The verdict in three sentences
With 220 officers and 60 sites, a security company's rota no longer fits in a spreadsheet and text messages without generating avoidable overtime and compliance risk. Custom guard scheduling software that applies working time rules, with geofenced check-in and a digital daily occurrence book, costs GBP 26,000 to 43,000 (EUR 30,000 to 50,000) excluding VAT. It ships in 12 weeks and cuts overtime by 18% on average.
The hidden cost of covering shifts by text
The operations director of a London security firm covers logistics sites in Park Royal, shopping centres, office buildings in the City and Canary Wharf, and events. Every week, 30 to 40 absences or changes require cover. The control room sends texts in a cascade and the first officer to reply takes the shift, often without checking rest time or whether their SIA licence matches that site.
The result: officers going beyond weekly limits, poorly anticipated overtime premiums, and unrecorded shifts that the client disputes at month end.
| Indicator | Current situation (2026 estimate) | With software |
|---|---|---|
| Monthly overtime hours | 2,600 h | 2,130 h (minus 18%) |
| Time spent arranging cover | 25 h per week | 8 h per week |
| Working time limit breaches | 15 per month | 0 to 2, blocked at entry |
| Shifts disputed by clients | 3% | under 0.5% |
| Payroll preparation | 5 days | 1 day |
| Lost or illegible paper occurrence books | frequent | none, digital and timestamped |
The features that change operations
The compliant scheduling engine applies working time rules: daily and weekly limits, 11 hours of rest between shifts, night, Sunday and bank holiday premiums, 12-hour cycles. It automatically suggests available officers who are qualified for the site (door supervision, CCTV, dog handling, front of house) and within limits.
Geofenced check-in on a smartphone confirms arrival within a set perimeter, with an alert to the control room if no one has checked in 10 minutes after shift start. The digital occurrence book replaces the paper log: patrols, incidents, photos, handovers, viewable by the client on a portal. The payroll export sends standard, overtime and premium hours to the payroll system.
| Module | Content | Indicative budget excl. VAT |
|---|---|---|
| Compliant scheduling engine | rules, cycles, qualifications, alerts | GBP 7,800 to 13,000 |
| Automated shift cover | eligible officer suggestions, notifications | GBP 3,500 to 6,000 |
| Geofenced mobile check-in | perimeter per site, no-show alerts | GBP 4,300 to 6,900 |
| Digital occurrence book and patrols | incidents, photos, QR patrol points | GBP 4,300 to 6,900 |
| Client portal | completed shifts, reports, occurrence logs | GBP 2,600 to 4,300 |
| Payroll and invoicing export | premium hours, variables, invoices per site | GBP 2,600 to 4,300 |
| Training, migration, UK GDPR | officer data, records, geolocation policy | GBP 900 to 1,700 |
Budget and schedule
The Essential scope (scheduling, cover, payroll export) starts at GBP 26,000. With check-in, occurrence book and client portal it reaches GBP 43,000. Delivery takes 12 weeks.
| Package | Content | Budget excl. VAT (2026 order of magnitude) | Timeline |
|---|---|---|---|
| Essential | compliant rota, cover, payroll export | GBP 26,000 (EUR 30,000) | 9 weeks |
| Standard | Essential + geofenced check-in, occurrence book | GBP 34,500 (EUR 40,000) | 11 weeks |
| Complete | Standard + client portal, QR patrols, invoicing | GBP 43,000 (EUR 50,000) | 12 weeks |
| UK hosting and maintenance | support, rule updates | GBP 430 to 780 per month | annual |
| Control room training | 3 sessions of 3 hours | included | 1 week |
Tracking employees' location falls under UK GDPR and ICO guidance: it must be limited to working hours, justified by safety and disclosed to officers.
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Mini case study
Thomas, operations director in London, pays 2,600 overtime hours a month at an average loaded premium cost of GBP 18. An 18% reduction is 468 hours, or GBP 8,400 a month and about GBP 101,000 a year. Add 17 weekly hours of cover management saved at GBP 26 loaded: GBP 23,000 a year. The total gain exceeds GBP 124,000 a year against a Complete project at GBP 43,000: payback comes in just over 4 months.
FAQ
Does the software handle working time rules for security staff?
Yes, limits, rest periods and premiums are configured during scoping. They are updated when rules or client contracts change, as part of maintenance from GBP 430 a month.
Is geofenced check-in legal?
Yes, if it is limited to working time, proportionate and disclosed to officers. The software only records location at check-in, not continuously.
What if an officer has no smartphone?
Check-in by NFC badge or QR code on a site tablet is possible. The extra cost is about GBP 130 per equipped site.
Does the software check SIA licences?
Yes, each licence expiry date is stored with an alert 60 days before expiry. An officer with an expired licence cannot be scheduled.
Can we connect our current payroll software?
Yes, the export uses the format expected by the main UK payroll packages. Setup takes 2 to 3 days.
Let's scope your project. Tell us your number of officers, sites and your payroll software, and we will price a scope between GBP 26,000 and 43,000 with a 12-week plan. 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.
