SmartTask Security

  • An advanced and easy to use employee scheduling and workforce management solution
  • Designed by industry experts to encapsulate British security best practice
  • Fast-track soft service set-up to match contractual agreements
  • Automate the roster generation process and the scheduling of shifts
  • Enables delivery of value added services such as; fire, safety & first aid equipment checks
  • Effortlessly define in-shift patrols using an intuitive workflow creation mechanism
  • Certify employee attendance using our operational monitoring tools
  • Boost contract compliance and increase customer satisfaction!

Introduction

Security Guard Patrol

SmartTask is an employee scheduling and remote workforce management solution that enables companies to manage contract service delivery, improve operational control and quality, raise customer satisfaction and support duty of care to staff.

SmartTask Security Edition encapsulates industry best practice as set out in the British Standard for static site guarding and mobile patrol services as ratified by the BSIA. The system has been tailored by experts to meet the needs of the security services sector and incorporates electronic versions of commonly used forms which may be further adapted to suit individual requirements.

Rostering

rostering-200pxSmartTask’s roster engine can automatically create rosters for multiple locations for months in advance. Based on known availability and employee preferred working hours, it can automatically fill the rosters and inform employees of their scheduled shifts, dramatically expediting the rostering process!

SmartTask is a cloud-based software as a service ‘SaaS’ solution, which means we provide and manage the computer whilst customers log into a secure website to use the application. This makes it highly scalable, reliable and affordable, thus removing the need for costly, time consuming and complex technology projects. It is simple and easy to install, so companies can quickly and effectively implement the solution without a dedicated IT department. Ongoing support also provides full disaster recovery and software upgrades as part of the subscription.

SAAS Technlogy
Any solution purchasing decision must include these critical cost and risk factors:

Cost of software + support + updates

Cost of equipment + support + installation

Risk and cost of data backup and security

Cost of expansion as business grows

Features

  • Contract Setup

    Setup customer locations and define services and required certificates to meet contractual obligations. The system can also notify you when a service is due to expire

  • Automatic Scheduling

    Get the system to automatically schedule shifts taking into account factors such as employee availability, pay rates, recent shift history, distance from location, skillsets, working time directive rules, customer preferences and each employee’s preferred working hours

  • MySmartTask Roster App

    An app that employees install on their personal phones. It notifies them of their rosters, enables them to confirm their availability to work shifts and then updates the rosters automatically

  • Optimise Shift Profitability

    Get the system to schedule employees with the lowest pay first to achieve the most profitable outcome from the available workforce

  • Occasional Workers

    If customer demand requires you to pull in extra and more costly resources, SmartTask can help your rostering team to find cover and see the effects on contract profitability

  • Unconfirmed Shifts Board

    A screen that lists all unfilled shifts ordered by priority, helping control room with the opportunity to take corrective action to prevent a breach in service delivery

  • Automatic Shift Generation

    Get the system to automatically create rosters for all your locations up to 6 months in advance

  • Automatic Notifying

    Get the system to automatically notify employees of the shifts they have been scheduled to

  • Alternative Suggestions

    If an employee is unable to fulfil a shift, the system automatically finds the next most suitable worker as well as a list of additional available alternatives

  • Overtime Warning

    Minimise overtime payments by getting the system to warn you if scheduling an employee would result in him being paid an overtime rate

  • Ad-hoc Shifts / Extra cover

    You can insert additional shifts into the roster to fulfill extra cover requests from your customers. The system will also suggest a suitable employee to work the shift

  • Scheduler Permissions

    Control which schedulers can roster for which locations and prevent schedulers from moving shifts or being able to alter shift durations if so desired

Benefits

Reduce scheduler involvement and the dependency on their knowledge of the workforce

Dramatically increase the speed and efficiency of the rostering process

Minimise the likelihood of breaches in service compliance

Maximise shift profits

Know and have confidence that the most suitable employees have been scheduled

Expedite the shift confirmation process using MySmartTask

Increase your chances of fulfilling and getting paid for extra cover requests

Boost customer satisfaction!

HR, Pay & Bill

payroll-hr-invoiceSmartTask’s payroll engine automatically arbitrates employee pay. Shifts requiring manual arbitration can be easily identified and actioned in bulk.  SmartTask’s exportable reports are integrated with SAGE and provide essential payroll and invoice data, holiday accrual and absence data as well cost/revenue comparisons indicating location profitability.

Features

  • Employee Records

    Store critical personal, operational, HR and medical information for each employee and subcontractor

  • Accounts integration

    Send payroll and billing data automatically to sage line 50 and other accounting systems

  • Automatic Payroll Arbitration

    Get the system to automatically arbitrate on a shift’s payroll start and end times, allowing payroll teams to focus solely on the shifts that require manual arbitration

  • Absence Diary

    Capture employee holiday and absences (including time off in lieu and sickness) in a central place where it is then used by the roster engine to ensure that absent employees are never suggested for shifts

  • Customer Signoff Report

    A report that you can export and send to your customer prior to invoicing providing details of each shift worked

  • Certificates

    Define and award certificates to employees to control the types of shifts they can be scheduled to. An email alert will be sent when a certificate is due for renewal

  • Paying Staff and Subcontractors

    The system provides a summary report telling you what you should pay your employees for shifts worked and holiday’s taken. A detailed report is also available giving a breakdown of how figures have been derived

  • Payroll Lock Down

    Once the payroll has been run, the system prevents you from making further changes to shifts within the payroll run to ensure a consistent source of data for reconciliation

  • Holiday Accrual and Holiday Pay

    SmartTask keeps track of each employee’s accrued holiday. It automatically calculates the accrual to be deducted, what the employee should be paid for the holiday and adjusts the remaining accrual balance accordingly

  • Profitability Reports

    Graphical reports which compare which accounts and locations are the most profitable

Benefits

Safeguard contractual commitments by ensuring that only qualified employees are suggested for shifts

Accelerate payroll and billing using SmartTask’s integrated reports

Easily access attendance records for every employee

Increased transparency for both employees and customers

Boost morale among staff by reducing employee pay disputes and resolving any disputes that do arise more quickly

Payroll lock down provides a consistent source of data for reconciliation

Prevent erroneous and unforeseen holiday pay outs

SmartTask is a cloud-based software as a service ‘SaaS’ solution, which means we provide and manage the computer whilst customers log into a secure website to use the application. This makes it highly scalable, reliable and affordable, thus removing the need for costly, time consuming and complex technology projects. It is simple and easy to install, so companies can quickly and effectively implement the solution without a dedicated IT department. Ongoing support also provides full disaster recovery and software upgrades as part of the subscription.

SAAS Technlogy
Any solution purchasing decision must include these critical cost and risk factors:

Cost of software + support + updates

Cost of equipment + support + installation

Risk and cost of data backup and security

Cost of expansion as business grows

Dial-In

Dial-In-200pxRecord basic proof and time of attendance at customer sites by getting employees to dial in from onsite phones to book on and off their shifts as well as make hourly check calls to confirm their welfare.

Features

  • PIN Number

    When dialling in, an employee identifies himself by entering his personal secure PIN number

  • Make Check Calls

    Employees can also dial in to complete check calls and thereby confirm their welfare

  • Time Windows

    Define the time windows within which calls must be completed, preventing employees from dialling in too early and triggering alerts when they fail to dial in on time

  • Book On/Off Shift

    Employees can dial in to book on and off their shifts and record their attendance at customer locations

  • Call Feedback

    When an employee dials in to complete a call, the system will tell them when their next call is due

  • CLI

    Enhance proof of attendance by restricting the phones that employees can dial in from

Benefits

Accurately record the times that employees have started and ended their shifts

Support duty of care to staff and keep them happy

Simple to use

Reduce operational costs by automating the process of how shifts get started ended as well as how check calls get made

Know your employees are safe without having to call them

SmartTask is a cloud-based software as a service ‘SaaS’ solution, which means we provide and manage the computer whilst customers log into a secure website to use the application. This makes it highly scalable, reliable and affordable, thus removing the need for costly, time consuming and complex technology projects. It is simple and easy to install, so companies can quickly and effectively implement the solution without a dedicated IT department. Ongoing support also provides full disaster recovery and software upgrades as part of the subscription.

SAAS Technlogy
Any solution purchasing decision must include these critical cost and risk factors:

Cost of software + support + updates

Cost of equipment + support + installation

Risk and cost of data backup and security

Cost of expansion as business grows

Patrols / Guard Tours

Security Patrols & Guard ToursUsing the SmartTask mobile app, employees can book onto their shifts, view their daily work, make check calls and scan site checkpoint tags to prove that predefined routes have been patrolled. The app also allows employees to fill in electronic forms, raise alerts and submit incident reports.

Benefits

Make employees more effective workers

Deliver the service you’ve promised and prove it!

Cutting down the time spent on producing reports

Win more new business by adding value added services

Identify poorly performing employees

Features

  • Workflow Management

    Define work that employees must perform during shifts using an intuitive drag and drop screen.

  • Tag Info

    Employees can access supporting information and perform “quick actions” when scanning checkpoint tags

  • Mobile Time and Attendance Monitoring

    Using a single mobile device, a supervisor can record time and attendance for multiple employees

  • Alarm Response Callouts

    Capture and assign alarm response calls to employees in the field

  • Detailed Tasks and Task Variance Reports

    Displays the actual  work done and compares it with what was expected

  • Employee Performance Reports

    Graphical reports showing the number of patrols each employee has performed along with each employee’s average patrol duration

  • Flexible Patrol Monitoring

    Whether you require unplanned patrols, random patrols or specific patrols at specific times, SmartTask can meet all of your patrol monitoring needs

  • Shared Work

    Groups of employees can use the same mobile device, thus enabling work to be “shared” between them

  • Incidents and Alerts

    Raise Incidents and Alerts which generate notifications for immediate action

  • Smartforms

    An extremely powerful and flexible capacity for replacing paper-based business processes with electronic forms e.g. inspections, audits, vehicle checks, safety equipment checks, service-user reports. Information may be exported to spreadsheet or collected by a customer system accessing a secure database interface

  • Service Delivery Reports

    A range of reports that allow you to compare expected contractual hours with actual hours provided as well as showing you completed shifts, dropped shifts and cancelled shifts

  • Customer Portal

    Provide your customers with full transparency by granting them portal access to a configurable list of reports

Patrol monitoring with thermal imaging
for more effective security patrols

FLIR Thermal Imaging 2

SmartTask has become the first patrol monitoring system to have integrated FLIR™  thermal imaging, allowing manned security providers to offer their customers enhanced services and keep their security officers safe against hidden threats.

SmartTask can now improve officer effectiveness by giving them peace of mind before they enter unlit areas, by using their patrol monitoring tool to check to see if there are any undesirables lurking in the dark they can be better prepared  and more confident in vulnerable areas.

If they suspect an intrusion or hear unexpected noises they can scan for residual heat signatures to help determine if the threat is real.

They can even use it to assess fire risks by spotting equipment generating excess heat on their patrols and reporting it before it causes a fire.

FLIR Thermal Imaging 1FLIR Thermal Imaging 3

SmartTask is a cloud-based software as a service ‘SaaS’ solution, which means we provide and manage the computer whilst customers log into a secure website to use the application. This makes it highly scalable, reliable and affordable, thus removing the need for costly, time consuming and complex technology projects. It is simple and easy to install, so companies can quickly and effectively implement the solution without a dedicated IT department. Ongoing support also provides full disaster recovery and software upgrades as part of the subscription.

SAAS Technlogy
Any solution purchasing decision must include these critical cost and risk factors:

Cost of software + support + updates

Cost of equipment + support + installation

Risk and cost of data backup and security

Cost of expansion as business grows

Control Room

Control RoomSmartTask’s live monitoring features provide an instant real-time overview of how your business is performing as the day unfolds. They help you to quickly identify where critical issues are occurring and respond effectively to ensure that compliance is achieved and customer satisfaction maintained. By highlighting critical issues such as late arrivals, missed check calls and incidents as they occur the live view allows you to be proactive and manage by exception, giving management visibility of how your security officers are performing and helping to keep them safe.

Benefits

Effectively manage contract delivery and view recently completed work

Certify attendance across both mobile and static teams

Provide duty of care to staff and support them whilst out in the field

Enhance customer satisfaction

Improve Operational Control and deal with incidents quickly and effectively

Email alerts remove the need for someone to be permanently sat in front of the monitoring screen

Avoid having to make hourly calls to employees to check on their welfare

Features

  • Active View

    A live monitoring screen that lists all imminent and recently completed work items including shift book-ons/book-offs, check calls and checkpoints

  • Shift and Checkpoint Alerts

    Get the system to notify you when an employee fails to start a shift or scan a checkpoint on time

  • Explanatory Notes

    Record explanatory notes against a shift for later reporting

  • Incident and Alert Inbox

    A screen where alarms and incidents are brought to the attention of the control room staff for viewing and processing

  • Check Call Alerts

    Get the system to notify you when employees miss check calls or enter in a duress code

  • GPS Tracking

    The system displays a map showing exactly where employees have been whilst on shift

  • Manual Completion of Work

    A controller can manually book an employee on to a shift or complete a checkpoint or check call on the employee’s behalf (e.g. in case of no phone)

SmartTask is a cloud-based software as a service ‘SaaS’ solution, which means we provide and manage the computer whilst customers log into a secure website to use the application. This makes it highly scalable, reliable and affordable, thus removing the need for costly, time consuming and complex technology projects. It is simple and easy to install, so companies can quickly and effectively implement the solution without a dedicated IT department. Ongoing support also provides full disaster recovery and software upgrades as part of the subscription.

SAAS Technlogy
Any solution purchasing decision must include these critical cost and risk factors:

Cost of software + support + updates

Cost of equipment + support + installation

Risk and cost of data backup and security

Cost of expansion as business grows

Audit & Inspection Services

Audit ServicesSmartTask provides a platform to capture and store valuable auditing and inspection data such as cleaning standards audits and equipment checks such as defibrillator, fire safety or first aid.

Benefits

Upsell your services and win more new business from existing and potential customers!

Improve margins in existing contracts by up-selling additional services

Differentiate your proposition with valuable services to beat the competition

Delight your clients and ensure they choose to renew your contracts

Features

  • Standard Audit Process

    SmartTask comes with an “out of the box” auditing capability that allows you to perform auditing and inspection services, such as cleaning audits and defibrillator checks, on behalf of your customers

  • Customisable Audit Forms

    Using SmartTask’s powerful and flexible SmartForms engine, a wide range of bespoke forms can be constructed to meet your customer’s audit requirements

  • Standard Audit Reports

    A batch of reports conveying exportable summary and detailed information on audit and inspection result

  • Customisable Audit Reports

    Bespoke exportable reports can be created to report on data captured in bespoke audit forms

SmartTask is a cloud-based software as a service ‘SaaS’ solution, which means we provide and manage the computer whilst customers log into a secure website to use the application. This makes it highly scalable, reliable and affordable, thus removing the need for costly, time consuming and complex technology projects. It is simple and easy to install, so companies can quickly and effectively implement the solution without a dedicated IT department. Ongoing support also provides full disaster recovery and software upgrades as part of the subscription.

SAAS Technlogy
Any solution purchasing decision must include these critical cost and risk factors:

Cost of software + support + updates

Cost of equipment + support + installation

Risk and cost of data backup and security

Cost of expansion as business grows

SmartTask Videos

Please take a moment to view our videos to see how SmartTask can help your business.

Control Room Demo

Guard Tour Demo

Rostering Demo

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White Paper

SmartTask Overview

SmartTask Security