How to define a site tour on the Back Office Dashboard?

The GuardsPro Back Office Dashboard allows the admins to define site tours by setting up checkpoints on client post sites. Guards must cross and scan these checkpoints to complete their scheduled patrols, ensuring safety, compliance, and accountability.

Defining a site tour in GuardsPro is simple and can be done in just a few steps. Once created, these tours are visible to the assigned guards, who can begin working them at the designated post site.

✅ This guide will walk you through the steps to define a site tour on the Back Office Dashboard:

🧭 Step 1: Navigate to Post Sites

• From the main menu, click on Clients and select Post Sites.

• On the next screen, choose the post site for which you want to define a site tour.

📂 Step 2: Open the Site Tours Tab

• Under the selected post site, go to the Site Tours tab.

• Click on New Tour to create a site tour.

• Once site tours have been created, they will appear on this page, where you can review or manage them as needed.

✏️ Step 3: Fill in Required Details

• On the form, enter all the required details and assign the site tour to one or more guards.

• Please ensure that tags have been added to the system before creating a site tour.

⏱️ Step 4: Configure Scheduling Options

• Continuous Scheduling: When enabled, guards can access and complete the site tour at any time on the selected scheduled days.

⚠️ Note: When the Continuous option is turned off, you’ll have the flexibility to schedule tours using either the Specific Time or Repeat settings.

• Specific Time: Select this option to set a specific start time for the tour. The selected time will serve as a reference for guards to begin working on the tour and guards can begin the scheduled tour up to five minutes before the set time.

• Repeat: Select this option to schedule recurring tours. Define the interval by selecting the number of hours between each repetition for the scheduled tour.

⚠️ Note: When setting the Maximum Duration for the Specific Time or Repeat scheduling options, make sure the duration is always shorter than the interval between the scheduled start times. If the Maximum Duration is equal to or greater than the interval between start times, the system will display an error.

Example: If the scheduled start times are 2 hours apart, the Maximum Duration must be set to less than 2 hours, such as 1 hour 55 minutes (1:55).

⚙️ Step 5: Adjust Settings and Save

• Enable or disable additional settings as per your needs:

  • Enable Site Tour Notes: Force guards to add notes for every tag they scan during the site tour.

  • Force Guards to Submit Multiple Media Files: Require guards to upload multiple media files for every tag they scan during the site tour.

• Once all details are filled in, click Save as Draft or Submit to create the new site tour.

🛠 Step 6: Manage Site Tours

• After creation, you can easily manage site tours by:
  • Editing – Update or modify tour details.
  • Deleting – Remove the tour permanently.
  • Duplicating – Create a copy of the tour for reuse.

👁️ Step 7: View Site Tour Details

• Once a site tour has been created, you can click on it to open.
• This will display the description of the tour along with the details you defined, making it easy to review and confirm the setup.

⚠️ Important Note:  

If the existing site tour is deleted from the Back‑Office Dashboard, all reports submitted for that site tour will also be deleted. To avoid losing reports, always update the site tour instead of deleting it.

🎯 That’s it! Defining site tours in GuardsPro is quick and efficient. Once created, they are visible to the assigned guards, who can begin working them at the designated post site. This ensures structured patrols, better accountability, and improved transparency for clients. Further, you can also review the reports generated from these site tours directly within the system for complete visibility.

For any further questions, please feel free to contact our support team anytime.