Shift handover between guards
The 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.
PLANSFrom Growth
The problem it solves
- The morning guard does not know that the night guard promised Tower A that a mover would be let in at 8 am.
- Notes are written in a register at the gate that the next guard does not open.
- The office's standing instructions, such as no vendors after 9 pm, are forgotten by the third shift.
- When something goes wrong, nobody can show what was handed over and whether it was read.
How it works
- Before leaving, the guard opens Shift handover on the guard page or the Guard app.
- Under Note for the next shift, they choose who takes over: a guard or the office, with those on duty listed first.
- They write the note and press Save note. For a standing instruction, they tick Keep on top instead of naming a person.
- The next guard sees the count of new notes on the menu. They open Shift handover and read the notes marked For you.
- They press Got it on each note. The writer and the office see who read it.
- When a note is no longer true, its writer or the office presses Done and it leaves the list.
Everything it does
The note
- Written by, handed over to, gate, the note, Keep on top, when
- Handed over to: a guard or an office user of the society, never oneself
- Handed over to may be empty only for a note kept on top
- Notes of the guard's gate and notes for every gate are shown together
Reading
- New notes are marked New, notes for the guard For you, standing ones Kept on top
- Got it marks the note read; the list shows read by and the names
- The menu shows the number of unread notes, refreshed every minute on the guard page
- Done (the writer or the office) archives a note; nothing is deleted
In the back office
- Visitors > Gate > Safety > Shift Handover lists every note: when, gate, written by, handed over to, the note, kept on top and read by
- Filters: Kept on top and Archived; group by gate or by writer
- Each society sees only its own notes
Who uses it
Outgoing guardLeaves the note for the guard taking over.
Incoming guardReads the notes for their gate and presses Got it.
Society officeWrites standing instructions kept on top, reads all notes and closes old ones.
Facility managerChecks that handovers are written and read on every shift.
Where you use it
- Web: the guard page at /guard, Shift handover
- The SmartMy Society Guard app: Shift handover, with the count of new notes (built and in testing, not in the app stores yet)
- Web: Visitors > Gate > Safety > Shift Handover in the back office
- Not a shift roster or guard attendance: the note is not tied to clock-in times
- Not sent as a message: the next guard sees the note when they open the page or the app
What you control
Settings
- Nothing to set: the gate's guards and the office are offered as people to hand over to
Notifications
- No notification is sent for a handover note; the count of unread notes shows on the guard's menu
Questions
Is the next guard told by a message?
No. The note waits on Shift handover, and the guard's menu shows how many notes are new. Ask guards to open the page first when they start.Can the office leave instructions for every shift?
Yes. Tick Keep on top when writing the note. It stays at the top for every guard until someone presses Done.Can we see whether a note was read?
Yes. Each note shows who pressed Got it, on the guard page and in the back office under Shift Handover.Who can remove a note?
The guard who wrote it, or the office. Done archives the note; it is kept and can be found with the Archived filter.Which plan has shift handover?
Growth.Related features
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.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.MANAGEMENTPatrol duty rotaSay 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.GATE, GUARDS AND KIOSKGuard panic alertA guard holds one button for Panic, Assist, Medical, Fire, Intruder or Other. Every other guard of the society and the office are alerted at once, and the guard sees who is coming.SECURITY OPERATIONSIncident register for residents and guardsResidents and guards report a theft, damage or a hazard with photos or videos. The office gives each incident an owner, a follow-up date and a police reference. Residents follow their report and the office's answers.
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.