How to change the global settings for guards on the Back Office Dashboard?

Global settings provide a centralized way to manage and apply uniform configurations for all guards across your organization. This feature simplifies admins by allowing you to update key settings from a single location.

By configuring these settings, admins ensure consistency, compliance, and efficiency across all guard operations — saving time while maintaining control over reports, scheduling, notifications, and more.

📌 Prerequisites

Before changing global guard settings, ensure:

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

• Guards are already added to the system.

• Post sites and shifts are properly configured.

• You are familiar with operational requirements for your organization.

✅ This guide will walk you through the steps to change the global settings for guards on the Back Office Dashboard:

👥 Step 1: Access Settings

• Click on your Company name at the top‑right corner of the dashboard.

• Select Settings from the drop‑down menu.

• Under the Global Settings > Security Guard, you will find all available configurations.

📋 Step 2: Configure General Settings

• Enable auto approve reports → Automatically approves guard reports without manual review.

• Enable GPS Tracking → Tracks guard locations in real time on client sites. You can set Update Location Every to the required interval (minutes or hours) and select the required Accuracy level: High, Medium, or Low. 

• Enable idle alert after → Sends alerts if guards remain inactive beyond the set time.

• Allow guards to email reports → Lets guards email reports directly from the mobile app.

• Disable creating group and individual chats for guards → Prevents guards from starting a group or one‑on‑one chats in Messenger.

• Allow guard to view other guards submitted reports → Grants guards access to reports submitted by other guards.

• Enable guard to upload media from gallery → Allows guards to upload photos/videos from their device gallery.

• Force guard to acknowledge and sign docs & company policies before using the app → Requires guards to sign company docs & policies before using the app.

• Allow guards to create tasks for himself in mobile app → Lets guards create tasks in the mobile app to work on.

• Enable guard/device fall alert in mobile app → Notifies admins instantly if a guard’s device detects a fall.

⏰ Step 4: Configure Time Clock Settings

• Disable manual clock‑in → Guards can only clock in when assigned to a scheduled shift.

• Enable auto approve time logs → Time logs are automatically approved without manual review.

• Automatically clock‑out guard after 24 hours of working → Guards working continuously for 24 hours are clocked out automatically.

• Enable clock‑in and clock-out notes → Guards must add notes when clocking in or out.

• Enable clock‑out and check‑out when app is force closed → Guards are auto clocked out and checked out if the app is force‑closed.

• Enable check‑out before clock‑out → Guards are enforced to check out of the post site before clocking out.

• Automatically Check‑In when Clocked‑In → System automatically checks guards in when they clock in.

• Automatically Check‑Out when Clocked‑Out → System automatically checks guards out when they clock out.

• Enable Clock‑In inside geofence → Guards can only clock in if inside the defined geofence.

• Enable Clock‑Out inside geofence → Guards must be inside the geofence to clock out.

• Enable guard weekly work hour limit flag when worked over {_} hrs/week → Flags guards if they exceed the set weekly hours (e.g., 40 hrs/week).

• Enforce facial recognition before clock‑in and clock-out → Guards must verify identity via facial recognition before clocking in or out.

📅 Step 5: Configure Scheduler Settings

• Allow guard to clock‑in before schedule start time → Lets guards clock in earlier than their scheduled shift start.

• Allow guard to exchange shift without approval → Guards can swap shifts automatically without admin approval.

• Allow system to auto clock‑in based on scheduled time → System auto clock‑ins guards at scheduled shift time.

• Allow system to auto clock‑out based on scheduled time → System auto clock‑outs guards at scheduled shift end.

• Ask for reason for remaining Clocked-In when the shift is over after → Prompts guards to add notes if still clocked in after shift ends (e.g., 15 mins).

• Allow guard to set availability → Guards can define their availability hours in the mobile app.

• Enable auto approve availability hours → Availability hours submitted by guards are auto‑approved.

• Automatically assign and confirm open shift for the first guard who accepts the shift → First guard who accepts an open shift is auto‑assigned and confirmed.

• Auto confirm published shifts → System auto‑confirms all published shifts.

• Allow guard to call‑off shift before → Guards can cancel shifts before a set time (e.g., 2 days prior).

🔔 Step 6: Configure Notifications

• Send license expiry notification before → Alerts admins and guards a set number of days (e.g., 7) before the license expires.

• Send vehicle patrol route start notification before → Notifies guards shortly before a patrol route begins (e.g., 1 min prior).

• Send vehicle patrol delay notification → Alerts guards/admins if patrol start is delayed beyond the defined time (e.g., 4 mins).

• Task/Tour start notification → Notifies guards/admins before a scheduled task or tour begins (e.g., 5 mins prior).

• Send Task/Tour delay notification after → Alerts guards/admins if a task/tour is delayed after the defined time (e.g., 2 mins).

• Send shift start notification before → Notifies guards before their scheduled shift begins (e.g., 5 mins prior).

• Send shift delay notification → Alerts guards/admins if a shift start is delayed beyond the defined time (e.g., 15 mins).

🎯 That’s it! By configuring Global Settings for security guards, admins can ensure uniformity across guard operations, streamline scheduling, improve accountability, and enhance overall efficiency.

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