Using Optional Security Workforce Tools

Use the optional Security workspace

Super Admin controls four separate modules: post instructions, licence eligibility, coverage alerts, and incidents/handovers. Each is off unless granted to the organisation. They can be assigned to suitable organisations through Org Permissions; Industry Templates controls new-account defaults. Existing organisations are not activated by changing a template.

Set up posts and instructions

1. When a module is enabled, open Security Workspace.
2. In Posts & instructions, choose Add post, enter a name and select an active location.
3. If post instructions are enabled, open Instructions, enter the current directions and choose Publish new version.
4. Attach the post to the appropriate saved roster shift in Shifts.

Organisation Admins manage owned locations; Managers need a location assignment. Team members see only posts attached to their published assigned shifts. They select I have read these instructions to acknowledge the current version. Publishing changes creates a new version requiring a new acknowledgement; earlier versions and acknowledgements are retained.

Check licence and qualification records

When licence eligibility is enabled, choose Qualifications for the post. Select its existing organisation Compliance requirements and choose BLOCK or WARN. BLOCK prevents assignments lacking verified qualifications valid for the whole shift's organisation-local dates. WARN allows an assignment while displaying the findings. Update and verify evidence through the separate Compliance tracker; this setting reads those records rather than verifying a licence itself.

Assigned post context is checked when affected roster details change. Copying a security-attached shift requires a reviewed new post assignment rather than silently dropping its context. Ordinary shifts without an attached post retain their normal workflow.

Configure coverage reminders

1. Open the post's Alert settings when coverage alerts are enabled.
2. Enable the post's rule and set the grace period after scheduled shift start.
3. Set the escalation interval and, optionally, an eligible Admin or assigned location Manager.
4. Save and wait for confirmation.

Coverage checks published post shifts for an unassigned worker or a missing actual shift-linked clock-in. Initial alerts go to eligible organisation Admins and assigned location Managers. Escalation uses the named eligible recipient or falls back to authorised Managers and Admins. Arrival, cancellation or shift end resolves the exception. Alerts use in-app and supported push notifications; no email is sent. A missing or unusable device subscription can prevent a push reaching that device.

This is a missing-arrival reminder, not continuous attendance tracking, emergency dispatch or lone-worker monitoring.

Submit and review restricted reports

1. For an assigned published post shift, open Shifts and add an incident or handover when reports are enabled.
2. Enter factual details and save.
3. Authorised location Managers and Admins review submitted records in Reports, marking them reviewed or returning them with a correction note.
4. Only the author can correct and resubmit a returned report.

Reports are restricted to their author and authorised location Managers/Admins. The separate Audit trail records changes and decisions. Reports, instruction versions, acknowledgements and audit history retain their recorded identities even if an original account or shift is removed. Notification messages do not include private report contents.

If a tool is missing or a save fails

Ask Super Admin to check the individual module grant and your location access. Disabling a module removes its tools and stops its relevant background work while retaining history. A stale revision or changed permission requires reloading before saving again. Keep an unsaved form open when a connection problem occurs; it is not a confirmed record until saving succeeds.

Plan Security patrol runs

Security Workspace is a direct sidebar link, at the same level as NDIS Support. Super Admin can independently enable Security Patrol Runs and Security Shift Notes in Org Permissions, or set creation-only defaults in Industry Templates. Both new tools require a Security organisation and remain off for existing organisations until explicitly granted. Turning a tool off removes access while retaining its records.

1. Open the roster and add a shift. When Patrol Runs is available, choose Regular shift or Patrol shift.
2. For Patrol, select 2–20 different active locations. Managers can choose only locations they manage.
3. Use the labelled move controls to arrange the visit order, and enter notes for each stop.
4. Save the shift through the normal roster workflow. The selected primary roster location remains the payroll and clock-in base; stops do not create separate paid shifts or clock records.

Assigned workers can open patrol details from their personal roster. Use individual stop directions or the ordered route links to open Google Maps. Longer routes are split into parts to respect mobile waypoint limits. Links share addresses or coordinates only, with no stop notes, access codes or internal identifiers. Maps opens separately; there is no paid routing API, automatic stop-order optimisation, continuous tracking or proof of a visit.

Record timestamped shift notes

1. Open Dashboard → Security shift notes while clocked into your published rostered shift.
2. Enter a factual individual note and choose Save shift note. The server adds its recording time automatically.
3. After clock-out, previous notes remain in the same area. Search up to eight whole words and filter by recording date. Managers/Admins can switch between their own notes and organisation notes.
4. Authors can edit their own notes. The recording time remains unchanged and the original and edited versions are retained in the audit history.

Unscheduled clock-ins cannot create these shift notes. Within ShiftRova, only the author and the selected organisation’s Managers/Admins can access them. Note bodies and audit details are encrypted; whole-word search uses a keyed index. Dates and displayed times use the organisation timezone. Disabling the feature keeps history but closes access until it is enabled again.

Forward a note by email

1. Choose Forward by email on a note you can access.
2. Enter the recipient and select Preview email. Review the exact recipient, subject and note content.
3. Confirm that you have reviewed the recipient and note, then choose Confirm and send email.
4. Check the outcome. Creation, edits, forwarding attempts and sent, failed, suppressed or pending outcomes are recorded in Audit history.

Email forwarding shares the chosen note outside ShiftRova with the recipient you select. Test organisations and reserved fictional addresses do not send external email. If delivery is pending or uncertain, check the audit history before beginning a different attempt; retrying the same request does not send a duplicate.