Security Guard Management Software for Smarter Security Operations

Novagems connects three workflows into one system: guards in the field, managers at the dashboard, and clients in the portal.

For Guards

1. Clock in via the Novagems mobile app. Geofencing verifies they are physically at the assigned site before allowing clock-in.
2. Complete patrol routes, the app tracks their GPS path continuously and records checkpoint scans (NFC tap or QR scan) at each patrol point.
3. Report incidents directly from the app with photos, GPS location, and timestamps attached automatically.
4. Clock out at shift end. The app stops tracking and records accurate hours worked.

For Managers

1. Build schedules using drag-and-drop shift assignment. The system flags conflicts, overtime risks, and certification mismatches before you publish.
2. Monitor guards in real-time on a live GPS map showing every on-duty guard across all sites simultaneously.
3. Receive instant alerts when a guard doesn’t clock in on time, misses a checkpoint, or triggers an overtime threshold.
4. Generate reports, patrol summaries, incident logs, and timesheet data are compiled automatically.

For Clients

1. Receive client-ready reports covering patrol activity, incident documentation, and GPS coverage proof.
2. Receive automated reports, weekly or per-shift reports delivered directly without manager intervention.
3. See the evidence, timestamps, GPS routes, checkpoint scans, and photos prove exactly what coverage was delivered.

This three-way workflow is what separates security-specific software from generic workforce tools. Platforms like Connecteam or Deputy handle basic scheduling, but they lack checkpoint tours, security-specific incident reporting, and client-ready reporting, the features that security companies need to win and retain contracts.

Employee Scheduling

Novagems scheduling lets managers build conflict-free weekly schedules in minutes using drag-and-drop shift assignment. The system automatically checks for double-bookings, overtime limits, certification requirements, and guard availability before allowing a shift to be assigned.

• Shift templates, create reusable schedule patterns for recurring weeks
• Open shift management, broadcast available shifts to qualified guards when callouts happen
• Shift confirmations, guards confirm their shifts 24 hours ahead, with alerts for unconfirmed shifts
• Overtime threshold alerts, visual warnings at 35 hours, hard alerts at 40

Real-Time GPS Tracking & Geofencing

GPS tracking shows the live location of every guard on a map. Geofencing creates a virtual perimeter around each site; guards can only clock in when they are physically within the boundary.

• Live map dashboard, see all on-duty guards across every site at once
• Geofenced clock-in/out, eliminates buddy punching and off-site clock-ins
• Patrol route recording, GPS path is recorded continuously during each shift
• Missed clock-in alerts, notified within 5 minutes if a guard doesn’t show up

Checkpoint Tours (NFC & QR)

Checkpoint tours verify that guards physically visited specific patrol points. NFC tags or QR codes placed at key locations (entrances, stairwells, parking areas, perimeter gates) create a time-stamped digital record when scanned.

• Proof of patrol, each scan records the guard, location, and exact timestamp
• Missed scan alerts, managers are notified immediately if a checkpoint is skipped
• Route compliance, verify guards follow the correct patrol sequence
• Client reports, checkpoint data feeds directly into automated client reports

Incident Reporting

Guards file professional incident reports directly from the Novagems app, with photos, GPS coordinates, and timestamps attached automatically. No more handwritten reports or delayed documentation.

• Photo and GPS-stamped reports, filed in real-time from the field
• Customizable report templates, general incident, trespassing, theft, property damage, medical emergency
• Instant delivery, reports reach managers and clients immediately
• Searchable history, all incidents logged and filterable by site, guard, date, or type

Client Reporting

Give clients direct access to patrol data, incident reports, and coverage proof. Automated report delivery eliminates the hours managers spend building manual client reports.

• Self-service portal, clients log in to see reports on their schedule
• Automated delivery, weekly or per-shift reports sent automatically
• Branded reports, your company name and logo on every report
• Coverage proof, GPS routes, checkpoint scans, and timestamps in one view

Time Tracking & Payroll Timesheets

Geofenced clock-in ensures accurate time records. The platform calculates regular hours, overtime, and break compliance automatically, then exports payroll-ready timesheets to your existing payroll provider.

• Geofenced clock-in/out, precise time records, no manual entry
• Overtime calculation, automatic 1.5x flagging after 40 hours (or custom thresholds)
• Break tracking, verify compliance with state break laws
• Payroll export, one-click export to your payroll system

Novagems is built for security companies managing 10 to 1,500+ guards across multiple sites. The platform serves:

Industries served: contract security, in-house (proprietary) security, mobile patrol, event security, construction site security, commercial property security, and cleaning companies.

Most security companies are fully operational on Novagems within 1-2 business days. The process:

1. Sign up for a 14-day free trial
2. Add your sites, enter addresses and set geofence boundaries
3. Add your guards, import from CSV or add manually
4. Place checkpoints, stick NFC tags or QR codes at patrol points (tags cost $0.50-$2.00 each)
5. Build your first schedule, drag-and-drop shifts, publish, and guards receive notifications
6. Go live, guards clock in via the app, and you see everything on the dashboard

Need help? Novagems provides dedicated onboarding support on every plan, including a walkthrough of your specific setup.