HR software for security and cleaning contractors, across every client site.
Officers and cleaners spread over many clients’ premises, early starts and nights, licences that must stay in date, and a team that changes every month. Rotas by site, clocking at each client site, and every licence and right to work tracked.
14 days free · no card needed
Staff file · Daniel Okafor
Security officer · 3 client sites
SIA licence · security guarding Expires Mar 2028
Right to work Follow-up due 2 Dec
First aid at work Expires in 20 days
Site induction Done 4 Sep
3 of 4 in order
What keeps contract managers up at night
-
“Is every officer’s SIA licence in date?”
Each licence on file
The licence number, sector and expiry are recorded, and HR is told 60, 30 and 7 days before it runs out.
Training and checks -
“Who is actually on site?”
Clocking at every client site
A kiosk or a QR code that changes every 30 seconds at each site. Phone clocking is checked against the site and flagged for a manager by default, or stops the clock if you choose.
Clocking and kiosk -
“Right to work for a changing team”
Checked before the first shift
Each check recorded with its evidence before they start, and follow-ups reminded from 90 days before they’re due.
Right to work -
“Someone drops out at 5am”
Open shifts and swaps
Offer the shift in the app, a colleague takes it, and the manager confirms with the checks already done.
Rota and shifts
Client sites
Each client’s premises, its own rota and its own clock.
Add each client site as a site, with its own rota and supervisors, and someone who works at several sites has their hours checked together. Staff clock in at a tablet kiosk that takes a PIN or a card and keeps working if the Wi-Fi drops, or from a QR code on the wall that changes every 30 seconds.
Hillside · staff door
ExampleScan with the KivoHR app to clock in
A new code every 30 seconds
Staff use the app
Officers and cleaners see their shifts on their phone.
They see where they’re working and when, take an open shift, ask for a swap and book holiday from the KivoHR app. Missing mandatory training can stop a shift being given to them, so nobody arrives at a client unprepared.
My shifts
Mon 2 Nov08:00–16:00
Hillside · Care assistant
Tue 3 Nov08:00–16:00
Hillside
Open shift · Sat 7 Nov Weekend
Mon 9 Nov12:00–20:00
Hillside
Security and cleaning: common questions
Does KivoHR track SIA licences?
Yes. Each licence’s number, sector and expiry are recorded, and HR is told 60, 30 and 7 days before it runs out.
Can each client site have its own rota?
Yes. Add each client site as a site, with its own rota and supervisors. Someone who works at several sites has their hours checked together.
How do staff clock in at a client’s premises?
At a tablet kiosk that takes a PIN or a card and keeps working if the Wi-Fi drops, or a wall QR code that changes every 30 seconds. Phone clocking is checked against the site.
What if someone drops out of a shift?
Offer the shift in the app. A colleague takes it, and the manager confirms with the checks already done.
Every site covered, every licence in date.
14 days free, no card needed.