The verdict in three sentences
Above 150 guards, running shifts in Excel produces scheduling gaps, unplanned overtime and client disputes for lack of proof of presence. Custom scheduling software with an electronic daily occurrence book and GPS-tracked patrols costs EUR 25,000 to 55,000 in 2026, delivered in 3 to 4 months. With 12% less overtime, a 400-guard company pays it back in under a year.
What Excel scheduling costs for 400 guards
The operations director juggles 60 to 80 client sites, guards with different licences (fire safety, dog handler, mobile patrol) and last-minute absences. Every replacement is done by phone, with no view of hour counters.
| Metric (400 guards, 70 sites) | Excel and phone | Custom software |
|---|---|---|
| Time to build the monthly schedule | 4 to 5 days | 1 day |
| Overtime (share of paid hours) | 9 to 11% | 8 to 9.5% (12% less) |
| Uncovered shifts per month | 15 to 25 | 2 to 5 |
| Guards assigned with an expired licence | unmeasured risk | 0 (automatic block) |
| Proof of patrol | paper, disputable | GPS and NFC time-stamps |
| Payroll data handover | D+5 | D+1 |
| Client penalties for missed service | 1 to 2% of revenue | under 0.3% |
For a payroll of EUR 9.6 million (400 guards at about EUR 24,000 loaded), overtime weighs around EUR 960,000. Cutting it by 12% is worth about EUR 115,000 per year, as a 2026 order of magnitude.
Modules and their 2026 prices
Off-the-shelf security workforce tools often cost EUR 6 to 12 per guard per month, i.e. EUR 29,000 to 58,000 a year for 400 guards. Custom software makes sense when your shift rules, client contracts or payroll are specific.
| Module | Function | Indicative budget |
|---|---|---|
| Scheduling and shifts | Rotations, rest constraints, qualifications, replacements | EUR 7,000 to 14,000 |
| Guard app | Schedule, clock-in, shift swaps | EUR 4,000 to 9,000 |
| Electronic occurrence book | Incidents, photos, signatures, client report | EUR 4,000 to 8,000 |
| GPS-tracked patrols | NFC or QR checkpoints, GPS, missed-patrol alert | EUR 4,000 to 9,000 |
| Licensing and HR compliance | Guard licences, fire safety certificates, refreshers, expiry alerts | EUR 2,000 to 5,000 |
| Payroll and billing export | Payroll variables, night and Sunday premiums, client invoices | EUR 4,000 to 10,000 |
| Hosting and maintenance | EU hosting, on-call support, backups | EUR 300 to 800 per month |
The core (scheduling, guard app, payroll export) starts around EUR 25,000. GPS patrols, a client portal and a profitability dashboard per site push toward EUR 55,000.
Licensing and labour rules
Every assigned guard must hold a valid licence from the national regulator (CNAPS in France, SIA in the UK, equivalent bodies elsewhere), and fire safety staff must be up to date with refresher training. The software must block assigning a guard whose licence has expired and alert 90 days ahead. It must also apply the sector's collective agreement and working time rules: maximum shift length, 11 hours of daily rest, night, Sunday and public holiday premiums. Built-in rules avoid a large share of back-pay claims at employment tribunals.
Mini case study
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Nadia, operations director of a 400-guard security company in Marseille, invests EUR 42,000 plus EUR 500 per month. First-year cost: EUR 48,000. Gains: EUR 115,000 of overtime avoided, about EUR 60,000 less in client penalties on EUR 12M of revenue (0.5 point), and 3 days of scheduling saved each month. Even counting half of the gains, i.e. EUR 87,500, the project pays back in about 7 months.
FAQ
Does the software handle last-minute replacements?
Yes, it lists within seconds the guards who are available, qualified for the site and under their hour cap. A replacement drops from 20 to 30 minutes on the phone to under 5 minutes.
Are GPS-tracked patrols reliable?
Combining GPS with NFC tags placed on checkpoints gives time-stamped proof that is hard to dispute. An NFC tag costs EUR 2 to 5 each.
Do clients accept an electronic occurrence book?
Yes, most clients prefer it to paper because they receive a daily report with photos and times. It also cuts guards' writing time by about 30%.
How long does deployment take?
Allow 3 to 4 months: 2 weeks of scoping, 10 to 12 weeks of development, then a 2-week pilot on 5 sites.
Can we keep our payroll software?
Yes, the software exports payroll variables (hours, premiums, bonuses) in the format your current tool expects.
Let's scope your project. We scope your scheduling software (shifts, occurrence book, patrols, licensing, payroll export) with an indicative budget of EUR 25,000 to 55,000 and a 3 to 4 month timeline. 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.
