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.”
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