Security Workforce Management

Every guard on post. Every hour proven.

Security runs around the clock — and so do its problems: a 2 am call-out with no one to fill it, a licence quietly expiring, a client asking for proof the patrol happened. Engage WorkForce is security guard management software built for Australian operators — security rostering, licence tracking, GPS checkpoints, incident reporting and client-ready billing in one platform.

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Licence expiry tracking per state GPS checkpoints prove every patrol SOS alerts for lone guards

Night Shift — Control View Live

MA Marcus Aleki — Harbourfront Precinct Clock-in 22:57 · GPS verified · checkpoint 3 of 8 On post

! Western Depot — vacant 23:00 post Offered to 9 licensed, available guards Open shift

LR Licence reminder — Class 1C expiring 28 days out · guard and manager notified Compliance

8 / 8

Checkpoints scanned

Built for security operators

Cover the post. Prove the patrol. Bill the hours.

The three jobs every security business does every single night — without the phone tree, the paper logbook or the end-of-month invoicing scramble.

01 — Cover

Security rostering that survives a 2 am call-out

A post can't sit empty, but ringing down a phone list at 2 am isn't a system. Build leave-aware rosters from reusable patterns, then fill last-minute gaps by offering the vacant shift to every eligible guard at once — the first to accept takes the post and the roster updates itself. Automatic shift reminders and AI no-show risk flags surface problems before the start time, not after.

✓Open-shift offers to qualified, available guards — first to accept fills the post
✓Automatic shift reminders before every start cut no-shows
✓AI no-show risk flags highlight at-risk shifts while there's still time to act

!Sick call — 23:00 gatehouse postOffered to 9 eligible guards at 21:14Open

✓Accepted by Tom RangiResponded in 6 minutes · licence currentFilled

→Roster and notifications updatedNo phone tree requiredAuto

02 — Prove

Evidence your clients can't argue with

"Was anyone actually there last night?" should be answered with data, not assurances. GPS clock-in and clock-out pins every shift to the right site, location checkpoints scanned during the patrol show the route was walked end to end, and incident and end-of-shift reports — with photos, filed from the guard's phone — capture what happened while it's still fresh. AI-drafted summaries turn rough field notes into clean, client-ready write-ups in seconds.

✓GPS-verified clock-in and clock-out stamped to every post
✓Checkpoint scans during the shift prove the patrol route, not just attendance
✓Incident reports with photos + AI-drafted summaries straight from the app

1Clock-in 22:57 — GPS verifiedHarbourfront Precinct, gate 3Attendance

28 checkpoints scanned overnightPerimeter · loading dock · plant room · roof accessPatrol proof

3Incident report — forced gate latch2 photos attached · AI summary drafted for reviewFiled 03:12

03 — Pay & bill

Penalty-rate pay and client billing from one approval

Security pay is loaded with penalties — nights, Saturdays, Sundays and public holidays, each at its own rate per state, plus allowances and overtime tiers. Award-aware pay templates apply the right rate to every hour automatically, and the same approval prices those hours against each client's rate card. Paysheets export to Xero or CSV; clients get branded PDF invoices with BPAY or PayID details — built from approved hours, not re-keyed from a spreadsheet.

✓Award-aware pay templates — weekday, Saturday, Sunday, night and public-holiday rates per state
✓Per-customer rate cards price every approved hour for invoicing
✓Branded PDF invoices with BPAY/PayID + paysheet export to Xero or CSV

✓Timesheet approved — 8h night shiftPlanned vs actual reviewed side by sideApproved

$Paysheet — night rate + allowanceExport to Xero or CSV at period endPayroll

→Invoice line — client night rate appliedBranded PDF with BPAY/PayID detailsInvoice

The payoff

No empty posts. No lapsed licences. No disputed invoices.

100%

Of clock-ins GPS-stamped to the post they happened at

1 tap

For a lone guard to send an SOS alert straight to managers

8 states

Public-holiday rates and security licences tracked across every Australian state and territory

1 approval

Pushes the same approved hours to the paysheet and the client invoice

Problem → handled

The security week, sorted line by line

Run cleaning or facilities crews alongside your guards? The same proof-of-presence tools power our cleaning & facilities teams too.

What hurts in security	How Engage WorkForce handles it
24/7 coverage and last-minute fill-ins	Open-shift offers to every eligible guard at once, plus automatic shift reminders before each start.
State-based security licence expiries	Licence tracking with expiry reminders, and per-company compliance catalogues for the credentials your contracts demand.
Clients demanding proof guards were on site	GPS clock-in pinned to the post and location checkpoints scanned throughout the shift — the patrol route, evidenced.
Incident paperwork written at 3 am	Incident and end-of-shift reports with photos from the mobile app, with AI-drafted summaries ready for review.
Lone guards on isolated night posts	One-tap SOS alerts to managers and a live attendance board showing who is on which site right now.
Penalty-rate-heavy pay runs	Award-aware pay templates with weekday, Saturday, Sunday, night and public-holiday rates per state, plus allowances and overtime tiers.
Billing every client accurately per site	Per-customer rate cards price approved hours onto draft invoices automatically — branded PDFs with BPAY/PayID.
Subcontracted guards on the side	Contractor management keeps subbies rostered, tracked and accountable alongside your employees.

Security contracts are kept on proof: that the guard was there, the patrol was walked, and the invoice matches the hours. We built that evidence trail end to end — from clock-in to checkpoint to the PDF your client pays.

— The Engage WorkForce team

Common questions

Security workforce management, answered

How does Engage WorkForce track security licence expiries?

Every guard's licences sit against their profile with expiry dates, and automatic reminders fire well before a licence lapses. Because licensing is state-based in Australia, each licence is tracked individually per guard, and your company can define its own compliance catalogue — so the credentials you check are the ones your contracts actually demand.

Can I prove to clients that guards were actually on site?

Yes. Clock-in and clock-out are GPS-stamped to the site, and location checkpoints scanned during the shift show the patrol route was walked, not just started. Incident and end-of-shift reports with photos complete an evidence trail you can hand to a client without flinching.

What happens if a lone guard runs into trouble overnight?

The mobile app includes an SOS alert that notifies managers immediately, and the live attendance board shows who is on which site right now. Combined with shift reminders and AI no-show risk flags, you know about a problem at the start of the shift — not the morning after.

Can I bill each client at their own contracted rates?

Each customer gets their own rate card with separate weekday, Saturday, Sunday and public-holiday rates, applied per site. When timesheets are approved, the hours land on a draft invoice priced by those rules, and you send a branded PDF invoice with BPAY or PayID payment details — no re-keying.

Platform features

The tools security teams lean on most

For this industry

Ready when you are

Run your toughest night through Engage WorkForce

Book a personalised walkthrough with our Australian team. Bring your sites, your rate cards and your licence list — we'll roster, prove and bill it live.

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No lock-in contracts · ANZ-based support