GuardsPro Quick Start Guide for Back office dashboard

Welcome to GuardsPro! This Quick Start Guide is designed to help back office users navigate and utilize the Back Office Dashboard effectively for seamless security operations management.

The Back Office Dashboard serves as the central hub of GuardsPro, built specifically for supervisors, admins, and back office team members. It provides a unified platform to manage guard profiles and activities, automate and streamline shift scheduling, oversee client sites and post operations, review reports and daily activity logs, stay connected with your field team and clients through integrated communication tools, and access detailed analytics to monitor performance and ensure compliance. 

All of this happens in real time, empowering your team to stay informed, responsive, and in control of day-to-day operations.

✅ Step-by-Step Guide to Getting Started with the Back Office Dashboard

👤 Step 1: Creating a Client Profile

Once you're logged into the Back Office Dashboard, the first step is to create a comprehensive client profile.

Client profiles serve as the foundation for your operations within GuardsPro. Setting up a client profile allows you to store essential client information in one place, set up and manage post sites associated with the client, assign guards and schedule shifts specific to each client site, enable accurate reporting and streamlined communication between your team and the client.

Establishing a client profile early ensures your system is organized and ready for efficient deployment of your security services.

To create a client profile:

1. Navigate to the "Clients" section in the main menu, select "Clients" from the dropdown, and click on "New Client" to initiate the creation process.  

2. Enter Client Details
Fill out the required fields in the form, including the client’s name, contact information, address, and any other relevant details.

3. Optional: Add Client as a Post Site
If the client has only one post site, you can enable the "Add Client As Post Site" option to streamline setup. Once done, click "Submit" to create the client profile.

Once created, the client profile will appear in your client list.  Additionally, you can attach notes and files, view associated post sites, invite clients to access the Client Web Portal, creates users with specific access levels, turn on auto email reports for a client, and even register clients as post sites. 

CLICK HERE for a video walkthrough

 

👤Step 2. Adding a Post site

Once your client profile is set up, the next important step is to create a Post Site in GuardsPro. Post sites represent the specific locations where your guards will be assigned to perform their duties.

Each client can have one or multiple post sites, depending on their operational needs.

Creating post sites allows you to define the exact location where security services will be provided, Create and manage Post Orders specific to each site, assign guards to shifts at designated locations, set up Site Tours with checkpoints for patrolling, assign Tasks and Notes for guards to follow on duty, Attach important documents or site-specific instructions

By setting up post sites, you ensure that every location is properly structured for efficient guard deployment and accountability.

To add post sites, simply follow these steps:

1. Go to the "Clients" section in the main menu and select "Post Sites" from the dropdown. Click on "New Post Site" to initiate the addition process. 

2. Enter Post Site Details
Choose the appropriate client, then complete all required fields in the form, including site name, address, and any other relevant information. Click "Submit" to finalize and save the post site.

Your newly added post site will now be listed among the post sites associated with the client.
Once added, the post site will appear under the selected client’s list of post sites.

After the post site is created, you can further add post orders for your post sites, add notes under Post sites, assign guards, create and Assign tasks, create tour tags for the site tours, schedule site tours, create a geofence for your post site, assign reports, create a checklist and turn on Email Reports for a post site.  

CLICK HERE for a video walkthrough

 

👤Step 3. Adding a back office team member on the dashboard

Now that your account has some structure, it’s time to bring your team on board. You can easily invite the admin, manager or back office team members and assign them specific roles and permissions based on their responsibilities within your organization.

Inviting a new team member takes just three simple steps:

1. Enter their email address

2. Select their role or access level

3. Assign them to a specific client (if applicable)

To add a back-office team member:

1. Access the "Security Team" section from the main menu and select "Back Office Team." Click on "New User" to initiate the addition process.

2. Enter the name and email ID of the user, along with defining their access level and client assignments and hit "Submit".

Once added, the team member will receive an email invitation to join GuardsPro and can log in with their assigned role and permissions. This ensures smooth collaboration while maintaining proper access control across the dashboard.

Additionally, you can:

• Add internal notes and upload files to individual back office team member profiles

• Review their system logs to monitor activity and ensure accountability

This helps maintain transparency, streamline internal communication, and support efficient back office operations.

CLICK HERE for a video walkthrough

👤Step 4. Adding Security Guards

Adding security guards to the GuardsPro system is a fundamental step toward streamlined workforce management and operational efficiency. Each guard’s profile serves as a central hub of essential information that supports scheduling, compliance, and field performance.

There are 4 different simple ways to add a guard to the system: 1. Invite via SMS or Email
2. Share an Invitation Code 3. Send a secure Join link that allows the guard to register and connect to your company 4. Manually create a Profile through the dashboard. 

These flexible options allow you to onboard guards quickly and efficiently, depending on what works best for your team.

➕ To add a security guard:

Navigate to the "Security Team" section in the main menu and select "Security Guards." Click on "New Guard" to begin adding a guard.

 

Choose one of the four options available : Invite via SMS or email, share an invitation code, Invite using Link or create a guard profile directly.

📩 Option 1: Invite via SMS or Email

When selecting the Invite option simply, enter the guard’s name and mobile number or email address. Choose the preferred invite method – SMS or Email. Optionally, assign a client and a post site to the guard at this stage and click Submit to send the invitation.

A registration code will be sent to the guard via the selected method, allowing them to register using the GuardsPro Mobile App.

You can also invite multiple guards at once by clicking the plus (+) icon and adding their details.

 

🔑 Option 2: By Invitation Code

With the Invitation Code method, guards can self-register directly through the GuardsPro Mobile App.

To use this option:

• Simply share the invitation code displayed on your screen with the guard.

• The invitation code, along with the link to download the GuardsPro Mobile App, will be sent to the guard via SMS.

• The guard then needs to enter the invitation code in the app when prompted during registration to join your company.

This method is quick and convenient, especially for guards who are comfortable using mobile apps for onboarding.

You can also invite multiple guards at once by clicking the plus (+) icon and entering their phone numbers to send the code in bulk.

🔗 Option 3: Invite Using Link

The "Invite Using Link" option allows you to effortlessly invite guards to register for the GuardsPro Mobile App using a unique sign-up link.

Here’s how it works:

• A unique invitation link will be generated and displayed on the screen.

• Share this link directly with the guard via text, email, or any preferred communication channel.

• When the guard clicks the link, they will be directed to the registration page where they can enter their information and complete the sign-up process.

This method is simple, quick, and ideal for guards who prefer a self-service onboarding experience.

 

🧾 Option 4: By Creating a Profile

When you choose the "Create Profile" option, the admin can manually create the guard’s account within the system.

Here’s how it works:

• Enter the guard’s details and set a username and password.

• Optionally, assign the guard to a client and post site during profile creation.

• Once the profile is created, share the login credentials directly with the guard.

• The guard can then log in to the GuardsPro Mobile App using these credentials and will have the option to reset their password after the first login.

This method gives you full control over the onboarding process and is ideal when setting up accounts in advance.

Once a detailed profile is created for each guard, you unlock a wide range of management capabilities within GuardsPro, including Assigning guards to multiple post sites, Adding internal notes for future reference, Managing guard licenses and certifications for compliance, Uploading and storing files or documents related to each guard, Assigning skill sets to match guards with appropriate tasks, Organizing guards by departments or teams, Configuring individual guard settings for personalized control And much more

This comprehensive profile management helps streamline operations, maintain compliance, and ensure guards are assigned effectively based on their qualifications and roles. 

CLICK HERE for a video walkthrough

 

🚧Step 5. Assigning Guards to Post Sites

Once you’ve added your post sites and security guards, the next crucial step is to assign guards to their respective post sites. This assignment enables guards to start patrolling, submitting reports, completing tasks, and accessing site-specific information through the GuardsPro Mobile App.