Rotas & Skills-based Scheduling
Build site cover around skills, availability, open shifts and shift swaps.
Security Operations &Workforce Management Software.Security Operations& WorkforceManagement Software.
From rota to payroll — connect your control room, field officers, compliance and finance in one platform.
Already registered? Sign in to wfninja.co.uk
- SIA licence tracking
- GPS, NFC & QR patrols
- Live guard map
- Sage, Xero & QuickBooks
The reality
People move. Sites change.Your system keeps up.
Keep the control room, officers, clients and subcontractors working from the same live operational record.
Product tour
One shift, from rota to payroll.
Follow a single illustrative night shift through WF Ninja and see how one record connects the rota, field team and payroll.
Rota · Week 42Illustrative
Mon
Tue
Wed
Thu
Fri
Sat
Sun
Riverside Retail Park · Main gate
14/10/2026 · 18:00–06:00
Rota · 1 of 9
Build the shift on the visual rota
Create the night shift from a template and pattern rotation. It sits on the rota with its site, post and required SIA licence.
Suggested officersIllustrative
Officer A. Patel
SIA valid · available · 4 mi
Officer J. Reid
SIA valid · 31h left
Officer M. Khan
11 mi away
Rota · 2 of 9
Officers ranked and auto-filled
Scheduling intelligence ranks suitable officers and explains why: licence, availability, distance and hours left. Safe auto-fill picks the best match.
Shift confirmationIllustrative
Riverside Retail Park · Main gate
14/10/2026 · 18:00–06:00
Rota published12/10/2026
Confirmed byOfficer A. Patel
Replacement queue2 ranked
Rota · 3 of 9
Published and confirmed
Publishing the rota is separate from staffing it. The officer confirms in the app; if they decline, a ranked replacement is offered automatically.
Field app · Book onIllustrative
Live photoCaptured
GeofenceInside · 18 m
Booked on17:56
Field · 4 of 9
Live photo book-on inside the geofence
The officer books on with a mandatory live photo. GPS confirms they are inside the site geofence, and the Control Room sees them on the live map.
Patrol MonitorIllustrative
Main gateNFC · 19:00
Loading bayQR · 19:14
Car park eastGPS · 19:27
Fire exit 3NFC · Due 19:40
Field · 5 of 9
Patrol checkpoints verified
Patrol routes use NFC, GPS or QR checkpoints. Each scan is timestamped and located, and missed rounds go straight to the exception queue.
Welfare checksIllustrative
22:00 checkOK · 22:01
01:00 checkOK · 01:03
04:00 checkScheduled
Escalation: Control Room after 10 minutes without a reply
Field · 6 of 9
Welfare check answered
Scheduled welfare calls run through the night. An unanswered check escalates to the Control Room, with WhatsApp notifications for the officer.
Timesheet approvalIllustrative
Riverside Retail Park · Main gate
14/10/2026 · 18:00–06:00
Scheduled12h 00m
Actual12h 07m
Approved12h 04m
Payroll · 7 of 9
Scheduled, actual and approved time
Hours are calculated to the minute from the verified book-on and book-off. Managers approve the actual time, and the original schedule stays on record.
Working hoursIllustrative
Officer A. Patel
47h usedLimit 60h / week
Within limit13h left
ExceptionsNone
Payroll · 8 of 9
Checked against working-hour limits
Effective-dated hour limits are enforced on every allocation. Any approved temporary exception is shown on payroll.
Payroll batch · Period 7Illustrative
Base hours12h 04m
Night premiumApplied
Pay statementReady to email
Client invoiceLine added
XeroReady to sync
Payroll · 9 of 9
Pay statement, invoice and Xero
The same approved shift becomes a line on the pay statement, with night premium applied, and a charge on the client invoice, ready for Xero.
Connected capability
Everything operations needs to stay in control.
One operational record connects planning, field activity, compliance review and approved hours.
Live Guard Map & Geofences
See officer locations against site boundaries from the control room.
Photo + GPS Book On/Off
Attendance photos captured inside the site's GPS radius.
Patrol Monitor
NFC, GPS and QR Patrols with timestamped, location-verified checkpoints.
Welfare / Lone-worker Checks
Timed checks, with WhatsApp notifications for welfare and not-booked-on alerts.
Incident Reporting
Incidents and QR + GPS Verified Camera evidence logged from the field.
SIA Licence Tracking
Licences, training and right-to-work records with expiry reminders.
Documents & Onboarding
Onboarding and workforce documents held in one record.
Leave, Holiday Accrual & Pay
Leave Management, Holiday Accrual and Holiday Pay tied to the rota.
Client Portal & Request Centre
Client requests, Client Reports and SLA Reporting in one place.
Subcontractor Portal
Subcontractor Charging, Subcontractor Officers and Subcontractor Reports.
Timesheets, Payroll & Invoicing
Timesheet Approval, Charging, Payroll, Invoicing and Payroll-ready Exports.
Roles & Permissions
Role-based access with a full Audit Trail.
New in WF Ninja
All features →Built for larger, multi-site operations.
One connected workflow
From plan to pay, one connected workflow.
Plan
Set site requirements, skills and cover.
Schedule
Rotas, open shifts and shift swaps.
Deploy
Officers receive shifts in the field app.
Verify
Photo + GPS book on/off and patrols.
Monitor
Live Guard Map, Patrol Monitor, welfare checks.
Manage
Incidents, compliance, leave and requests.
Report
Client Reports and SLA Reporting.
Charge
Client charging and invoicing.
Pay
Timesheet approval and payroll.
01 / 09
Beyond scheduling
The whole operation stays connected.
WF Ninja — UK workforce management & security operations platform
Much more than rota software.
WF Ninja (Work Flow Ninja) is a UK security operations and workforce management platform. It connects the control room, field teams, scheduling, compliance, clients, subcontractors and finance, instead of spreading them across spreadsheets, messaging apps and separate tools. For guarding companies it is security workforce management software covering rotas, attendance, patrols, compliance and payroll. For cleaning and FM teams it runs facilities workforce management across multiple sites.
Security guard scheduling
Rotas, Skills-based and Availability-based Scheduling, Open Shifts and Shift Swaps.
Explore features →Live control room
Live Guard Map, Geofences, Patrol Monitor and Welfare / Lone-worker Checks.
See the platform →Compliance
SIA Licence Tracking, Documents, Onboarding, Training and Right-to-work Records with Expiry Reminders.
Security compliance →Clients & subcontractors
Client Portal & Request Centre, SLA Reporting and a Subcontractor Portal with charging and reports.
Client & subcontractor tools →Field app for officers
Photo + GPS Book On/Off, NFC, GPS and QR Patrols, Incident Reporting and Site Task Lists.
Mobile app →Payroll and invoicing
Approved, verified hours flow into charging, payroll and invoicing.
Workforce payroll →Tailored pricing
One complete platform, priced on company size, active guards and usage.
Pricing →Explore
Everything Work Flow Ninja does, one page at a time.
Integrations
Designed to meet your existing finance stack.
Xero, Sage and QuickBooks are connected today. Other direct connections are planned and marked Coming soon.
Explore integrations →Xero
Live
Sage 50
Live
Sage 200
LiveQuickBooks
Live
Microsoft Dynamics
Coming soonMYOB Business
Coming soon
Security & data
Your operational data, protected.
Tenant isolation
Row-level isolation keeps each company's data separate at database level.
Immutable audit logs
Changes and exports are recorded in logs that cannot be edited.
Location only on shift
GDPR-conscious tracking: officer location is used during active shifts only.
Invite-only access
Nobody joins your account without an invitation and an assigned role.
01
Controlled access
Role-based permissions help keep operational and payroll information with the right teams.
02
Accountable records
Timestamped activity and approval history support investigation and client conversations.
03
Compliance in context
Licences, training and site requirements stay connected to deployment decisions.
04
Operational support
A focused team helps you shape setup around your sites, roles and shift patterns.
Get started
Ready to takeControl?
See how Work Flow Ninja can simplify scheduling, compliance and field operations across your entire workforce.