Case study — Security operations
KingsGuard Security200+ guardson spreadsheets and calls
Licensed security operations across the GTA and Waterloo Region — construction sites, condos, healthcare facilities, retail and events. Here is what happened when scheduling, attendance and payroll finally caught up to headcount.
The ceiling
Not a headcountproblem
KingsGuard was never short on contracts. The problem was that every new guard made scheduling, attendance and payroll a little harder to run by hand.
Every post has its own shift pattern, client and billing rate — and guards rotate between them constantly. It worked at a few dozen guards. Past 200, it stopped.
- 01Shift schedules rebuilt by hand every time a guard called off
- 02Hours collected from paper sign-in sheets and text messages
- 03Payroll reconciled one employee at a time, overtime included
- 04No live view of who was on site, when, or for how long
That is not a headcount problem. It is an operations ceiling — and it stays invisible until payroll takes days instead of minutes.
What we built
A system builtfor the post, not a desk
A purpose-built ERP designed around how a security company actually runs.
Guard scheduling
Drag-and-drop rostering across every site and shift, with recurring patterns for long-term contracts. Conflicts are flagged before they happen — double-bookings, guards scheduled past legal hours, expired licences, posts left uncovered.
Time & attendance
Digital clock-in and clock-out tied to the assigned post, replacing paper sign-in sheets. Supervisors see live coverage across every active site.
Automated payroll
Hours flow straight from attendance into payroll. Overtime, shift differentials and statutory holiday pay are calculated by rule, not by hand. Pay periods close in minutes, not days.
Client billing & reporting
Billable hours per site roll up automatically into client-ready reports. Management dashboards show labour cost against contract value in real time.
The result
Days tounder an hour
Payroll, scheduling and compliance for 200+ field staff, run by the same operations team, in a fraction of the time.
What now
Still runningpayroll by hand?
If headcount has outgrown your scheduling and payroll process, that is exactly the ceiling we build systems to remove. We build custom ERPs and internal systems for operations businesses.
Talk to us about your system