industry software
Security and Safety Stewards Staffing & Reporting Platform
Event security personnel, supervisors, guards, control room officers, stewards, bouncers, and more.
Is this you right now?
- Struggling to fill shifts across multiple cities at short notice.
- Wasting hours chasing documents, right-to-work checks, and NDAs.
- Losing track of who’s worked where, how often, and how well.
- Dealing with inconsistent communication and last-minute no-shows.
- Managing staff availability via WhatsApp, email, and outdated spreadsheets.
- Manually processing payroll for hundreds of casual staff on variable rates.
- Trying to report on campaign performance with incomplete data.
Imagine if you could...
Schedule every deployment with confidence – backed by live availability, verified credentials, video profiles, and automated reminders. Staffwise makes it easy to manage security personnel globally, assign the right officers to the right sites, and deliver consistently reliable coverage.
You’ll spend less time coordinating rotas and compliance, and more time focusing on operational performance. From onboarding to payroll, you’ll have one platform that helps your security operation scale without the stress.
STAFFWISE
Features
Our platform delivers an end-to-end solution for managing security personnel in the field, streamlining vetting, onboarding, deployment scheduling, incident communication, and payroll. Built to support high volumes of officers and assignments, it equips security managers and teams with the tools to operate efficiently, maintain situational awareness, and meet compliance requirements – all within a single, secure, integrated system.
Security Staff Onboarding
Onboard your guards, officers, stewards, and wider security teams seamlessly with our tailored registration process – ensuring every member is verified, compliant, and ready for deployment from day one:
- A fully customisable, brandable registration built specifically for security operations.
- Multi-stage signable terms, licences, NDAs, and compliance declarations to secure staff commitment.
- Role-based registration enabling separate onboarding flows for guards, supervisors, control room staff, and specialist roles.
- Integrated Manual and Digital Right to Work checks.
- Automated collection and validation of employment and character references.
- Comprehensive licence and qualification capture, including SIA badges, training certificates, and role-specific accreditations.
- Expiry tracking and automated alerts to ensure no operative is deployed with out-of-date credentials.
- 30–120 second video bio upload for rapid suitability and professionalism review with AI analysis to create a personality profile.
- Flexible form builder to capture additional custom data and client-specific requirements.
Scheduling and Rostering
Streamline your security scheduling with our intelligent rostering tools. From routine shift patterns to complex event coverage, our flexible platform saves time and guarantees seamless coordination across every team:
- Effortless rostering: Quickly create and manage shift schedules using our intuitive interface, import data via spreadsheets, or integrate seamlessly with external systems through our APIs.
- Location notes: Add location-specific notes or reuse existing to ensure staff have all the details they need for smooth operations.
- Targeted staffing: Publish open jobs to a wider job market or selectively invite staff based on predefined criteria, ensuring the right people fill the right roles.
Profile Cards
Customizable, Branded, and Insightful – Enhance the booking experience with fully customizable profile cards, tailored to showcase staff details at every stage of the process:
- Pre-booking profile cards: Present curated sets of shift applicants, allowing clients to register their interest effortlessly.
- Post-booking profile cards: Provide clients with clear visibility on who’s booked, their roles, and shift schedules, along with post-completion reviews.
- Static & dynamic options: Maintain full control over automation levels with flexible profile card settings.
- Customizable fields: Select and configure the exact details displayed on each profile card set.
- Branded experience: Elevate professionalism by incorporating client logos and background images for a polished, on-brand look.
Staff Commitment
We understand that committed staff are the foundation of effective security. Keeping your teams engaged, informed, and prepared to perform in the field is essential. Our approach builds this commitment through consistent affirmation and reinforcement, delivered via multiple touchpoints at the moments that matter most:
- Terms & Conditions: Add clear Terms & Conditions at the initial registration stage. When staff first sign up, they will be required to review and agree to key policies. These policies should cover attendance expectations, communication standards and professional conduct.
- Booking confirmation: Once staff have registered and booked onto a job, booking confirmations and briefing documents play a vital role, ensuring that staff are informed and prepared for their shifts.
- Job contracts: Create job-specific contracts. Here we can create greater clarity and structure, tailored to individual roles, reduce ambiguity and improve overall accountability.
- Briefing: These can be sent out to individual staff members or in batches. Briefs will detail key information such as location, client expectations, uniform requirements and duties.
- Automated Reminders: To maintain engagement and reduce no-shows, automated reminders serve as crucial tools in reinforcing staff commitment. Utilise the following reminders: check-off, day before, en route, check-in, check-out & post shift.
Shift Management
Effective shift management is critical to maintaining safety and control. Our platform streamlines scheduling, improves communication between teams, and ensures every security shift is fully covered and runs without disruption. Here’s how:
- Dynamic dashboard: A user-friendly interface that serves as your command center for real-time monitoring of shift statuses and job progress as a whole.
- Staff booking made easy: Effortlessly book team members directly to shifts, or streamline your scheduling process with the easy-to-use schedule import file for bulk assignments.
- Instant communication: Engage with your team instantly through various channels—send timely email updates, SMS notifications, or engaging push alerts to keep everyone informed and connected.
- Proactive alerts: Receive early warning notifications for staff members who have not marked themselves as en route, or check-in on time, helping to avert lost shifts and enhance operational efficiency.
Performance Logging
In security operations, it’s not enough to know who’s on the rota – you need to know who you can depend on. Our platform goes beyond scheduling by building a complete performance profile for every guard or officer. We allow you to track:
- Before the shift: Did they arrive on time? Were there lateness or attendance issues?
- During the shift: How did they perform? Were there incidents, interventions, or standout actions?
- After the shift: Were there payroll adjustments, incident reports, or performance notes logged?
- Shift removals: If staff were removed, was it due to no-shows, underperformance, or other issues?
This ensures that every booking is based on proven reliability and real data – eliminating guesswork, reducing risk, and keeping unreliable staff out of critical roles.
Expenses
When security staff face regular or unexpected expenses in the line of duty, a fast and hassle-free claims process is essential. Our platform makes it simple for teams to submit and recover costs quickly, ensuring smooth operations without unnecessary delays.
- Shift-based and ad-hoc claiming methods.
- Expense claims and tracking via custom categories to ensure finance accounting accuracy.
- Travel claims via Mileage A-B and Duration A-B for time-saving and accurate claims.
- Default multi-tier cost per m/km to always ensure the correct rates are applied.
- Pay expenses independently of payroll to ensure the burden of the expenses does not lie with your field staff.
- Custom integrations with your payroll provider for swift and clean payments.
- Expense reporting and analytics to keep on top of your expense expenditure.
Payroll
- Custom payroll files and integrations to perfectly suit your finance package. There is no need to waste time and money amending standard file formats.
- Self-billing invoices for your self-employed staff to save time with your payroll procedure.
Discover the operational impact Staffwise delivers on our Staffwise Solutions page.
Surveywise
Data collection
Design and deploy security surveys with ease. With Surveywise, you can build fully customisable forms that capture structured, accurate data in real time – giving you the insights needed to strengthen safety, compliance, and operational performance.
Survey
Many question types are available to effectively collect data as required.
- Detailed scripting, routing and logic to ensure forms are as efficient as possible for ease of use
- Survey autosave for data security and real-time data collection to ensure valuable data is never lost.
- Offline mode to save the survey locally when no internet is available to ensure staff satisfaction.
Guidance & Allocation
Add instructions and briefings to every question, including images such as planograms, item location, etc, to ensure 100% accurate data collection.
- Venue or location-specific notes can be saved in the location database for automatic visibility to future staff visiting this location
- Assign multiple ongoing jobs and events in seconds to the same report to ensure all data flows into the same data pool for client satisfaction.
Visibility & Alerts
- Assign location visibility rules for questions based on town, region or custom tags.
- Create triggers and notifications to ensure immediate corrective actions for things such as incident reports.
Client Area
Provide your clients with real-time access to monitor compliance, insights, and incidents, instantly enhancing transparency, efficiency, and decision-making by allowing them to review ongoing data and respond to issues promptly. In turn, this reduces the need for back-and-forth communication, making the process more streamlined, organised, and accessible from anywhere:
- Gain immediate and comprehensive access to all survey responses such as high-level compliance, audit and incident data in real time, allowing for timely decision-making and insights.
- Conveniently view and download all photos and videos collected during security assessments in one centralised location, simplifying organisation and accessibility.
Use Cases
Some typical use cases for utilising Surveywise to help gather valuable insights for strengthening security operations and improving future jobs and events:
- Employee Surveys
- Onboarding: Evaluates the hiring and training process for new security staff.
- Job Satisfaction: Measures employee morale, working conditions, and overall satisfaction.
- Training and e-learning: Compliance, operational procedures, soft skills, technology use, and post-training assessments to ensure knowledge, reliability, and continuous improvement.
- Training Effectiveness: Assesses whether security training programs are effective.
- Exit Survey: Identifies reasons employees leave and areas for improvement.
- Client Surveys
- Customer Satisfaction: Measures how well security services meet client expectations.
- Incident Response: Assesses how effectively security handled specific incidents.
- Service Improvement: Gather feedback for enhancing security protocols.
- Compliance & Performance Surveys
- Site Security Audit: Ensures compliance with security protocols and industry regulations.
- Incident Report: Reviews security breaches and response effectiveness.
- Health & Safety: Identifies workplace safety concerns for security personnel.
- Mystery Shopper or Third-Party Audits
- Used to assess security staff professionalism, adherence to procedures, and effectiveness in real scenarios.
See our Surveywise Creds for more details.
Success Stories
What It Really Feels Like to Work With Us
BENEFITS
Why This Is The Platform For You
Faster onboarding, ready-to-go staff
Build rotas based on live availability, staff preferences, or performance history. Send instant shift invites and get confirmations in real-time.
The Bottom Line? More Control, Less Stress, and Faster Growth.
testimonials
Trusted by Leading Staffing Agencies Worldwide
FREQUENTLY ASKED QUESTIONS
Your Questions, Answered.
How can I quickly find reliable security staff across multiple locations?
Can I customise shifts and make last-minute changes?
Absolutely. Staffwise lets you create custom rotas, adjust shift details, and send real-time updates to staff. Any last-minute venue or schedule changes are instantly reflected in the platform and staff are notified right away, reducing no-shows and miscommunication.
How do I track performance across different clients?
Our platform includes built-in performance tracking tools. You can monitor attendance, hours worked, compliance checks, and client feedback at both individual and campaign level. This makes reporting to clients and proving ROI on staffing effortless.
Does Staffwise make payroll and expense management easier?
Yes. Staffwise centralises payroll data, expense claims, and timesheets into one system. Staff clock-in/out and payment records are automatically linked, giving you accurate, compliant payroll without chasing down paperwork.
Why should I use Staffwise instead of spreadsheets and WhatsApp groups?
Spreadsheets and chat groups quickly break down at scale. Staffwise replaces those manual processes with automation, compliance tracking, and clear communication. This saves time, reduces errors, and gives you a professional system your clients can trust.
Will Staffwise take a long time to set up?
No. Most agencies are fully onboarded within days. Our customer success team provides hands-on support to migrate your data, set up custom workflows, and train your managers so you can start benefiting almost immediately.
Can Staffwise handle UK and international compliance requirements?
Yes. Staffwise is designed for staffing agencies operating under strict compliance rules, including security licensing, right-to-work checks, and regional data protection regulations. You’ll have audit-ready records at your fingertips.
What if my team isn’t very tech-savvy?
The platform is intuitive and mobile-friendly. Staff members can accept shifts, submit details, and clock in/out with just a few taps. Managers have a clean dashboard that doesn’t require technical training. Plus, our support team is always available if you need help.