs of the business. Having undertaken a review of the marketplace, Samson Security selected SmartTask because of the simplicity and flexibility of the system. The app-based nature of the system means that employees can use the software via a personal or work smartphone, while providing the opportunity to use additional functionality such as patrol monitoring and electronic forms. Security guards are using either a SmartTask-enabled smartphone or an onsite landline to accurately record the start and end times, as well as any required check calls. The app captures a timestamp and GPS location for accurate customer reporting and SLA monitoring for alarm responses. Controlled access Samson Security also uses the control room dashboard at its National Command Centre to gain complete visibility of any exceptions, while mobile and office managers have controlled access for their individual areas of responsibility. John adds, “We are already exploring other ways of using SmartTask, which will enable us to consolidate much of our employee scheduling and workforce management requirements into a single system. We have set up bespoke smart forms, so will shortly be rolling out electronic incident reporting to our team, replacing our existing paper-based process.” Scalable, flexible solution He further said, “The scalable and flexible nature of SmartTask means we can take a phased approach, avoiding operational disruption and not overburdening our internal resources.” Paul Ridden, Chief Executive Officer of SmartTask commented, “We have developed our software to meet the precise needs of security and FM companies now and in the future. Possessing high levels of configurability and scalability, backed by first-rate service and support, SmartTask can support the long-term success of our customers in-line with their business and operational priorities.”
Kingfisher Sec, a West London-based security specialist, has adopted SmartTask to support the rapid growth of the business by streamlining and automating critical business processes. The company will use the cloud-based software to handle employee scheduling, proof of attendance and operational reporting across a team of up to 50 security guards. As a result, Kingfisher Sec has already reduced administration by around 17.5 hours a month, with further improvements expected moving forward. “We wanted an employee scheduling and workforce that would mitigate any growing pains we experience as the business continues to expand as well as helping us achieve our aim of creating a paperless operation,” explains Filipi Nascimento, Operations Manager at Kingfisher Sec. “SmartTask is allowing us to automate many of our manual processes in a phased approach to maximise benefit realisation, without losing focus on our core operational priorities.” Electronic communication tool SmartTask was selected following a tender process based on its feature-rich and easy-to-use functionality. Kingfisher Sec is using the software to provide a simple tool to the company’s team of security guards, via a smartphone app, so they can simply book on and off shifts, accept schedules and book holidays. Meanwhile, the advanced rostering system allows Kingfisher Sec to quickly create monthly work plans and communicate them direct to staff for electronic confirmation. Kingfisher Sec is also looking to replace a paper-based DOB system at around 40 customer sites with SmartTask’s Daily Occurrence Log (DOL). The electronic communication tool will enable security guards to quickly create entries and upload details regarding any on-site occurrence, providing online visibility of all incident data and supporting photo evidence. Capturing accurate data The software is capturing accurate data about the performance of our team and the business" As well as reducing the administrative burden, both on-site and centrally, the DOL will also remove the cost of providing, distributing and archiving a paper-based log. “SmartTask is streamlining our business and operational procedures, so we can save both time and money while providing a better service to our customers. The software is capturing accurate data about the performance of our team and the business, which we simply did not have access to previously. This is allowing us to better manage staff, eliminate human error and quickly respond to any issues,” adds Nascimento. Cloud-based software Paul Ridden, CEO of SmartTask commented: “Our cloud-based software is a highly-advanced and easy-to-use guard management, monitoring and reporting solution that typically reduces costs and improves efficiency by 30 per cent. As a result, a growing range of security businesses are using SmartTask to plan, manage, conduct and measure workforce activities more effectively.”
OM Security has achieved a host of benefits having consolidated its employee scheduling, patrol monitoring and mobile workforce management software requirements into a single system. Since the adoption of SmartTask, the company has gained increased visibility and control over 200 security officers, significantly freeing up management time, reducing operating costs and enhancing service delivery The cloud-based solution has also enabled OM Security to launch a new 24/7 control room, further expanding its offering to customers. Monitor proof of attendance “By automating and streamlining our workforce-based processes using SmartTask, we are able to make best use of our resources while providing complete transparency for customers,” explains Jay Jagatia, Director of OM Security. “The software delivers a comprehensive management, rostering and reporting system that is giving us a clear edge and competitive advantage within the security sector.” SmartTask is helping manage the team of security officers – across the OM Security and Premier Services operations SmartTask is helping manage the team of security officers – across the OM Security and Premier Services operations – that provide a range of services including manned guarding, mobile patrol and alarm response at over 1,000 customer sites nationwide. SmartTask enabled smartphones monitor proof of attendance, completed patrol checkpoints and lone worker welfare, with GPS location tracking for added accuracy and peace of mind. Streamlining financial procedures Security officers are also using SmartForms to capture electronic data and photos for inspections and incident reporting. OM Security’s new 24/7 control room, based at its office location in Ascot, Berkshire, is underpinned by SmartTask’s live monitoring features. The interactive dashboard provides a real-time overview of how the business is performing, with at-a-glance visibility of the attendance, status and safety of all security guards. This allows the company to quickly identify where critical issues are occurring and respond quickly to any operational issues and incident alerts. SmartTask’s advanced reporting is also enabling OM Security to simplify billing and payroll by accessing highly accurate timesheet and activity data. Not only is this streamlining financial procedures, but also dramatically reducing incoming calls from customers and staff including a 98 per cent and 80 per cent reduction respectively in invoice and wage queries. Individual security operation The team at SmartTask are continually looking at new ways to update and improve the software" Meanwhile, clients can access service delivery details through a web-based customer portal for total transparency of their individual security operation. “With SmartTask, we have everything needed, right at our fingertips, so we can maximise performance, operate efficiently and share vital information both internally and with customers. However, the team at SmartTask are continually looking at new ways to update and improve the software, developing new features based on our feedback and their detailed understanding of the marketplace,” adds Jagatia. Mobile workforce management software Paul Ridden, CEO of SmartTask commented: “The unrivalled functionality of SmartTask means businesses within the security sector are now able to bring together a wide range of business and operational requirements into a single system." "This is why a growing number of SME, mid-sized and top 30 security companies are already benefiting from the strong return on investment, delivered by the most comprehensive employee scheduling and mobile workforce management software currently available.”
Namib Property Patrols Ltd, the Oxfordshire-based security and protection company, is using employee scheduling and mobile workforce management software SmartTask to streamline operational processes, saving both time and money. The company is using the software for proof of attendance and guard monitoring across its mobile patrol and alarm response operations, which has helped reduce in administration by more than 15-hours a month, while enhancing service delivery to customers. Credible and transparent security services “We strive for quality through technology, so we needed a software solution that would enable us to serve our customers better; operate on tight margins in order to give value for money; and continue to innovate,” explains Joel Shikongo, Operations Director at Namib Property Patrols Ltd. “SmartTask is enabling us to deliver high-quality, credible and transparent security services in the most efficient manner possible.” The simple expandability of the software is enabling the company to take a phased roll-out" SmartTask was selected following a review of the marketplace to replace manual processes that had become time-consuming and no longer met the reporting needs of the business. The simple expandability of the software is enabling the company to take a phased roll-out with plans to adopt additional functionality, such as SmartForms for electronic incident and logbook reporting, in the next 12 months. Alarm response callouts Namib Property Patrols uses SmartTask at around 40 commercial and industrial sites within Oxfordshire to record arrival and departure times for mobile patrols and alarm response callouts. For scheduled patrols, active tags are used at critical and vulnerable points around the customer’s premises, which are scanned by an asset protection officer using a SmartTask-enabled smartphone. These tags can also contain unique messages to communicate specific tasks and patrol requirements. Namib Property Patrols has full visibility of completed work and officer welfare from its head office in Bicester, with the ability to create electronic operational reports at a push of a button. Clients can also log in to an online customer portal to view their individual security activity in real-time and generate bespoke performance reports. Reducing printing costs Our software is already delivering proven results for a wide range of businesses" As a result, the company has been able to dramatically reduce the time needed to compile reports, saving more than 15-hours each month, as well as reducing printing costs by around 50 per cent. “SmartTask is an ideal fit for our brand and values, underpinning our commitment to operational excellence and client satisfaction. The software is not only helping us to streamline our processes and operate more effectively in an ever-evolving world, but also retain and win business by always putting the customer first. SmartTask’s team is always on hand to provide first-rate support and is constantly looking at new ways to improve our service delivery, so they are a highly-valued technology partner,” adds Shikongo. Mobile workforce management solution Paul Ridden, CEO of SmartTask commented: “We have created an employee scheduling and mobile workforce management solution that is highly configurable and feature rich, so is a perfect fit for SME, mid-sized and top 30 security companies alike. Our software is already delivering proven results for a wide range of businesses by helping them to better plan, manage, deliver and report on their security services.”
Kestrel Guards, a SIA-approved security solutions specialist, has gained added visibility and control over its operation using employee scheduling and mobile workforce management software, SmartTask. By consolidating its requirements into a single system, the company has been able to streamline and simplify internal processes to help enhance service delivery, maximise productivity and better protect security officers. SmartTask workforce management software We looked at a number of systems, but SmartTask proved to be the most robust and functional technology" Kestrel Guards adopted SmartTask to help better plan and manage security officers by replacing a number of manual and electronic processes. Initially, SmartTask is being used across the company’s static and mobile teams working across 1,150 customer sites, with plans to roll-out the solution to its keyholding and alarm response operations moving forward. “We looked at a number of systems, but SmartTask proved to be the most robust and functional technology that best meet our needs,” explains Russell Doyle, Head of National Operations at Kestrel Guards. “We wanted an employee scheduling and mobile workforce management software solution that was web-based and scalable, so we could provide simple access to key personnel and introduce the system using a phased approach.” Intelligent Rostering SmartTask’s Intelligent Rostering is being used at each of Kestrel Guards’ offices to create weekly work schedules for a total of 350 security officers. By replacing a previous paper-based planning system and implementing consistent processes across the business, the company has reduced the time and cost required to prepare rosters. It is also enabling Kestrel Guard to view all staffing requirements centrally from its head office in Southampton, providing added control and operational insight. Interactive dashboard for live viewing An interactive dashboard provides a live view of the security operation in Kestrel Guards’ 24/7 control centre, allowing the company to monitor the delivery of contracted work and the status of all static and mobile officers. The at-a-glance visibility of attendance, check calls and security alerts, allows the company to use SmartTask to respond quickly to any issues to maintain service levels and better protect staff. The software is also enabling contracts managers to monitor relevant activity, both historically and in real-time, as well as being used for employee performance. Enhanced enterprise security SmartTask-enabled smartphones record both attendance and tasks, capturing relevant information and photo Meanwhile, SmartTask has allowed Kestrel Guards to offer added value services, which is helping to secure business with new and existing customers. As well as providing complete visibility of patrols – using scannable checkpoint tags along predefined routes – officers are able to undertake monitored inspections, audits and equipment checks. SmartTask-enabled smartphones record both attendance and tasks, capturing relevant information and photo evidence where necessary. Thirteen Static Guarding customers have already signed to value added services and this enhanced offering is helping win additional local and regional contracts. Security management Paul Ridden, CEO of SmartTask commented: “Our employee scheduling and workforce management software is being selected by an increasing number of security businesses, including many of the UK’s top 30 firms. It has become the solution of choice within the marketplace based on its ability to help better, plan, manage, deliver and report on a security operation. Paul adds, “In fact, SmartTask is proven to deliver operational improvements and efficiencies, while significantly enhancing service quality, increasing contract compliance and supporting business development.”
Integrity Security Group is using SmartTask’s SmartForms to gain added visibility and dramatically cut down on its administrative burden. Having adopted the employee scheduling and mobile workforce management software last year for the provision of proof of attendance, control room management and staff rostering, the company is now using its electronic data capture functionality to streamline a range of operational processes. Initially, SmartForms are being used for vacant property and mobile patrol inspections as well as daily vehicle checks, already saving more than 15 hours of admin a month. SmartTask SmartForms The SmartForms replace previous paper-based processes that were increasingly difficult to manage by the office-based admin team “We are now using the SmartTask SmartForms to help reduce administration, capture critical work data and enforce health and safety procedures,” explains James Chittil, General Manager at Integrity Security Group. “We are constantly looking at clever ways to take advantage of the software’s rich functionality, so we can continue to simplify and enhance the way we operate.” The SmartForms replace previous paper-based processes that were increasingly difficult to manage by the office-based admin team. All reporting for vacant property and mobile patrol inspections – for both scheduled patrols and alarm activations – are now completed using a SmartTask-enabled smartphone. By electronically capturing all relevant information, including photo evidence, Integrity can quickly provide customers with a status update and details of all undertaken work as well as respond to any identified issues. Vehicle checks and fleet management Meanwhile, daily vehicle checks for Integrity’s fleet of vans are now completed using a specially-developed SmartForm, so the company can instantly see if drivers are complying with this health and safety procedure. Any vehicle-related problems or damage can be raised by the driver and actioned immediately by the admin team to mitigate fleet risk. Mileage data is also captured through the software, enabling maintenance requirements to be tracked and scheduled at appropriate intervals. “The SmartForms are enabling us to dramatically reduce paperwork and remove manual processes. This is making it much simpler for both our security officers in the field and our office-based admin team to capture, collate and communicate essential operational data. This is not only helping us make better use of our valuable resources, but also enhance the service we are providing to customers,” added James Chittil. Paul Ridden, CEO of SmartTask commented: “Our experience within the security sector means we are continually developing new functionality that overcome real-world problems for our customers. This is the reason we are working in partnership with a growing number of security businesses who recognise the value they can gain and the benefits they can achieve from using the SmartTask software.” Integrity selected SmartTask to replace an outdated time and attendance system, enabling it to effectively monitor the whereabouts and welfare of staff Lone worker protection Integrity selected SmartTask to replace an outdated time and attendance system, enabling it to effectively monitor the whereabouts and welfare of staff as part of its commitment to lone worker protection. The company is also using the intelligent rostering functionality to streamline internal planning processes, while the interactive dashboard supported the launch of a dedicated, out-of-hours control room operation by providing a live view of all scheduled shifts and expected or missed check calls. SmartTask is an advanced and simple-to-use employee scheduling and mobile workforce management solution that enables security companies to better plan and manage their workers, so they are at the right place, at the right time. The cloud-based software solution combines intelligent rostering, live monitoring and integrated proof of attendance across both static and mobile teams, making it the ideal tool to improve operational control, enhance customer satisfaction, and support duty of care to staff.
SmartTask, the provider of employee scheduling and mobile workforce management software, has launched a vetting solution to help security companies meet the stringent requirements of the BS7858 vetting standard. SmartTask Vetting has been designed to ensure that security service providers are not overlooking this essential staff screening requirement, while following a consistent and approved process. “We recognised a growing need for sophisticated and streamlined vetting procedures, especially as businesses are facing increasing demands from legal regulations such as 10 year working history, DBS checks, right to work and GDPR,” explains Paul Ridden, CEO of SmartTask. “As a result, we have designed the most comprehensive vetting, background checking and pre-employment screening compliance solution currently available for the security sector.” This will enable businesses to deliver straightforward and repeatable procedures that capture employee details Capture employee details The fully integrated tool will simplify and automate the complicated process of vetting employees. This will enable businesses to deliver straightforward and repeatable procedures that capture employee details, ensure they are tested, have the relevant history and confirm they have the skills required. It will also ensure that employees are made aware of any health and safety risks, as well as confirm they have signed the appropriate documentation to verify they have been trained to undertake the work. Failed screening processes Security businesses will now be able to undertake thorough background checks that meet the necessary standards – including BS7858 – so they are not vulnerable to the costs and risks associated with failed screening processes. This will allow them to meet contractual expectations of new and existing clients, safely providing a range of personnel, based on the nature of a location or required security clearance. SmartTask Vetting will also remove the need to store paper copies of certificates and identification documents, with everything now stored electronically alongside the vetting record. It is even possible to use the camera in a smartphone or tablet to capture copies out in the field. The cloud-based software solution combines intelligent rostering, live monitoring and integrated proof of attendance across both static and mobile teams Improve operational control “By possessing the ability to manage employee onboarding – from the most basic skills requirements to highest levels of screening – security services providers can ensure that all employees are bonafide. This will enable these organisations to offer a very competitive and potentially greater value service to customers, while keeping employees happy, achieving added peace of mind and reducing administrative overheads,” adds Ridden. SmartTask is an advanced and simple-to-use employee scheduling and mobile workforce management solution that enables security companies to better plan and manage their workers, so they are at the right place, at the right time. The cloud-based software solution combines intelligent rostering, live monitoring and integrated proof of attendance across both static and mobile teams, making it the ideal tool to improve operational control, enhance customer satisfaction, and support duty of care to staff.
The rapid adoption of employee scheduling and workforce management software SmartTask gathered pace last year with record levels of growth in the UK and internationally. In particular, there was an 81% increase in the number of field service businesses using the system during 2017, which now includes over 100 manned security providers and 15% of the ACS Pacesetters. “Over the past few years we have worked hard to understand the needs of the manned security industry to develop a solution that possesses the right mix of employee scheduling and workforce management functionality,” explains Paul Ridden, CEO of SmartTask. “This has enabled us to achieve impressive growth last year both domestically and worldwide, with our software now being used in 15 countries and successful trials underway in mainland Europe, the Middle East, Africa and Australasia.” Intelligent rostering functionality The number of locations that are now coordinated using SmartTask grew by 160% in 2017 to over 16,000, across a 17,000-strong employed and subcontracted workforce. In fact, the variety of managed sites expanded significantly to include: Football stadiums, national museums, retail developments, industrial estates, science parks, schools, universities, factories, airports, banks, hospitals and even a F1 racing team.The intelligent rostering functionality is being used to schedule almost one million hours of work per month SmartTask continued to help manned security providers to gain visibility and control over customer sites with more than 250,000 patrols monitored, over 5.5 million NFC checkpoints scanned, and 50,000 electronic Smartforms processed during 2017. Meanwhile, the intelligent rostering functionality is being used to schedule almost one million hours of work per month, as well as calculating £40 million of employee pay and £50 million of customer billing over the past year. Towards cloud-based solutions A number of new innovations were introduced in 2017 in response to changing needs within the security marketplace. Using its established expertise within the sector and taking advantage of the latest technological developments, SmartTask introduced a new vetting capability to simplify appropriate employee screening and background checks. A comprehensive trial of Smartbeacons was also undertaken as part of a project to extend patrol monitoring and proof of presence options. “2017 saw the number of businesses depending on SmartTask expand by more than 80%. This record growth is down to our ability to develop a highly adaptable, scalable and affordable cloud-based solution that achieves proven business and operational benefits for manned security providers. We are looking forward to building on this success and expect to continue this growth trend through 2018 and beyond.”