Process management and software for private security companies.
A private security company's risk does not live on the site — it lives in the paperwork around it: an expired licence nobody caught, a shift that transferred without a written handover, a client complaint with no audit trail. Tenderely BPM connects guard records, site contracts, assignments, handovers and field inspections into one traceable flow, without code.
What does a security company repeat every week?
01
Guard licences and certificates
Every guard carries a licence and mandatory training certificates, each with its own expiry date. Letting one lapse creates legal exposure the company may not discover until an inspection.
02
Site contracts and requirements
Each client site has a contract, a scope, and specific requirements — number of guards, shift pattern, qualifications needed. Those details must be reachable at the moment of assigning a guard.
03
Conflict-free shift assignment
Placing a guard on two overlapping shifts, or assigning a guard whose licence does not cover the site's requirements, is an operational failure that is hard to spot before it has already happened.
04
Shift handover
What the outgoing guard reports — incidents, equipment state, visitor logs — is the incoming guard's starting point. A verbal handover leaves nothing traceable when something is disputed later.
05
Field audits and findings
Supervisors visit sites, observe conditions, and raise findings. Without a structured record, findings are noted on paper and the follow-up depends entirely on memory.
06
Extra guard requests from clients
A client calls to say they need two additional guards for an event next Friday. How that request is captured, approved, staffed and confirmed is usually handled through a chain of phone calls and messages.
Where does this break down today?
An expired licence slips through
Licence expiry dates live in a spreadsheet that someone updates manually, or not at all. The first sign of a problem is often a client call or a regulatory inspector on site.
Handovers are verbal
When a client disputes an incident — something missing, a visitor who should not have entered — the company needs a record. A verbal handover produces none.
Audit findings are not closed
A supervisor fills in a paper form on site, hands it to an operations manager, and the finding enters a pile. Whether anyone acted on it and when is impossible to know without asking.
Scheduling depends on one person
The person who knows which guard can go where, whose certificate covers which site, and who is already on shift somewhere else is usually a single scheduler. When they are unavailable, the whole operation slows down.
What changes with Tenderely BPM
01
Licence expiry triggers its own reminder
Guard records carry certificate dates. When a deadline approaches, an alert goes out automatically — to the guard, the operations team, or both. The licence does not expire quietly.
02
Assignments check themselves
Conditional logic in the assignment flow surfaces conflicts before the shift is confirmed. A guard who is already scheduled, or whose credentials do not match the site, is flagged at the point of booking.
03
Handovers become a record
The outgoing guard completes a structured handover on their phone before leaving post. The incoming guard sees it immediately. Both entries carry a timestamp and are attached to that shift's record.
04
Findings have an owner and a deadline
A field audit raises a finding; the finding is assigned and given an SLA. If it is not closed on time, the system escalates. Tenderely BPM turns a paper observation into an accountable action.
05
Clients request through a form
Send a client a public link. They submit the extra-guard request themselves, with the date, location and requirements. The request lands in the operations flow without a phone call in the middle.
06
Operations are visible in one place
Which licences expire this month, which sites have open findings, which shifts are unconfirmed — these appear on a dashboard instead of requiring someone to gather them from multiple sources.
FAQ
Can guards complete handovers and audits from their phones?
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Yes. Any form published in Tenderely BPM runs in the iOS and Android apps as well as on the web. A guard on post can complete a handover sheet or report an incident from their phone, and the record is attached to the right shift and site immediately.
Can clients submit extra-guard requests without having a system account?
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Yes. A public form can be shared as a link or embedded in an email. The client fills it in without logging in, and the request opens a record in your flow just as if an internal user had raised it.
How are approval steps handled for things like assignment changes or extra requests?
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Approval chains, conditional branching and parallel approval steps are configured without code. You decide which requests need a supervisor sign-off, which need two approvals, and what happens if no one responds within a set time — the flow enforces it consistently.
Who can see which information?
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Role- and unit-level permissions control access. A site supervisor can see the records for their own sites, an operations manager can see across all sites, and a client linked as an external user sees only their own contract and requests — never internal staffing data.
Is there a ready-made setup for security companies?
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Yes. The Private Security Company package opens with forms, workflows and a dashboard already in place, so you have a working starting point within minutes. You then adjust each part to match your own operations and publish — the package is a foundation, not a fixed constraint.