Security guard software roles and permissions: who sees what in Guardix

Roles and permissions decide who in a guard company can see and change what. In Guardix, every user has a role, and companies can change the built-in roles or create their own, choose each role's permissions and limit a user to certain clients. The roles and permissions page shows the setup.

Key points#

• Every Guardix user has a role.
• Companies can change the built-in roles or create their own, and choose each role's permissions.
• A user can be limited to certain clients, so they only work with those accounts.
• In the client portal, what each client sees is controlled by client roles.
• Guardix has a web app for managers, a client portal for clients, and one mobile app for officers, managers and clients.

The problem it solves#

A guard company has many kinds of users: owners, operations managers, schedulers, site supervisors, officers and the clients themselves. They need very different things.

When everybody sees everything, two problems follow. People get lost in screens they do not need, and information reaches people who should not have it, such as one client's reports or another account's details. When access is too tight, managers end up doing work that a supervisor could do.

Roles fix this by matching each person's access to their job.

How roles work#

Every user has a role#

Each person you add to Guardix gets a role. The role decides which parts of the system they can use and what they can do there.

Guardix comes with built-in roles. They are a starting point, not a fixed list.

Change a role or create your own#

Your company is not organized like every other guard company. In Guardix you can change the built-in roles, or create new ones, and choose each role's permissions.

A few examples of roles companies build for themselves:

• Scheduler. Works on shifts every day, but has no need for billing.
• Site supervisor. Looks after a handful of sites and their officers.
• Billing. Handles invoices and the hours behind them.
• Account manager. Owns the relationship with a group of clients.

You decide which permissions each of these roles gets. When a person changes jobs, you change their role instead of rebuilding their access by hand.

Limit a user to certain clients#

Many companies split work by account: one manager runs the hospital accounts, another runs retail. In Guardix you can limit a user to certain clients.

That keeps a supervisor's day focused on their own sites, and it keeps one account's information away from staff who do not work on it.

What the client sees#

Clients use the client portal, on the web or in the mobile app. There, clients see their own sites and post orders, reports, the schedule, a live map of on-duty officers, time cards, invoices, requests and notifications.

Not every person at a client needs all of that. A facilities manager may want reports and tours, while the finance office wants invoices. What each client sees is controlled by client roles, so you can give each contact the parts that fit their job.

One system for every user#

Guardix has a web app for managers, a client portal for the guard company's clients, and one mobile app for officers, managers and clients, on iPhone and Android.

Because every user signs in to the same system, roles are set in one place. Officers, managers and clients each see their part of the same data, instead of copies sent around by email.

Setting up roles, step by step#

1. List the jobs in your company. Write down who does scheduling, billing, supervision and client contact.
2. Start from the built-in roles. Change them where they do not fit your company.
3. Create the roles you are missing. Choose each one's permissions.
4. Limit users to their clients where your company splits work by account.
5. Set client roles for the different contacts at each client.
6. Review roles when people change jobs, and when you win or lose an account.

Frequently asked questions#

Can we create our own roles in Guardix?#

Yes. Companies can change the built-in roles or create their own, and choose each role's permissions. That lets the roles match how your company is organized.

Can a manager only see some clients?#

Yes. A user can be limited to certain clients, so they only work with those accounts. This suits companies that split work by account or by region.

Do clients see everything in the client portal?#

No. What each client sees in the client portal is controlled by client roles. A guard company can give a client's contacts the parts that fit their job, such as reports for a facilities manager or invoices for the finance office.

Do officers use a different app from managers?#

No. Guardix has one mobile app for officers, managers and clients, on iPhone and Android. Each person sees the parts that their role allows. Managers also have a web app.