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Toronto Security Company Enhance Their Scheduling and Reporting Processes 

This case study describes how a Toronto-based security company implemented a more sophisticated scheduling and time & attendance process to streamline tasks such as daily employee scheduling, absence requests, accurate payroll billing and tracking their guards' check-in and out times.

Organization 

This is a security guard client based in Scarborough, Toronto (Name Confidential). They have provided high-quality security guards across Toronto for more than 30 years. They have a detailed understanding of various sectors’ operational requirements that allows their security guards and support personnel to deliver a client-centric service experience that’s friendly and relatable. The services they provide include security guards, condo concierge teams, loss prevention, mobile patrol, virtual monitoring, security integration and emergency planning. 

Location: Toronto, Canada 

Industry: Security 

Company Size: 200-500 employees 

Challenges 

This security guard company needed to implement a more sophisticated scheduling and time & attendance process to streamline tasks such as daily employee scheduling, absence requests, accurate payroll billing and tracking their guards’ check-in and out times. Prior to adopting Celayix, they had spent excessive amounts of time scheduling their employees.

“We use Celayix for building multiple site schedules on a monthly basis with utmost accuracy and least efforts. This is mainly due to the alerts we get regarding employee eligibility, time off schedule, double booking conflict etc. It has proven a very efficient tool.”

Scheduling Supervisor 

They would, at times, suffer from inaccurate billing, double booking of employees and had little control over whether their employees would arrive at their site on time or not. For these reasons, they decided to make the switch to Celayix. 

Solution 

Celayix provided all the answers to their difficulties and more. Our scheduling and time & attendance software coupled with the employee app for employees provided the ideal suite of features that facilitated them to cut down considerable amounts of time on their scheduling while also giving them the peace of mind of knowing that their guards are on-site and on time.

When it comes to streamlining their payroll and billing management they are now able to generate multiple reports, daily, for numerous purposes. These include verifying employee worked hours, client billing hours, open hours, overtime hours, safety check logs, employee book offs/ late for attendance management, last worked history reports, tracking training, non-billable hours and much more.

Our notifications and alerts have considerably cut down on their scheduling errors. They are now notified when they double book a security guard for a shift and receive emails when someone requests a specific amount of time off. Through these features this company has been able to stay mistake-free when scheduling their security guards that aren’t available for certain shifts, mitigating any friction between staff and management. 

Results 

Easy Report Generation

They are now able to generate multiple reports on a regular basis with confidence using Celayix. With all their data stored within their Celayix account, they don’t need to stress over using Excel or different platforms to manually create reports for both their employees and clients. 

Accurate Employee Tracking 

Our employee app has allowed this security guard company to accurately track their employees when it comes to their check-in/ check-out and guard location. Our geofencing feature facilitates their staff to only clock in and out in a specific geographic area, eliminating the occurrence of time fraud. 

Increased Scheduling Efficiency 

Due to their large workforce and various sites, they schedule employees on a month-to-month basis to avoid any errors and be sure that they have chosen the right guards for the right shifts. They are now able to schedule their employees “with utmost accuracy and least efforts” thanks to our rules engine. Our engine ensures that they will be alerted if they both double book and schedule employees who are taking time off.

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