Security client portal: what your clients see in Guardix

A security client portal gives a guard company's clients one place to see the work at their sites without calling the office. The Guardix client portal shows each client their own sites and post orders, reports, the schedule, a live map of on-duty officers, time cards, invoices, requests and notifications. What each client sees is controlled by client roles.

Key points#

• Clients see their own sites and post orders, reports, the schedule, a live map of on-duty officers, time cards, invoices, requests and notifications.
• Reports in the portal include incidents, checklists, clock-ins and tours.
• What each client sees is controlled by client roles.
• Clients can export portal reports as a PDF, CSV or Excel file.
• A scheduled client report email can also send each client a PDF summary daily, weekly or monthly.

The problem it solves#

Clients pay for work they rarely see. The overnight patrol, the door check in the small hours and the incident handled before anyone arrived all happen when the client is not there. So the client calls or emails the office: was an officer on site last night, what happened at the loading dock, where is last month's invoice?

Each of those questions pulls someone in the office away from running the operation. When the answer depends on finding a paper log or a text message, the client is left waiting.

A portal turns those calls into something the client can check for themselves.

What the client sees#

In the client portal, each client sees their own information:

• Sites and post orders. The client's post sites and the post orders written for them. Post orders can also be downloaded as a PDF.
• Reports. Including incidents, checklists, clock-ins and tours.
• The schedule. The shifts planned at the client's sites.
• A live map. The officers who are on duty, shown on a live map.
• Time cards. The record of time worked.
• Invoices. The client's invoices.
• Requests and notifications. Both have their own place in the portal.

How it works, step by step#

1. Add the clients and their post sites. Clients and post sites can be imported from a CSV file, using a template that Guardix provides. Rows that fail are listed so they can be fixed.
2. Write the post orders. Managers write post orders for each post site, with formatted text and attachments. Officers acknowledge them in the mobile app, and when a post order is edited, officers have to acknowledge the new version.
3. Set up the patrols. Patrol checkpoints are NFC tags, QR codes or GPS points, and each one belongs to a post site. Clients see the guard tours and checkpoint logs in the portal, and can be notified when a tour is completed or when a tour window passes without one.
4. Choose what each client sees. What each client sees is controlled by client roles. Every Guardix user has a role, and companies can change the built-in roles or create their own and choose each role's permissions.
5. Let the shifts do the rest. The reports, clock-ins and tours in the portal come from what officers do on shift in the mobile app.

What the officer does#

The portal is only as good as the records behind it. Officers file reports in the mobile app while they are clocked in to their shift. Photos are taken with the app's camera and stamped with the date, time and GPS position.

Clock-ins have a rule of their own. By default, an officer outside the site's geofence, the area set around the site, cannot clock in. A company can relax this for the whole company, one site or one officer, and then clock-ins from outside are recorded and flagged.

Managers can approve or reject reports and export them as a PDF, so the office stays in charge of the record.

Invoices and exports#

Invoices can be built from clocked hours, scheduled shifts or the contract, and emailed to the client as a PDF. Clients also see their invoices and time cards in the portal. See invoicing for how invoices are built.

Clients can export portal reports as a PDF, CSV or Excel file. That helps a client who reports to their own management or keeps their own records.

The portal and the client report email#

Some clients prefer to have the summary come to them. For them, managers can set up a client report email that goes out daily, weekly or monthly, at a chosen time, to one or more recipients, with the report attached as a PDF.

That report covers hours worked, reports submitted, incidents by category and completed patrol tours, for the selected sites and period. Managers can preview it, download the PDF and see a log of sent emails.

The email brings the summary to the client, and the portal holds the detail behind it.

Who sees what#

Client roles control what each client sees in the portal. On the guard company's side, every user has a role, and a user can be limited to certain clients. An account manager can then work only with the clients they look after.

A simple way to start#

• Bring in your client list. Import clients and post sites from a CSV file with the Guardix template, and fix any rows that fail.
• Put the post orders in place. Write them for each post site, so clients and officers read the same version.
• Set the client roles. Decide what each client should see before they look.
• Add the scheduled email. Pick daily, weekly or monthly for each client who wants a summary.

Frequently asked questions#

What can clients see in the Guardix client portal?#

Clients see 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.

Can clients see patrol tours in the portal?#

Yes. Clients see tours and checkpoint logs in the client portal, and can be notified when a tour is completed or when a tour window passes without one.

Can clients export reports from the portal?#

Yes. Clients can export portal reports as a PDF, CSV or Excel file. Post orders can also be downloaded as a PDF by managers, officers and clients.

Can I limit what a client sees?#

Yes. What each client sees is controlled by client roles. Inside the guard company, users can also be limited to certain clients.

Does the portal replace the client report email?#

No, the two work together. Managers can set up a client report email that goes out daily, weekly or monthly with the report attached as a PDF, and the portal is there when the client wants the detail.