🔐 ADMIN GUIDE
Managing sites, guards, and reports
📊 Overview Tab
Your dashboard. Shows total scans, today's scans, number of active guards, and active sites. The Recent Activity feed shows the last 10 check-ins in real time. If a scan shows a red ⚠ Flagged badge, that guard scanned more than 8 times in 10 minutes — worth investigating.
📋 Scan Log Tab
Full history of every check-in. Use the filters at the top to narrow by site, guard name, or date. The ⬇ Export CSV button downloads all scan data as a spreadsheet — same format as your existing Excel reports — ready to print or email to a client.
🏢 Sites & QR Tab — Adding a Site
Tap + Add Site and fill in:
• Client Name — the business name (e.g. Exclusive Furniture)
• Site Name — short code (e.g. EF1, SC2)
• Number of checkpoints — how many QR codes for this site
• Location — paste a Google Maps link (see guide inside the form)
• Geofence radius — how close guards must be (150 ft recommended)
• Checkpoint names — one per line (Front Entrance, Back Door, etc.)
📍 How to Get Google Maps Location
1. Open Google Maps on your phone
2. Search for the site address
3. Long press on the exact building until a red pin drops
4. Tap the address bar at the bottom
5. Tap Share → Copy Link
6. Paste the link in the Location field — coordinates are read automatically
🖨 Printing QR Codes
In Sites & QR, tap 🖨 QR Codes next to any site. You will see all QR codes for that site numbered automatically (101, 102... or 201, 202...). Tap Print QR Codes to print them. Laminate them and stick them at each checkpoint. If a QR code is damaged, just reprint — the codes never expire.
👮 Guards Tab — Adding a Guard
Tap + Add Guard and fill in:
• Full Name — Last, First format
• 4-digit PIN — must be unique, give it to the guard privately
• Assigned Site — which site this guard patrols
To remove a guard, tap ✕ next to their name. Their scan history is kept even after removal.
⏰ Reminder Intervals
Guards set their own reminder interval when starting their shift (1, 2, or 3 hours). The app automatically calculates their full patrol schedule based on their shift length and reminds them at exactly the right times — including a final warning 25 minutes before shift end.
⚠️ Flagged Scans
A scan is automatically flagged if a guard submits more than 8 scans within 10 minutes. This may indicate someone is scanning rapidly without actually walking the route. Check the scan log and look at the timestamps — if checkpoints were all scanned within seconds of each other, follow up with the guard.
⭐ FAQ: What does the Rating mean?
Each scan gets an automatic rating based on two factors:
• GPS Accuracy — how precise the phone's location reading was
• Distance from checkpoint — how close the guard was when they scanned
Excellent — very close, very accurate GPS
Very Good — close, decent GPS
Good — within range but GPS was less precise
A consistent "Good" rating from one guard may mean their phone has weak GPS — not necessarily misconduct.
🔀 FAQ: How to move a guard to a different site
Go to Guards tab. Tap ✕ to remove the guard, then tap + Add Guard to re-add them with the same name and PIN but select the new site. Their old scan history is preserved. This takes about 30 seconds.
🔑 FAQ: Guard forgot their PIN
Go to Guards tab → ✕ remove the guard → + Add Guard and re-add them with a new PIN. Give them the new PIN privately. Takes 1 minute. The guard's scan history from their old record is still visible in the Scan Log.
⏸ FAQ: How to temporarily deactivate a guard
The app does not have a "suspend" button yet. The fastest way is to go to Guards tab → ✕ remove the guard. Their history stays in the scan log. When they return to active duty, add them back with the same or a new PIN. This takes under a minute.
📊 FAQ: How to share scan reports with a client
Go to Scan Log tab. Filter by the client's site using the Site dropdown. Set the date range if needed. Tap ⬇ Export CSV. A file downloads to your device. You can:
• Email it directly to the client
• Open it in Excel or Google Sheets and format it before sending
• Print it for a paper report
The columns match your existing Excel report format — Client, Site, Checkpoint, Officer, Date, Rating, Notes.
🕐 FAQ: How are shift hours tracked in reports?
Every time a guard taps START SHIFT and later END SHIFT, that shift is recorded with exact start time, end time, duration, and total scans. This data is visible in the scan log — each scan shows the guard name and timestamp. Future versions will include a dedicated Shift Report tab.