Automated client reports: a daily, weekly or monthly PDF for each client

Security guard client reports are how a guard company shows its clients what they paid for. In Guardix, a manager sets up a client report email once, and the client then receives a PDF summary of their sites on a daily, weekly or monthly schedule, without anyone building it by hand.

Key points#

• Choose daily, weekly or monthly, a send time and one or more recipients for each client report.
• The PDF covers hours worked, reports submitted, incidents by category and completed patrol tours.
• Managers can preview the report, download the PDF and see a log of every email sent.
• Clients who want more can open the client portal for their own sites, reports and schedule.

Why client reports matter#

Clients rarely see the work at their sites at night or on weekends. A regular report is the proof: the hours that were covered, the rounds that were walked and the incidents that were handled. Without it, the first time a client hears about the service may be when something goes wrong.

Building these reports by hand takes hours each week: exporting timesheets, collecting incident reports, counting patrols and formatting it all for each client. The work tends to slip when the office is busy, which is exactly when clients most want to hear from you.

How it works in Guardix#

Automated client reports are set up per client.

1. Choose the schedule. Daily, weekly or monthly, at a time of day you pick.
2. Choose the recipients. One or more email addresses at the client, such as the property manager and the facilities director.
3. Choose the sites and the period. The report covers the sites you select for that client.
4. Preview it. Before anything goes out, a manager can preview the report and download the PDF.

From then on, the email goes out on schedule with the report attached as a PDF. A log shows each email that was sent, so the office can answer "did we send it?" in seconds.

What the client sees#

Each report summarizes the selected sites and period:

• Hours worked at the client's sites.
• Reports submitted by officers.
• Incidents by category, from the incident forms officers file in the mobile app.
• Completed patrol tours, from the checkpoints officers scan on their guard tours.

Because the numbers come from the same records officers create on shift, the report needs no copying between systems. Officers file reports and incidents in the mobile app while clocked in, with photos stamped with the date, time and GPS position.

When a client wants more detail#

Some clients want to look for themselves between reports. The client portal shows each client their own sites and post orders, reports (including incidents, checklists, clock-ins and tours), the schedule, a live map of on-duty officers, time cards, invoices, requests and notifications. What each client sees is controlled by client roles, and clients can export portal reports as a PDF, CSV or Excel file.

The scheduled email and the portal work together: the email brings the summary to the client, and the portal is there when they want the detail behind it.

Frequently asked questions#

Can different clients get reports on different schedules?#

Yes. Each client report email has its own schedule, daily, weekly or monthly, its own send time and its own recipients, so one client can get a daily report while another gets a monthly one.

What is in an automated client report?#

The PDF covers hours worked, reports submitted, incidents by category and completed patrol tours, for the sites and period selected for that client.

Can I check a report before it goes to the client?#

Yes. A manager can preview the report and download the PDF at any time, and a log lists every report email that was sent.