Welcome to GuardsPro! Our live back office dashboard gives you powerful tools/features to control over your security operations. Setting up your organization's back office dashboard on GuardsPro is very simple. Below is a detailed guide to help you get started efficiently:
Step 1: Creating a Client Profile
The initial step is to establish a comprehensive client profile on the GuardsPro Back Office Dashboard. Client profiles are essential for managing clients, setting up post sites, and assigning guards.
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. Fill in all necessary information about the client in the provided form, ensuring to include details like name, contact information, and address.
3. Optionally, enable the "Add Client As Post Site" feature if the client has only one post site and Click "Submit" to finalize the creation of the client profile.
Your newly created client profile will now be visible in the list of clients. 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. Creating A Post Site
In GuardsPro, the second crucial step involves adding post sites to your account. Each client in GuardsPro has the flexibility to have either a single post site or multiple post sites. These post sites serve as specific locations where guards will be posted to carry out security operations.
Using post sites, you can create post orders, assign guards, set up site tours, assign tasks and notes, and much more.
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. Select the respective client for the post site and fill out all required fields in the provided form. Click "Submit" to finalize the addition of the post site. 
Your newly added post site will now be listed among the post sites associated with the client.
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 you have added some structure to your account. It’s time to invite your other team members and assign them specific roles and permissions tailored to your security needs. To invite a back office team member, you simply have to complete three simple steps.
1. Their email address
2. Select their role or access level
3. Assign the client
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".
The user will receive an invite link on the mentioned email ID through which he or she can register on the dashboard. Once the back office team member is added, you can further add notes, add files to your back office team members, and check their system logs.
CLICK HERE for a video walkthrough
Step 4. Adding Security Guards
Adding security guards to GuardsPro is essential for the efficient management and deployment of personnel across post sites.
To add a security guard:
1. Navigate to the "Security Team" section in the main menu and select "Security Guards." Click on "New Guard" to begin adding a guard.
2. Choose one of the three options: Invite via SMS or email, share an invitation code, or create a guard profile directly.
Option 1. Invite
When you choose the "Invite" option, you just need to enter the guard’s name, mobile number, select how to invite the guard - either by SMS or Email, and click Submit. You can also choose the client and assign the post site to the security guard being invited from this page.
A registration code will be sent to the mobile number or the email ID through which the guard can register on the GuardsPro Mobile App.
Additionally, you can invite multiple guards at once by clicking on the Plus icon and adding their details.
Option 2. By Invitation Code
To register using the "Invitation Code," the guard can directly sign up from the GuardsPro Mobile App. You just need to share the self-registration code displayed on the screen with the guard. The invitation code and the link to download the mobile app will be sent via text message. The guard simply needs to enter the invitation code on the mobile app when joining the company as prompted.
Additionally, you can invite multiple guards at once by clicking on the Plus icon and adding the phone numbers of the guards.
Option 3. By Creating Profile
When you select the "Create Profile" option, the admin can create the guard's account and share the username and password directly with the guard. You can also choose the client and assign a post site to the security guard being invited. After that, the guard can log in to the GuardsPro Mobile App using these login details. Then, they can reset their password.
Once you've created a detailed profile for each one of your guards, you can assign them to multiple post sites, create notes for future references, manage guard licenses for compliance, upload files related to the guards, assign skill set to the guards, assign departments, manage individual guard settings and much more
CLICK HERE for a video walkthrough
After adding post sites and guards, the next important step is to assign guards to the post site. Once the guard is assigned, guards can begin patrolling, submitting reports, and performing other tasks using their GuardsPro mobile app.
Assigning Guards To Post Sites Collectively
Step 1
Click on Clients > Post Sites on the sidebar menu, then select the post from the next screen, go to the "Assign Guards" tab, and click on the " Assign Guard " button. Select one or more guards to assign to the post site.
You also have the option to assign a guard to a post site based on the guard's skill set or departments. For this, you'll need to make sure that the skillset or departments have been assigned to the guards. Click our article "How to assign skill set to guard" to know how to do that.
Assigning Individual Guards To Post Sites
Step 1
Click on "Security Team" in the main menu and select " Security Guards". From the list, click on the guard you want to assign to a post site.
Step 2
In the "Assign Sites" tab, click on "Assign Post Site". Select the client and post site, then click "Assign"
Step 3
Now simply select the client and post site and hit Assign.
Now, the post site is added to the list of assigned post sites for the guard.
Congratulations! You've successfully set up your GuardsPro Back Office Dashboard, laying the foundation for streamlined management of your private patrol security operation.
Additional Resources:
Learn how to effortlessly GPS track your security guards
Learn how to streamline security guard reporting
Learn how to streamline security guard time tracking
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