Patrol duty rota
Say which guard walks which route and when, for one day or every week. Each planned round in that shift goes to that guard, and only they are reminded. The office can hand a round over, and late rounds are flagged.
PLANSScale only
The problem it solves
- Three guards are on the route, each thinks another one is walking the 2 am round, and nobody does.
- The security agency changes the night guard and the round reminders still go to the old one.
- When a round is missed, nobody can say whose round it was.
How it works
- The facility manager opens Visitors > Patrolling > Duty Rota and adds a line.
- Choose the route and the guard. The guard must already be one of the route's guards.
- For one day, fill in the date. For every week, leave the date empty and tick the days.
- Fill in Shift From and Shift Until, for example 22:00 to 06:00, and a note if you like.
- Each planned round in that shift is given to that guard. Only they are reminded 10 minutes before and can start it.
- A round not started 10 minutes after its time is flagged Not Started In Time and the office is told. The office changes Assigned To on the round, and the new guard is told.
Everything it does
Rota lines
- Route, guard, date (one day) or the days of the week (all ticked on a new line), shift from and until, note
- A new line starts with the shift 22:00 to 06:00; a shift may run past midnight
- The guard must be one of the route's guards; shift from and until must differ
- A one-day line wins over a weekly one, for a leave or a swap
- Filters: Every week and One day; archived lines are hidden, not deleted
What the rota does to rounds
- Planned rounds get Assigned To from the rota when they are planned, and again if a line is added later
- Only the assigned guard is reminded and can start the round; the office managers can start it too
- Another guard sees the round as assigned and is told to ask the office to hand it over
- Rounds a guard starts outside the schedule are not touched by the rota
Late and missed rounds
- Not Started In Time: flagged once, Flag Late After minutes after the planned time (10 to start with)
- Missed: nobody walked it within the time allowed (30 minutes to start with)
- Filters: Not started in time, Missed / incomplete, Assigned to me; analysis by route, guard, status and day
Who uses it
Facility managerKeeps the rota: who walks which route on which shift.
Society officeHands a round to another guard when the rostered guard is absent.
GuardSees and starts the rounds given to them.
Managing committeeSees whose round was missed.
Where you use it
- Web: Visitors > Patrolling > Duty Rota and Rounds in the back office
- Web: the guard page at /guard, Patrol; the SmartMy Society Guard app: Patrol (built and in testing, not in the app stores yet)
- Not a guard attendance or payroll roster: the rota decides patrol rounds only
What you control
Settings
- Shift on a new rota line: 22:00 to 06:00, every day of the week
- Flag late after: 10 minutes, per route
- Time allowed: 30 minutes, per route
Notifications
- Patrol Round Due: 10 minutes before the round, to the rostered guard only; push and in-app
- Patrol Round Assigned: to the guard the office hands a round to; push and in-app
- Patrol Round Missed / Incomplete: to the office; push, in-app and the first of WhatsApp, SMS or email
- All are transactional and go out at any hour
Questions
What if the rostered guard is on leave tonight?
Add a one-day line for tonight with the guard standing in. A one-day line wins over the weekly one. Or the office hands each round over with Assigned To.Can a shift run past midnight?
Yes. A line from 22:00 to 06:00 covers the evening of the day ticked and the morning after.Can another guard walk a rostered round?
Not on their own. The round shows as assigned, and the office hands it over by changing Assigned To. The new guard is told.What happens without a rota?
Planned rounds go to all the guards of the route, and any of them starts it. The office can still give a round to one guard with Assigned To.Which plan has the duty rota?
Scale. Patrol rounds themselves start with Growth.Related features
SECURITY OPERATIONSGuard patrol rounds with QR and NFC checkpointsGuards walk set routes through the towers, basements and terrace. They scan a QR label or NFC tag at each checkpoint, even without signal. A round that is missed, late or half done reaches the office at once.SECURITY OPERATIONSShift handover between guardsThe outgoing guard leaves a note for the guard taking over: a delivery expected, a broken barrier, the keys, a visitor to watch. The next guard sees the note marked New and presses Got it, and standing instructions stay on top for every shift.MANAGEMENTIncident reports and analysisA resident's SOS, a guard's panic alert or a problem found on a patrol round becomes an incident in one step, linked both ways. Print the incident report for the police, the insurer or the general body, and count incidents by month, type and severity.GATE, GUARDS AND KIOSKGuard app and guard web pageOne screen shows the guard who is expected, waiting for a flat's answer, inside or pre-approved, and which children wait for a parent. It runs in any browser at /guard and as the SmartMy Society Guard app.
See it set up for your own society.
Tell us how many towers, flats and gates you have. We will show you and your committee the resident app, the guard app and the office screens, set up that way.