Here at Connecteam, we help hundreds of security companies, all around the globe, run their day-to-day operations.
This article aims at utilizing the experience we've gathered and helping you set up your account quickly and efficiently. Therefore, after reading this article you should be able to:
Add users and create Smart Groups: Assign positions and create groups based on these positions or your clients' locations.
Operations Hub: Track your users' hours & schedule their shifts.
Communications Hub: Create team chats & your company's Knowledge Base.
HR & Skills Hub: Collect documents & set up onboarding materials.
By the way, there's no need to worry! We're in this together. Our LIVE support team (at the bottom right corner of your screen) replies in under 5 mins to ANY question.
👪 Users & Smart groups:
The first step is adding your users, giving them correct positions (for example: Security Officer, Patrol Officer, Location Manager) and sorting them into relevant groups.
Custom fields: Start with creating a drop-down custom field for “position” and add the different positions you need.
Add users: If you have many users, you can import them in bulk. Simply download the excel template (the “Position” custom field will appear there as a column).
Sort users: Create a smart group for each position type or a specific client location. Grouping them now will help you later on with scheduling correctly (and much more).
📆 The Operations Hub:
Job Scheduler: Publish your services with ease
The Job Scheduler will help you to easily schedule your employees' shifts while efficiently providing them with all the information they need to know about their duties right in their mobile app, such as location, special instructions, attached files and more.
Your first steps:
Create Jobs & Sub-jobs:
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.
You can also set Sub-jobs under a parent job and track time more specifically. For example, if your jobs are a client's name or facility, you can add the relevant positions as sub-jobs (i.e. patrol or stationary duty) and fully understand how much time you're spending on each of them.
When creating your shifts in the schedule, you can insert 2 different information layers: Job and Shift Title.
Shift job: The jobs and sub-jobs that you created in the previous step. As mentioned, security companies usually choose their clients' names, locations or actual positions as jobs. Your employees will also be able to clock in and out of these jobs, using the Time Clock feature (see below).
Shift title: This is another information layer to give users more information regarding their shift, for example: morning shift, evening shift, and night shift.
Create Shift and Weekly templates:
Unavailability for work:
Understand which of your employees are able to work or not, at any given time. Through the mobile application (example below), your employees can let you know if they are unable to work and include a note explaining why. The action will have a visual indication of your schedule, giving you an easy way of understanding who can be scheduled and who cannot.
Time Clock: Track your employees' hours & conduct payroll
Our Time Clock feature offers many tools to manage your employees, such as live tracking your employees' location, making sure your employees can clock in & out only according to their scheduled shift, tracking the number of hours worked at each client or facility for accurate payroll, and more!
Your first steps:
Your first steps:
The jobs you set will be time-tracked in the Time Clock, as your employees clock in and out of them. You can set up your Jobs as depicted in the Job Scheduler section above. If your Job scheduler and Time Clock are synced, all jobs will be copied automatically.
Editable Timesheets and Payroll:
Here is a step-by-step guide that will take you through the payroll process in Connecteam. You'll discover that 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.
Create your Geo-Fences (available from the Advanced Plan):
A Geo-fence allows you to create a geographic "fence" around a site or an address and have it associated with a job. To clock into that job, users must be within that specific fence, or else the job will not appear for them to clock into. Usually, security companies create fences around their clients' facilities, thus making sure their employees clock in only on-site. Here is a guide on how to do it.
Activate Live Tracking using our Breadcrumbs capability (available from the Expert Plan):
All you have to do is activate Breadcrumbs in the Time Clock settings and then you'll get your employees' live location automatically!
Set your Time Clock Limitations (available from the Expert Plan):
Make it so your employees can only clock in or that they will be automatically clocked out according to their scheduled shift in the Job Scheduler. You can also choose to give them some extra time beforehand. Here is how you set it up.
Forms: Create digital reports and checklists for your employees to fill out
Forms is an amazingly customizable feature that is loved by our security company clients. You can create as many forms as you want from scratch or use one of our ready-made templates. These are always available on your employees’ mobile phones and can be utilized when needed. All entries can be exported into either Excel or PDF and shared with relevant stakeholders!
Here are some forms examples that security companies can use:
Incident report: Whenever an incident occurs (for example if a security guard stopped a robbery or encountered suspicious figures), 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.
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 a manager, to make sure that nothing is missing and that all is under control.
Patrol duty checklist: A checklist for officers on patrol duty to fill in while they're on the job. They can mark specific tasks as done or even take a photo when needed (i.e. checking that a door is locked and taking a photo of it). This is a great way to make sure all tasks are handled.
☎️ The Communications Hub
Chat: Improve your team's communication
Our Chat feature is the best place for your daily communications. With it, you can communicate with all your security officers personally or in customizable groups, while sending files, locations and more. In addition, as a manager, you have full control of all team chats, permissions, and messages sent. This way, you can avoid tons of phone calls or messy text messages and instead reply to your employees when needed in real-time.
Only 3 things to know to get started:
One-on-One chats: This will allow direct communication with a specific employee.
Team chats: These will allow you to create specific team chats for your employees to communicate with one another. The team chats can be based on their actual location, the facility that they tend to work at, or the role and service they provide. Team chats are a proven way to keep your team engaged and motivated.
Channels: This is a one-way communication channel where you decide who can write in it and who is simply a “viewer”. Keep important threads up top and prevent chatter.
Here are some examples of group chats you can create:
Managers team chat
Chats based on employee position/role (i.e. patrol duty in a specific facility)
Location-based chats (i.e. only security guards who work for a specific client)
And here are some examples of channels you can create:
Policy changes (i.e. changes in your fire-arm policies)
Weather updates (i.e. for relevant patrol duties)
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!
Knowledge Base: A central place for all policies & processes
No longer do your employees need to search multiple places to gather the information they need to do their job or ensure they are complying with your company's policies.
With the Knowledge Base, everything they need can now be in one place and is easily accessible from anywhere on their mobile devices. Whether it be instruction manuals for how to perform their duties at the client's location, client-related files, policies regarding safety, firearms or alcohol, and much more.
✏️ HR & Skills Hub:
Documents: Track employees' documents in one place
Whether it's a certification, firearm license or a new employee hire form, all the documents pertaining to your entire company can be found directly in the Documents feature. Now you can easily oversee all the documents your employees need to have in order to work.
Only 2 things to know to get started:
How to add a document:
The first thing you'll want to do is add documents and organize them into packs. Use this simple tutorial which will guide you step-by-step.
How do Documents look for users in the mobile app?
Employees can access and upload their documents in the mobile app. Simply head to the profile tab, employee documents, and then submit or access the necessary documents.
Courses: Create digital training processes
The Courses feature allows you to create customized digital courses which your employees can complete straight from their mobile devices. You can standardize the onboarding process for all new hires within your company or even a good refresher for your more senior members. For example, you can easily create a firearm training, specific facility/client training, and more!
Only 2 things to know to get started:
The options are endless: whether you're looking to create training materials, "read and sign" documents, an employee knowledge base, or simplify the onboarding process, it can all be done with this simple guide.
How to complete a Course: easily show your employees how to complete a course on the mobile app (or desktop) with this simple guide.
Pro Tip: Manage & control your employees' progress with our object's settings.