Running a security company is not only about supplying professional guards. It is about controlling the administration behind every shift, every site and every client commitment.
A missed book-on call can lead to a complaint, an uncovered post or a breach of contract. An expired SIA licence can create a serious compliance and reputational risk. Poorly reconciled hours can delay payroll and leave invoices disputed. Incomplete recruitment records can weaken a tender submission before the operational team has even been assessed.
The control room is where these risks are managed.
KGFM has developed an AI workforce platform to manage the operational workload behind manned guarding and facilities management. We use the platform in our own control room operation. It reflects the practical requirements of running security contracts across multiple sites, rather than the assumptions of a generic HR system.
The platform is now available to other UK security companies and FM firms.
Security operators know the pattern. A contract grows, the number of sites increases and the business begins relying on spreadsheets, messaging groups, shared calendars and manual reminders.
That approach may work for a small operation. It becomes increasingly difficult to control as the workforce expands.
The recurring problems are familiar:
These are not isolated administrative tasks. They are connected operational controls. A weak process in one area creates pressure elsewhere.
KGFM’s platform connects them in one workforce system.
Creating a security rota is more than placing names against shifts. A reliable rota must account for:
Roster Manager uses your sites, contracts and recurring cover patterns to auto-generate the rota. It checks fatigue and leave conflicts automatically before cover is allocated.
This gives operations managers a stronger starting point and reduces the manual checking required each week. It also helps identify issues before they become uncovered shifts, last-minute calls or avoidable overtime.
The system is designed for the realities of security scheduling. Sites do not all operate the same way. Some require static guarding, some require mobile patrols and others need cover across nights, weekends and public holidays.
Your rota should reflect the contract. It should not force your operation into a generic workforce template.
Book-on and book-off procedures are essential control room functions. They provide a clear record of attendance and help confirm that a contracted post is operational.
When a guard does not call in, the issue is not simply administrative. It can mean:
Call Manager provides live book on/off monitoring with a traffic-light status. It also supports GPS-verified check-in, giving the control room a stronger view of attendance at the relevant site.
When a missed call is detected, the system can escalate through:
The purpose is straightforward: identify the missed call quickly and give the operation a structured opportunity to resolve it.
For a security company, this is a direct commercial protection measure. Faster escalation can reduce client complaints, support contract compliance and help recover operational control before a missed check-in becomes a wider incident.
Clients want visibility. They want to know whether shifts have been covered, whether invoices are current and whether the contract is being managed properly.
Operations teams should not have to answer the same status questions repeatedly by email.
Client Portal gives each client a dedicated login for access to:
The information remains current within the system. This creates a more professional client experience and reduces unnecessary administration for the control room.
For security contractors competing for new work, client visibility is also a useful differentiator. A well-managed portal can support a stronger service proposition alongside professionally trained guards, personal supervision and clear operational reporting.
An expired SIA or DBS record is not a reminder to deal with later. It can affect whether an employee should be deployed and can create serious questions for the contractor responsible for the site.
Manual expiry tracking is vulnerable to missed dates, outdated spreadsheets and unclear ownership.
The platform monitors SIA and DBS expiry dates automatically. Reminders are sent before anything lapses, helping operations and compliance teams act in advance.
This supports a more controlled process for:
The system does not remove the responsibility of the security company to maintain proper checks. It helps make those checks visible, timely and easier to manage.
For companies working towards or maintaining SIA ACS standards, structured records and consistent procedures are particularly important. KGFM also provides guidance for companies navigating SIA ACS requirements.
BS7858 screening is a fundamental part of security recruitment. It is also a common area of administrative pressure.
The platform includes a built-in screening process covering:
These records are managed from application through to hire. That gives the recruitment and operations teams a clearer view of progress and outstanding information.
This matters commercially. BS7858 screening is not simply a recruitment preference. It is often expected as part of a tender, audit or client assurance process. If a contractor cannot explain how personnel are screened and recorded, confidence can be affected before the contract begins.
The system supports a consistent process while allowing the security company to retain control of its recruitment decisions.
You can also review KGFM’s wider recruitment services for professionally trained security personnel.
The platform also manages the operational information that sits behind finance and client administration.
Hours are collated per employee and per period, ready to import into a separate payroll package. This reduces the need to gather information manually from multiple rota sheets, messages and attendance records.
Invoices can include per-site and per-employee billing lines. They are VAT-inclusive and can be exported to CSV for accounting software.
This supports clearer reconciliation between the service delivered, the hours recorded and the amount invoiced.
Security staff can log incidents from their phone. The control room can then review the report and take the appropriate next action.
This provides a more structured route from an incident at site to management review. It also helps ensure important information is not lost in informal messaging channels.
Approved leave is checked automatically before anyone is rostered on. This helps prevent avoidable conflicts between holiday approval and operational cover.
The platform is modular. You can buy the part that addresses your immediate operational problem or use all three packages together.
The underlying licence and compliance tracking, invoicing, payroll export, BS7858 screening, incident reporting and leave management functions are included across the packages. They are not sold separately.
For companies that need a complete control room system, the combined bundle brings the operational functions together.
Use code KGFM20 to receive 20% off your first year on any package, individually or combined.
Compare the packages and view the bundle
The platform was created from the operational side of the industry.
KGFM understands that security control rooms manage more than shifts. They manage client expectations, compliance obligations, payroll information, attendance evidence, incident reports and the consequences of small failures.
That is why the platform focuses on practical control:
Better control room administration supports better security delivery.
You can explore the demo account before making a decision. No card is required.
If you would prefer to discuss your operation, contact KGFM directly:
KGFM LIMITED
60 Tottenham Court Road, Fitzrovia, London W1T 2EW
Telephone: 0203 4321635
Email: info@kgfm.co.uk
Website: kgfm.co.uk
The control room behind the guards should be organised, responsive and accountable.
Run the workforce properly. Protect the contract.
Company number (UK) 16127887
60 Tottenham Court Road,
London W1T 2EW
Tel: 0203 432 1635
Email: info@kgfm.co.uk
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