Here at Connecteam, we help security companies, all around the globe, run their day-to-day operations. From managing employees to the customer, to daily operations, and beyond, everything is super important and super urgent. As you’re setting up your account, we want to help you do this in the best possible way, that’s why we compiled this list of features and capabilities that are proven to push your security company into your very own employee app.
This article will assist you in customizing your app to fit your needs and will share examples of common use cases. After reading this article, you should be able to:
Set up your Time Clock: Monitor and track your team's hours while ensuring they are at the right place & time.
Use the Job Schedule: Create your weekly/monthly schedule with ease.
Benefit from a workplace chat: Improve your internal communication by creating team chats and channels.
Create Forms: Create daily checklists & reports for users to fill, in order for you to monitor and oversee its execution.
Utilize Updates: Keep your employees up to date with operational and engaging announcements that are featured on your company’s own feed.
Connecteam offers an arsenal of tools to help you manage your employees, ranging from the ability to see their exact location when clocking in and out, to tracking the number of hours worked at each client or facility for accurate payroll.
The first thing you will want to do is set up your Jobs.
“Jobs” are an information layer that you track time for. From our experience, security companies typically define their jobs as a client name or location, by doing so, you are able to track the number of hours spent at each client or facility and bill them accordingly.
We give you the ability to customize the time clock to your needs so that you can choose what actions your employees can or cannot do, for example - you can decide if your employees can clock in directly from their mobile app or they can do so only from a stationary Kiosk station on the job site.
Easily manage Paid Time Off by reviewing the employee’s request, which each can submit from their mobile device. Once approved, any absence request will be automatically added into the employee’s personal timecard and a visual indication in the Job Scheduler will appear, giving you an easy way of understanding who can be scheduled and who cannot.
Editable Timesheets and Payroll:
We know that Payroll is a pain. With Connecteam, overseeing your employees’ hours is a breeze. We created a guide that takes you through step by step on how to prepare for payroll using Connecteam. Moreover, all employee time cards are completely adjustable by the manager, with an option to add manager notes per shift, and even export a time card as a personal PDF or a payroll-ready Excel file, all based on shifts or days.
When creating your shifts in the schedule, you can put 2 different information layers, Shift Title and Job.
Shift job: These will be the list of positions that you created within the Time Clock which your employee's clock in and out of, beginning and ending their shifts.
Shift title: This is another information layer to give users more information regarding their shift, for example: morning shift, evening shift, night shift.
Shift and Weekly templates:
Probably the most important ability is to understand which of your employees are able/unable to work at any given time. Through the mobile app, your employees can mark their unavailability and include a note explaining why. The action will have a visual indication on your schedule, giving you an easy way of understanding who can be scheduled and who cannot.
Enable shift replacements for your staff to save you time and stress when unexpected changes arise. Pro Tip: use qualified users to ensure the shift swap occurs between employees that are equally qualified to perform the job.
Our Chat feature is the best place for your daily communications. With chat, you can avoid tons of phone calls or messy text messages and instead reply to your employees when needed in real-time.
As a manager, you have full control of all team chats, permissions, and messages sent, not to mention an easy and quick onboarding experience for every new employee that is added to the account. There is no need for anyone to add an employee’s phone number into their own personal phone, or update contact information as changes come in like a new number, instead the company Chat closes this gap. Here are a few examples for group chats you can create:
Managers team chat
All users chat
Chat-based on employee position/role
You can also create an all users channel: If you want a channel where you can just share company information without the ability for users to comment, you should choose this option. Examples include policy changes, weather updates, formal HR announcements, and more. You can also enable the option to message anonymously on a channel. This option will allow each member, including the group creator, to share messages anonymously. (Note that you can also start a one-on-one chat with employees as needed.)
Pro Tip: Assign each team chat to the relevant Smart Group to ensure that all of your current and future users will always be up to date with any conversation!
Forms allow you to create digital reports and checklists for your employees to fill out while on the go and in real-time. These are always available on your employees’ mobile phones and can be utilized when needed. Employees can fill these out immediately instead of writing everything out by hand, which can lead to errors and more often than not, doesn’t happen at the exact moment as needed.
You can create as many Forms as you want from scratch or use one of our ready-made templates. All submissions can be exported into either excel or PDF and shared with relevant stakeholders the second it’s completed.
End of shift report - A checklist for your security guards to submit prior to the end of their shift, so that you can be sure all the tasks are completed and the facility is ready to be opened the next day or for the next shift. This is a great way for you, as an owner or a manager, to make sure that nothing is missing and that all is under control.
Facility Opening Checklist - A checklist for every security guard to fill in before starting work on the site, this is to make sure the facility is properly prepared before you start the day.
Incident report - Whenever an incident occurs, it’s important to capture the information as soon as possible. Connecteam allows your employees to easily record the incident, upload images if needed, sign the report and share it with the relevant stakeholders.
Updates are your main channel for making periodical or one-off announcements. Not only are these easily created from your mobile app and your Manager Dashboard, you even have actionable insights as to who has seen or reacted to it. Now you can easily follow up and make sure all messages have gone through properly.
Here are a few frequently used updates by security companies:
Welcoming new employees
Employee of the month