Security guard scheduling software: how Guardix builds a week of shifts

A guard schedule breaks in small ways: a shift clashes with another one, an officer is on approved time off, or a post goes uncovered because nobody noticed. Guardix scheduling is built to catch those problems before officers see the schedule, and to keep the fixes in one place after it goes out.

Key points#

• Shifts can be one-off, recurring or built from shift templates.
• Guardix flags clashes and approved time off when a manager assigns a shift.
• A preview before publishing warns about open and understaffed shifts.
• Officers can claim open shifts, ask to swap and request time off in the mobile app.

The problem it solves#

Most schedule mistakes are not hard to fix. They are hard to see. A manager moving officers between sites has to keep track of who is free, who is already working, who asked for the day off and who is close to their set weekly hours.

The job of the schedule screen is to carry that checking, so the manager can spend time on the decisions.

How a schedule comes together#

1. Build the shifts#

A shift can be a one-off, or it can recur daily, weekly or on chosen dates. Managers can also build shifts from shift templates.

2. Assign officers#

When a manager assigns a shift, Guardix flags clashing shifts and approved time off. It also warns when the shift would put the officer over their set weekly hours, so a manager sees the problem while it is still easy to change.

For empty shifts, auto-assign can fill them using distance, availability, skills and cost. The preview before publishing still warns about anything left open.

3. Preview, then publish#

Before publishing, managers see a preview that warns about open shifts, understaffed shifts and shifts on approved time off. Once the schedule is published, officers are notified about their shifts.

What happens after it is published#

Schedules change, and the work of covering a change is often what takes the most time. Three parts of Guardix handle it through the officers' mobile app.

Open shifts. Managers can post open shifts. Officers claim them in the app, and a manager approves or declines.

Shift swaps. An officer can ask to swap a shift. The other officer accepts first, then a manager approves, so nobody ends up with a change they did not agree to.

Time off. Officers request time off in the app, and managers approve or reject it. Approved time off is what the assignment flags and the publishing preview warn about.

What the officer sees#

Officers are notified when their shifts are published, and they get reminders before a shift.

At the site, clock-in ties the schedule to the real day. 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.

What the manager sees on the day#

Managers are alerted when an officer is late to clock in, which gives them time to act while the post can still be covered. If a shift does go open at short notice, it can be posted for officers to claim.

What the client sees#

In the client portal, clients can see the schedule for their own sites, along with a live map of on-duty officers and time cards. What each client sees is controlled by client roles, so a company can decide how much to share.

Getting the schedule out of Guardix#

Schedules can be exported as a PDF or a CSV file. That helps when a client asks for a copy or a supervisor wants one on paper.

Frequently asked questions#

Does Guardix warn about overtime when I assign a shift?#

Guardix warns when a shift would put the officer over their set weekly hours. It also flags clashing shifts and approved time off at the same moment, so the manager can pick someone else before the schedule goes out.

Can officers pick up open shifts themselves?#

Officers can claim open shifts in the mobile app, but a manager approves or declines each claim. Shift swaps work in a similar way: the other officer accepts first, then a manager approves.

Can Guardix fill a schedule automatically?#

Auto-assign can fill empty shifts using distance, availability, skills and cost. Managers then see the publishing preview, which warns about open shifts, understaffed shifts and shifts on approved time off.

Can clients see the guard schedule?#

Yes, if their client role allows it. The client portal can show clients the schedule for their own sites, and what each client sees is controlled by client roles.