TMS Protection selects SmartTask Mobile Ops to power ambitious expansion strategy

TMS Protection selects SmartTask Mobile Ops to power ambitious expansion strategy

Security and Cleaning services group expands across South East with new office in London

Founded in 2013 TMS Protection specialises in training, management and security services for clients across the UK, including many local and national companies. With a client-focused ethos TMS Protection provides the full range of security services including; retail security, mobile security patrols, keyholding and alarm response, door supervisors, marshals and event staff.

TMS is an SIA approved contractor for the provision of Security Guard, Door Supervision & Keyholding services and an official member of The National Association of Security Dog Users. TMS Cleaning, part of the TMS FM Group, provides professional, contract cleaning services, and is a member of CHAS and the Safe Contractor Scheme.

With Offices in Maidstone Kent and Bow London, TMS is ideally placed to service customers across the south east and Greater London.

SmartTask Workforce Management – Supporting rapid expansion

TMS Protection originally implemented SmartTask after an ACS audit, which highlighted that the company would benefit from a more comprehensive system to support the continued expansion of the business.

Now a seasoned user of SmartTask, the software is used by the head office team of 18, and provides a platform for a wide range of workforce management functionality including automated designing of shifts and rosters, holiday and absence management, and check/welfare calls via an automated system with alerts when calls are missed.  The system is used by the Control Room to manage alarm responses and keyholding services, allocate ad-hoc jobs, and to follow up on missed check/welfare calls.  SmartTask logs hours and services provided for customers, provides proof of attendance, and helps to automate the production of invoices. 

During the event season (May to October) up to 200 officers in the field are able to check their shifts and request holiday from their phones with just a couple of clicks.  No need to email or phone the office.

Managing Director Tom Devine explains; “Our reputation is incredibly important to us and as a customer-focused business, our people are our biggest asset.  If we can make life easier for them, they will provide a better service to our customers. SmartTask quite simply streamlines operations so that mundane tasks are quick and easy for all our staff.”

Mobile Ops – Better for Customers, Better for Employees

The next logical step was to extend the solution to cover Mobile Patrols. Using SmartTask officers are sent jobs such as locks/unlocks and alarm responses, and are able to accept them via the app.  They are sent detailed instructions for the job and complete forms once the task is complete. The Control Room has complete visibility of who is dealing with which job or incident. 

“Thanks to SmartTask Smart Forms, the officer simply completes the form on their mobile and the building owner or manager is automatically alerted by email in realtime, giving them complete peace of mind that any situation is being dealt with by TMS.  We are also using Smart Forms to deliver additional services to customers, for example, fire alarm testing. It’s a real USP for us!”, Tom added.   

Expansion into Greater London - Keyholding services

TMS recently opened a second office in Bow to support its fast growing business within Greater London. As well as a ‘shop window’, training centre and meeting space for both TMS Protection and TMS Cleaning, the new office also serves as a hub for keyholding. SmartTask helps manage TMS’ Keyholding services in line with BS7984-3 2020. Keys are booked onto the system, seal numbers and location are tracked and keys are signed in and out, creating an audit trail.

TMS and SmartTask– a one-stop-shop

TMS’s cleaning division has gone from strength to strength in the last couple of years. TMS is able to offer a complete package which many customers prefer, as they are able to deal with just one supplier. Similarly, account managers at TMS can use the SmartTask system for both sides of the business.  This saves time for staff, it provides a single source for any customer information, and provides Tom and his management team with accurate reporting that covers the entire business on which to base decisions.   

Tom Devine said: “We are very excited to have opened our new premises in London, it is a huge part of our expansion plans. Being able to offer our clients a one-stop-shop for all of their security, guarding, incident response, keyholding, event management, cleaning and janitorial services, has enabled us to win larger contracts. SmartTask has been a key partner in enabling this expansion with a flexible solution that supports our business as we continue to grow and evolve.”

At a Glance - Benefits

  • One solution for both Security and Cleaning divisions, saves time for staff and account managers, supporting a customer-focused ethos
  • Mobile Ops streamlines operations for officers and back-office staff alike
  • Automated check calls and alerts help to keep staff safe
  • SmartTask Smart Forms enable TMS Protect to provide superior, bespoke levels of customer support giving a Unique Selling Point (USP)
  • SmartTask enables BS7984-3 2020 certified Keyholding services
Smarttask Performance

Smarttask is in use every day by hundreds of users, and we measure our performance on the volume and value of use.
The figures shown here are based on a typical month in 2022, and will give you an idea of just how reliable, useful and popular Smarttask apps are
Smarttask Scheduling

Smarttask scheduled 3,316,000 hours, logged
466,800 shifts as completed and
920,114 users booked on and off

198,565 Patrols were monitored with
1,888,262 patrol points scanned

432,000 Lone Worker protection calls made and
79,500 Smartforms completed

In the office..
about £31,000,000 in wages calculated and
34,900 employees managed

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