The verdict in three sentences
For 240 guards, 60 sites and 150 events a year, off-the-shelf scheduling software costs 4 to 8 EUR per guard per month (about 4.30 to 8.70 USD), i.e. 11,500 to 23,000 EUR per year, and a custom build 35,000 to 70,000 EUR excluding tax. Custom makes sense when events require last-minute rosters, multi-site reinforcements and licence checks that standard tools handle poorly. The figures below come from a French firm in Montpellier, regulated by the CNAPS, but the same logic applies to an event security company in Miami with state guard licences. The realistic target is 30% less scheduling time and zero guards posted with an expired licence.
Off-the-shelf or custom
| Option | 2026 cost | Strengths | Limits |
|---|---|---|---|
| Entry-level security SaaS | 4 to 5 EUR per guard per month | Rostering, simple daily log | Weak on events, basic payroll export |
| Full security SaaS | 6 to 8 EUR per guard per month | Patrols, licences, guard app | Recurring 17,000 to 23,000 EUR per year, fixed rules |
| Custom Essential | 35,000 to 45,000 EUR | Rosters, labour-agreement checks, licence and fire-safety certificates | 4 months of development |
| Custom Complete | 50,000 to 70,000 EUR | + daily log, NFC patrols, client portal, payroll export | 5 to 6 months |
| Maintenance and hosting | 600 to 1,200 EUR per month | Fixes, backups, local hosting | Annual commitment |
| NFC patrol tags | 3 to 8 EUR each | Time-stamped proof of passage | Installation and mapping required |
Over 5 years, a full SaaS at 7 EUR costs about 100,000 EUR for 240 guards. A custom build at 55,000 EUR plus 900 EUR monthly maintenance comes to 109,000 EUR, but with rules matched to your business and no extra cost per guard as headcount grows.
The rules the roster must enforce
The French collective agreement for prevention and security companies sets precise rules. A badly built event roster exposes the company to back-pay claims and regulator sanctions.
| Automatic check | 2026 rule (France) | Effect in the software |
|---|---|---|
| Maximum daily hours | 12 hours | Assignment blocked beyond |
| Rest between shifts | 11 hours minimum (regulated exceptions) | Alert and justification required |
| Weekly hours | 48 hours max, 44 on average over 12 weeks | Per-guard counter |
| CNAPS professional card | Valid 5 years | Alert at D-90, blocked at expiry |
| SSIAP 1, 2 or 3 fire-safety level | Refresher every 3 years | No SSIAP post without refresher |
| Night, Sunday and holiday hours | Contractual premiums | Computed and exported to payroll |
| Post qualification | K9 handler, pat-down, first aid | Filters eligible guards |
Daily log, patrols and client portal
The digital daily log replaces the paper register: every event, incident or handover is entered on a smartphone with photo and timestamp. NFC-checked patrols prove passage at defined points. The client portal gives access to reports, which helps contract renewals and bids for festivals or concert venues. The payroll export groups regular hours, premiums and meal allowances for the existing payroll software.
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Mini case study
Nathalie, manager of an event security company in Montpellier, employs 2 full-time schedulers, i.e. 3,200 hours per year at a loaded 32 EUR: 102,400 EUR. With 30% time saved, savings reach 30,720 EUR per year. Last year, a premium error over 4 festival weekends triggered 6,800 EUR in back pay. With a Complete project at 58,000 EUR and 10,800 EUR of annual maintenance, the net gain exceeds 26,000 EUR from the first full year: payback in about 26 months.
FAQ
How much does scheduling software for a private security company cost? In 2026, expect 4 to 8 EUR per guard per month for SaaS, or 35,000 to 70,000 EUR for custom. For 240 guards, SaaS comes to 11,500 to 23,000 EUR per year.
Does the software check guard licences? Yes, each guard has a record of their licence, fire-safety certificates and refreshers. An alert goes out at D-90 and assignment is blocked at expiry.
Are NFC patrols reliable? The NFC tag records the exact time and the guard's identity at the checkpoint. A tag costs 3 to 8 EUR, and an average site needs 10 to 25.
Can variables be exported to payroll? Yes, the export groups regular hours, nights, Sundays, holidays and allowances. It adapts to your payroll software or accountant's format.
What timeline for custom? Allow 4 months for Essential and 5 to 6 months for Complete. Starting in October means being ready before festival season.
Let's scope your project. Tell us your headcount, sites and event volume: we will price a project between 35,000 and 70,000 EUR delivered before your next season. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
