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Security & Guarding

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Security & Guarding Industry Use Cases

Security and guarding companies face daily operational challenges where information is scattered across WhatsApp messages, phone calls, handwritten notes, or email threads. Storecall helps centralize these workflows using Audits, Logs, and Approvals — improving accountability, traceability, and efficiency.

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🔢 Audit Templates: For Routine Checks & Site Evaluations

Audit templates are best used for scheduled tasks that require site officers or supervisors to perform checks with measurable outcomes.

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1. Guard Shift Handover Audit

  • Used for: Documenting all details when one guard hands over to another.

  • Fields: Equipment handover, site issues, perimeter checks, visitor logs.

  • Pain point: Usually done on paper or WhatsApp voice notes, often lost or not formally reviewed.

  • Benefit: Ensures formal handover and visibility for management.

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2. Site Supervisor Visit Audit

  • Used for: Routine spot checks by area supervisors.

  • Fields: Guard appearance, punctuality, presence of signage, adherence to site protocol.

  • Pain point: Verbal updates or email reports with photos.

  • Benefit: Photo proof, signatures, and real-time reporting.

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3. Night Patrol Audit

  • Used for: Recording details of night patrol activities across multiple sites.

  • Fields: Route covered, anomalies spotted, guard alertness, vehicle mileage.

  • Pain point: Logs kept in vehicle or called in.

  • Benefit: Centralized logs with timestamped entries.

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4. Equipment Readiness Audit

  • Used for: Daily check on radios, torches, chargers, vehicles.

  • Fields: Working condition, battery level, faults.

  • Pain point: Managed through WhatsApp or clipboard checklists.

  • Benefit: Quick access to faulty equipment logs for quick action.

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5. Entrance/Exit Control Point Audit

  • Used for: Ensuring gate procedures are followed.

  • Fields: Entry log matched, visitor signed in, ID scanned, boom gate functional.

  • Pain point: Incidents missed due to assumption.

  • Benefit: Ensures SOP adherence and reporting.

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🔍 Log Templates: For Live Tracking of Ongoing Issues or Events

Log templates are great for capturing live events or ongoing incidents that require updates and escalations.

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1. Incident Log

  • Used for: Recording fights, thefts, or disturbances.

  • Fields: Type of incident, parties involved, time, image proof, action taken.

  • Pain point: Reported late via phone or text with unclear detail.

  • Benefit: Creates timestamped, structured incident record with actions and follow-up.

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2. Vehicle Movement Log

  • Used for: Tracking guard vehicles moving between sites.

  • Fields: Vehicle number, departure time, destination, mileage.

  • Pain point: Paper logs or WhatsApp texts not stored.

  • Benefit: Historical movement tracking for audits.

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3. Equipment Issue Log

  • Used for: Guards reporting issues with radios, uniforms, batteries.

  • Fields: Issue type, image upload, urgency, action required.

  • Pain point: Guards send messages to wrong people or messages get ignored.

  • Benefit: Assign actions to managers with daily reminders.

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4. Visitor Entry Log (Digital Book)

  • Used for: Logging visitors at remote posts.

  • Fields: Name, ID number, purpose of visit, time in/out.

  • Pain point: Books are damaged or lost.

  • Benefit: Cloud-stored logs searchable anytime.

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5. Power or Alarm Failure Log

  • Used for: Recording faults with alarms or power outages.

  • Fields: Type of failure, time reported, location, resolution.

  • Pain point: Delayed WhatsApp updates.

  • Benefit: Instant notification and traceability.

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✉️ Approval Templates: For Requests That Need Authorization

Approvals are used to streamline common requests that require management input.

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1. Leave Request Approval

  • Used for: Guards submitting leave requests to managers.

  • Fields: Type of leave, dates, reason.

  • Pain point: Sent on WhatsApp and forgotten.

  • Benefit: Managers are notified, request is tracked with status.

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2. Shift Swap Request

  • Used for: One guard requesting to swap shifts with another.

  • Fields: Requested date, reason, person to swap with.

  • Pain point: Informal, often not recorded.

  • Benefit: Track and approve changes with transparency.

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3. Uniform/Equipment Request

  • Used for: Requesting uniforms, boots, radios, etc.

  • Fields: Item needed, size, quantity.

  • Pain point: Sent to admin staff on WhatsApp, easy to miss.

  • Benefit: Centralized log with status and action.

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4. Incident Escalation Approval

  • Used for: Requesting management escalation when an incident requires external parties.

  • Fields: Summary, escalation level, reason.

  • Pain point: Manager not aware or notified too late.

  • Benefit: Logs escalations with approval trail.

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5. Post Change Approval

  • Used for: Approving a guard’s move to a different site.

  • Fields: From site, to site, reason.

  • Pain point: Done verbally or informally.

  • Benefit: Keeps HR and operations informed.

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✅ Use of Actions & Reminders

  • In any audit or log submission, you can assign actions to individuals responsible for fixing issues.

  • Each assignee receives an email immediately, and Storecall sends daily reminder emails until the task is completed.

  • This drives accountability and ensures nothing slips through the cracks.

Security companies rely on accurate, real-time reporting. Storecall transforms fragmented communication into a traceable, efficient operational platform.

Want help digitizing your templates? Reach out to our team!

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