Rotas
Build rotas around sites, posts and shift patterns.
Features
Security Workforce ManagementSoftware Features.
Every confirmed WF Ninja module across scheduling, the control room, field operations, compliance, people, clients, subcontractors and finance.
Capability
01
SmartRotas
Build complex multi-site schedules without the spreadsheet headache.
Multi-site schedule · Week 32
02
LiveVisibility
Know what's happening across your operation right now.
Live worker status
On site 41En route 4Break 2
03
SIACompliance
Stay ahead of licences, training and expiry dates.
Licence timeline
SIA 1188Action needed
First aidValid
CCTV 3390Action needed
InductionValid
04
Welfare
Make welfare checks visible, accountable and actionable.
Welfare escalation
11:00 check due · Site 004
11:04 no response
11:05 supervisor alerted
11:09 confirmed safe
05
Payroll
Turn verified hours into payroll-ready data.
Verified hours
07:58 – 16:04
08:02 – 20:11
19:55 – 04:03
Payroll export
8.10 hrs · Std
12.15 hrs · OT
8.13 hrs · Night
06
FieldApp
Give every person in the field a direct connection to the operation.
Today
07:58
Clocked in · Site 001QR check-in✓
GPS verified✓
Welfare 11:00✓
Incident report✓
Complete capability
Every WF Ninja module, in one place.
WF Ninja connects scheduling, the control room, field evidence, compliance, people, clients, subcontractors and finance in one workflow: Plan → Schedule → Deploy → Verify → Monitor → Manage → Report → Charge → Pay.
Scheduling
Plan the people, cover and availability behind every site.
Skills-based Scheduling
Match officers to posts by the skills and licences each site requires.
Availability-based Scheduling
Schedule around the availability officers have given.
Open Shifts
Publish uncovered shifts so suitable officers can pick them up.
Shift Swaps
Let officers request swaps with manager approval kept on record.
Control Room
See who is on post and what needs attention, live.
Live Guard Map
See officer locations from the control room.
Geofences
Configure site boundaries used for book-on and book-off.
Patrol Monitor
Follow patrol progress, late rounds and missed checkpoints.
Welfare / Lone-worker Checks
Timed welfare checks for officers working alone, with WhatsApp notifications for welfare and not-booked-on alerts.
Field
The web field app is live; Android and iOS store apps are coming soon.
Photo + GPS Book On/Off
Attendance photos captured inside the site's GPS radius.
NFC Patrols
Tap NFC tags at checkpoints to prove each point was visited.
GPS Patrols
Verify patrol rounds by GPS location without extra hardware.
QR Patrols
Scan QR codes at checkpoints for a timestamped record.
QR + GPS Verified Camera
Timestamped photos verified by QR code and GPS location.
Incident Reporting
Log incidents from the field with timestamped evidence.
Site Task Lists
Tasks attached to the site and shift, completed from the app.
Compliance
Keep every officer deployable and every record auditable.
SIA Licence Tracking
Store SIA licence details and expiry dates for each officer.
Documents & Onboarding
Collect documents and onboard new starters in one place.
Training & Right-to-work Records
Keep training and right-to-work records against each person.
Expiry Reminders
Upcoming licence, training and document expiries surfaced early.
People
Leave, holiday and access control, tied to the rota.
Leave Management
Receive and approve leave without separating it from the rota.
Holiday Accrual & Holiday Pay
Track holiday accrual and holiday pay for each officer.
Roles & Permissions
Control what each user can see and do.
Audit Trail
A record of who changed what, and when.
Clients
Controlled visibility and a structured way to ask for work.
Client Portal & Request Centre
Clients view relevant operations and raise requests.
Client Reports & SLA Reporting
Reports on attendance, patrols and incidents, measured against agreed service levels.
Subcontractors
Extend your operation without losing oversight.
Subcontractor Portal
Portal access for subcontractor companies.
Subcontractor Charging
Charge and reconcile subcontracted work.
Subcontractor Officers & Reports
Subcontractor officers use the field app; activity is reported centrally.
Finance
From approved hours to payroll and client invoices.
Timesheet Approval
Review scheduled versus actual hours and exceptions before approval.
Charging & Invoicing
Build client charges and invoices from delivered work.
Payroll & Payroll-ready Exports
Run payroll workflows and export structured, approved hours.
Connected capability
Built around the decisions security teams make every shift.
One operational record connects planning, field activity, compliance review and approved hours.
Rotas & Skills-based Scheduling
Build site cover around skills, availability, open shifts and shift swaps.
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.
07
Client Portal and request centre
Give clients controlled visibility, reports and a structured place to submit operational and additional-cover requests.
08
Subcontractor operations
Coordinate subcontractor charging, portal access, field officers and reports while retaining central operational oversight.
09
Timesheet approval
Review scheduled and actual hours, overtime and exceptions before approving payroll-ready exports.
10
Charging and invoicing
Connect delivered shifts and approved work to client charging and invoicing without rebuilding the operational record.
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.
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