How to schedule your guards on the Back-Office Dashboard?

Guard scheduling is a vital component of managing security operations efficiently. GuardsPro provides a powerful yet easy-to-use scheduling tool that allows managers and supervisors to schedule guards for various client sites precisely and flexibly. 

This feature ensures that all shifts are well-organized, guards are notified promptly, and operations continue smoothly. 

✅ Step-by-Step Guide to schedule your guards on the Back-Office Dashboard. 

To start scheduling, log in to your GuardsPro Back-Office Dashboard. From the left-hand side menu, click on the "Scheduler" tab, then select "Schedule" from the dropdown menu. This will open the scheduler interface where you can view, create, and manage shifts for all guards across various post sites.

At the top of the schedule screen, you’ll find a variety of filter options to help narrow down your view. You can filter the schedule by: Client, Post Site, Guard Name, Shift Type, Shift Status, Date Range

These filters are especially useful when managing large teams or handling multiple client sites, allowing for a more focused and efficient scheduling experience.

If you often apply the same set of filters, GuardsPro offers a "Save Filter" feature. This allows you to store your preferred filter combinations and quickly apply them in future sessions, significantly streamlining your workflow.

Once you have the scheduler open and filters applied (if needed), the next step is to select the date for which you want to create a shift. Click on the appropriate date in the calendar view, and a pop-up menu will appear with several shift-related options. These include:

• Create Standard Shift
• Create Open Shift
• Create Shift from Template
• Create Shift Template
• Create Note

If you already have a recurring shift structure in place, selecting "Create Shift from Template" is a fast and efficient way to schedule guards. This option allows you to choose from previously saved shift templates, reducing the need to re-enter the same information repeatedly.

However, if you need to set up a new type of shift that doesn’t already exist in your templates, you can choose "Create Shift Template". This option lets you create a reusable shift structure by entering key information such as the shift title, start and end times, post site, assigned guard, department, and required skill set. You can also specify whether the shift should repeat daily, weekly, or on custom intervals, and for how long it should repeat. Additionally, you can add breaks and define their duration.

Toward the bottom of the form, you will see three saving options:

• Save: This will save the shift as a draft, allowing you to publish it later.
• Save As Draft: Useful when the details are incomplete or still under review.
• Save & Publish: This option saves the shift and notifies the assigned guard immediately via the GuardsPro mobile app.

For time inputs, you have the flexibility to either choose from a predefined list of times or manually enter the exact start and end time for the shift.

After filling in the necessary shift details, review all the entered information carefully. Once satisfied, click “Save & Publish” to make the shift live. Doing so will also send an instant notification to the assigned guard through the GuardsPro mobile app, ensuring they are aware of their upcoming duty.

If you are not ready to publish the shift yet, or if you want to double-check some details with your team, you can simply click “Save” or “Save As Draft”. This will store the shift in an unpublished state, allowing you to return later and publish when ready.

If you need further assistance or have specific questions, our support team is always here to help