How to view and manage individual guard profiles on the Back Office Dashboard?

In addition to global security guard settings, GuardsPro’s Back Office Dashboard lets you customize settings for individual guards. Admins can view detailed profiles, update specific information, track performance, and manage licenses or reminders.

This ensures each guard’s data is tailored to operational needs, improving compliance, accountability, and efficiency.

📌 Prerequisites

Before changing individual guard settings, ensure:

• You have authorized access to the GuardsPro Back Office Dashboard.

• Guards are already added to the system and are active.

• Guard details (profile, licenses, skills, etc.) are updated for accurate configuration.

✅ This guide will walk you through the steps to view and manage an individual guard profile and settings on the Back Office Dashboard:

👥 Step 1: Access Security Team  

• From the main menu, click on Security Team → Security Guards.

• You will see a list of all guards registered in the system.

• Click on the guard’s profile to view or update their specific settings.

📊 Step 2: Overview

• Review the guard’s profile summary, including their name, guard number, date added, and last worked date.

• Under Stats, monitor key activity and performance details such as Post Sites Assigned, Tours Completed, Tasks Completed, Reports Submitted, Idle Alerts, No Shows, Late Shows, and Hours Worked.

• Use the date range and Compare With options to review and compare the guard’s stats for different periods.

• Scroll down to review the guard’s Latest Activity, including check-ins, check-outs, clock-ins, clock-outs, and other recorded activities.

👤 Step 3: Profile

• Update limited profile info: general details, other mobile number, driver’s license, hourly pay rate, hire date.

• Add extra data: languages, skills, category assignment.

• In addition to basic guard details, you can enrich guard profiles by including categories. 

📅 Step 4: Availability

• View guard’s availability updated via mobile app.

• Admins can also edit availability directly.

⚠️ Note: If “Enable Auto Approve Availability Hours” under Global Settings > Security Guards > Scheduler is not enabled, the Admin can manually approve or reject the guard’s availability request.

📈 Step 5: KPIs

• Set daily/weekly/monthly targets by selecting KPI type, frequency, and required target.

• Track guard performance via KPIs (reports, incidents, checklists, tasks, tours).

🪪 Step 6: Licenses

• View licenses added by guard via mobile app.

• Check license type, number, expiry date, and uploaded file.

• Admins can also add licenses here.

⚠️ Note: Licenses added by guards cannot be edited or deleted by admins. Only the guard can update or delete their license directly from the GuardsPro Mobile App.

📝 Step 7: Notes

• Notes come in handy to add in details for future reference. 

• Any notes added under the guard profile will be visible here.

ℹ️ Note: These notes are meant only for internal use and the guards cannot view them.

⏰ Step 8: Reminders

• Set reminders for guards to complete specific patrol tasks.

• Customize reminders to ensure important tasks are not missed.

📂 Step 9: Files

• Upload files directly to guard profiles.

• View previously uploaded files or add new ones.

⚠️ Note: This feature is meant only for internal use. Files uploaded here are strictly for administrative record‑keeping and cannot be accessed by guards through the mobile app.

📍 Step 10: Assign Sites

• All existing post sites will be visible in this section. 

• Assign post sites to guards for check‑ins, patrols, and report submissions.

• Sites can be assigned during guard creation or later here.

• When assigning a new post site to a guard, any sites that are already assigned will appear greyed out, ensuring you don’t accidentally reassign them.

🛠️ Step 11: Skill Set

• Categorize guards based on skill sets.

• Assign/unassign skills to match client or site requirements.

📌 Note: Both departments and skill sets also act as filters for guards while creating shifts in the scheduler. This ensures admins can quickly narrow down and assign the right guard based on expertise or department alignment. 

🏢 Step 12: Department

• Categorize guards by departments.

• Assign/unassign departments to align shifts with organizational needs.

⚙️ Step 13: Settings

Modify General, Time Clock, Scheduler, and Notifications settings for the guard.

🎯 That’s it! Managing individual guard profiles on the GuardsPro Back Office Dashboard empowers admins to maintain accurate records, monitor performance, and streamline scheduling. By leveraging features such as KPIs, licenses, skill sets, departments, and reminders, you ensure guards are aligned with client requirements and organizational standards.

This centralized approach not only enhances operational efficiency but also strengthens accountability and compliance, making guard management smoother, smarter, and more reliable.

For further assistance, feel free to contact the GuardsPro Support Team anytime.

For a detailed walkthrough, please watch our informative tutorial video on YouTube: