Shift planning
- Single and recurring shifts
- Multiple staff assignments per site
- Open slots and allocation to subcontractors
- Confirmation, rejection, check-in and check-out
The starting point
Security operations involve many sites, changing shifts, qualification requirements, subcontractors and ongoing document deadlines. When this information is spread across PDFs, messages and spreadsheets, coordination overhead rises quickly.
Operational challenge
- Recurring schedules and last-minute open shifts
- Multiple staff per site and different service times
- Documents, deadlines and contracts for many participants
- Status questions between administration, operations and teams
Project objective
One platform should connect planning, administration and communication, make the current state visible for each role and reduce manual coordination in daily operations.
Planning and operational control
The solution goes beyond a calendar by connecting shifts with sites, service times, people, roles and their current processing status.
PDF schedules
- Import of client duty schedules
- Recognition of abbreviations and stored service times
- Manual mapping when source data is ambiguous
- Conflict checks when updated versions are uploaded
Roles and participants
- Admins, operations and site managers
- Employees and subcontractors
- Clients with appropriate permissions
- Site, contact and responsibility data
Documents, time and communication
Document management
Documents are uploaded, classified, assigned to people and checked for expiry dates. Contracts, terminations and certificates can be generated as PDFs and stored in the employee profile.
Time and payroll preparation
Check-in and check-out, timesheets, and flags for unusual hours, double assignments, missing breaks or relevant premiums support review before payroll is finalised.
Internal communication
Internal messages, push notifications and status updates reach the relevant roles. Messages can be categorised as sickness reports, shift swaps, questions or escalations.
Operational insights
Extended checks prepare decisions without replacing the responsibility of administrators.
Staffing and risk signals
- Candidate ranking by qualification, regional proximity, rest time, hours balance and fairness
- Detection of understaffing and recurring absence risks
- Unusual check-in and check-out patterns
- Daily summaries of risks and open issues
Documents and natural-language search
- Classification and detection of missing or expiring documents
- Concrete lists through naturally phrased admin queries
- PDF and file processing with employee assignment
- Prepared flags for document and payroll review
Mobile app for iOS and Android
The available app extends the web portal. Employees and administrative roles use the same current portal data on mobile and access the functions assigned to their role.
The outcome
SafeTec24 now has one platform for scheduling, employees, subcontractors, clients, documents, time data and communication. Planning status is easier to identify, deadlines surface earlier, and mobile teams stay connected to central administration.
Less manual coordination
Shifts, responses, documents and messages no longer depend entirely on disconnected channels.
Earlier operational signals
Understaffing, document deadlines and unusual time data can surface before the next manual review.
Digitise your operations
If scheduling, documents, time tracking and communications still run separately, we can assess the right central structure for your organisation.