19.1 Guarding Suite: Glossary

Updated Aug 01, 2020

This glossary defines many of the common terms used throughout the TrackTik User Manuals. Use it as a reference and to navigate the manual. Refer back to it often as you learn about guarding suite features and best practices.

Activity Feed: The Activity Feed is a real-time feed of activities occurring in the field. The feed will populate as officers perform activities such as scanning checkpoints, writing reports, clocking-in/out, etc.

Back-Office: TrackTik’s Back Office Suite is engineered to bring fluidity to your operations as it seamlessly integrates the Guarding Suite and Mobile Suites with your customers’ billing terms and employees’ pay details to bring efficiency across your organization. By managing contract details in TrackTik; scheduling shifts, patrols and supporting additional requests, automatically populate billing and permit you to provide accurate and transparent details to your customers. Template and live schedules help you plan smarter and deliver better helping you in reducing costs and increasing profits. Employees benefit from easily distributed schedules, visibility on available shifts and receiving shift and post details automatically.

Broadcast Message: The Broadcast message option is designed to send mass messages to active guards. This is commonly used to alert guards to adverse weather conditions, Amber alerts and developing situations.

Checkpoint: A point inside or outside a building where an inspection is needed. Read more about checkpoints here.

Checkpoint Tour: A Checkpoint tour is used to guide the user through a series of Checkpoints; a point inside or outside a building where an inspection is needed. A Checkpoint tour will organize the visit of different areas throughout the site, whether it is indoors or outdoors.

Client: Stand-Alone site with no association to a multi or any other site.

Client Portal License: The client portal provides a way for clients to access a dashboard that will show activities completed at their site. Clients will only have access to the site where the client portal is created. If a client has multiple locations, a Master Site can be used to provide the client access to sub-sites.

Daily Activity Report (DAR): Summary Reports are used to compile all activities completed over the course of a day or shift. The summary report notifications automatically send these reports to site contacts. This is a way to automatically send a client a summary of all activities performed at their site by dssay or by shift.

Device License: Device Licenses can be created for mobile or dedicated guards. Mobile guards will need a zone license, which grants them access to all sites assigned to the zone. Dedicated guards will use a site license, which assigns their device to only work at a specific site.

Employee: Security industry personnel defined as users in the TrackTik Solution.

Geo-Fence: Ability to find an area (geo-localisation) A virtual barrier; you can track, via GPS, your workforce and provide real-time notifications as users enter or exit the geographical boundaries you've defined. Read more about geo-fences here.

Guarding Suite: With Guarding Suite, be in charge of your security operations with tools that empower you; build report templates, plan guard tours, quickly respond to incidents and stay informed of all activities. Equip your in-field employees with easy-to-use software that decreases the time it takes to respond to incidents and keeps the information they need at their fingertips. Improve efficiency by cutting down on wasted time and excessive paperwork through digitization and automation of your processes. With a dashboard that puts all the information you need right in one place and powerful analytics tools, spend less time organizing your operations and more time running them.

Incident Analytics: TrackTik's automated reporting based on incident categories. Access the incident analytics under the Operations Reports tab. Incident reports completed by officers will feed information into the incident analytics for the site. These charts are populated by field data in real-time.

Incident Categories: Incident Categories provide a validated list of the different types of incidents guards may encounter. The list of Incident Categories drives other functionality in the system such as notifications, incident analytics and sub-forms (conditional report fields).

Incident Report: The incident report provides all of the basic fields required to properly document an incident. This report should be completed for EVERY incident on the property. To correctly use this form, make sure to create incident categories and setup site locations. Officers will then be able to tag a location and incident type in the report, which will relay the information to your incident analytics.

Live Dashboard: The Live Dashboard provides an overview of all field operations. As officers complete different activities in the field, the dashboard will update in real-time to show activities. This provides management and dispatch better visibility into what is happening in the field. Along with the monitoring features, the Live Dashboard also provides the ability to message guards and access different areas of the system.

Message Board: The Message Board is centralized communication tool. Clients, officers and managers can all access the Message Board for their site to post and view messages. You can adjust the permission levels so clients and/or guards have a "read only" access as well.

Mobile Suite: With the Mobile Suite, improve the response and efficiency of your mobile services. Optimize scheduled patrol efficiency while ensuring completion with features built specifically for the security industry. Handle unexpected requests with ease, through a variety of tools to better manage the available resources or redistribute tasks as needed. Configure patrol and dispatch event details by service and customers to provide employees with the right information at the right time so they can deliver the tailored services your customers’ have come to expect. Increase accountability across your workforce and improve the accuracy of information being provided to clients.

Multi-Site: Parent site, usually the name of a company, that has child sites (sub-sites) attached to it. Multi Sites collect information from the sub-site attached to them. This can be helpful to benchmarking sites that belong to a single account. It is also required for a client to gain access to more than one site using their client portal.

Near Field Communication (NFC): Near field communication (NFC) is a wireless technology that allows a device to collect and interpret data from another closely located NFC device or tag.

Notifications: Configurable SMS & email notifications. Read more about notifications here and here.

On-Site License: On-Site provides a web-browser version of the mobile application that an be used on any computer. This is commonly used at sites where the guard will be working at a desk and has access to a computer. On-Site provides basic functionality for creating reports, viewing post orders, time-keeping as well as some functionality specific for supervisors.

Post Order: Post Orders are generally instructions or procedures for your guards. They can be available at a specific site or at a specific zone. Post Orders provide a way to document the standard operating procedures for any site. These documents provide officers instructions on how to handle certain situations that may arise during their shift. Post Orders can contain images, text or attachments. examples of post orders include; Emergency procedure (fire evacuation procedure), Site-specific or zone-specific Instructions (policy or code of conduct), site-specific map (Map of the location of each checkpoint in the building).

Position: Positions are essentially the same as Posts and dictate where or how the Guard will be working at the Site. Positions are required in order to create device licenses as well as for preparing schedules and for billing. Positions in TrackTik allow administrators to set rules for the position including site requirements, service period, bill items, bill rate and employee pay.

Quick Reference Code (QR Code): A machine-readable code consisting of an array of black and white squares, typically used for storing URLs or other information for reading by the camera on a smartphone.

Site: Location where an employee either works or data is collected for activities being performed there. When defining new clients, this name is for child sites of a multi-site.

Site Location: Site locations are a critical component of incident analytics. This tool is completely customizable and flexible enough map out any site in a simple outline format. It is recommended that the site locations be identified in collaboration with the client. Some sites may be setup with a granular site locations list where others may be more basic and high-level.

Simple Dispatch: The Simple Dispatch is a complimentary tool in TrackTik. This allows administrators to send report forms to guards. The report form acts as a task and the  guard will be able to update their status of the task until the report is completed. Completing a task requires the officer to complete a few steps such as updating the task to "In Progress", completing the report and closing the task. The status of the task will show in the Live Dashboard.

SMS Notification: Notification by text message.

Zone: Grouping of sites where one employee can access those sites. Read more about zones here.

 

Previous Article 18.1 Bulk Assignments: Overview
Next Article 20.1 Guarding Suite: New Features May 2020

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