Everything between hired and ready to work

Requirements and the compliance score

You say what each person must hold: for the whole company, or for one site, with a weight from 1 to 5. Aegis Nexis scores every person, site and your company from 0 to 100 against those requirements, and shows the working.

• A met requirement counts in full. Due within 30 days counts 70%. Waiting for review counts 50%. Lapsed or missing counts nothing.
• Only records a named manager has approved count.
• A starter set (valid SIA licence, right to work, first aid) is a draft to edit, not a statement of what the law requires of you.

The forecast and shifts at risk

A grid of your sites across the next eight weeks shows where someone will not be covered, and where something runs out during the week. A separate list shows rostered shifts in the next 28 days where the person will not hold a required record on the day.

This is worked out from known expiry dates and the rota. It is a calendar, so a flagged lapse is certain given the data. It is not a statistical prediction. A learned model, for example one that spots who tends to renew late, would need usage history we do not have yet, and we will say so when we build it.

AI helpers, switched on by you

Two helpers, both off until a company owner turns them on. Document reading looks at a photographed licence or certificate and shows what it read beside what was typed, so a manager can spot a mismatch. The weekly briefing writes a short summary of your figures in plain English.

• They only suggest. They never approve a record, change a score or send a message.
• The photo for document reading is sent to the AI provider to read the text. For the briefing, people and sites are replaced by labels such as "Person 3" first.
• Photos only for now (JPEG, PNG, WebP). The AI model in use is a provider "preview" model and may change.

Tasks that run themselves

When a licence lapses, a required record is missing, or something is about to run out, a task appears with the person and the date. When the record is renewed and approved, the task closes by itself. Managers can take a task, release it, or mark it done.

• Tasks that sit unresolved for too long are escalated: three days past due, or open for a week.
• The same situation never creates a second task.

Tasks are created when a manager has the app open, not by a background job. They do not send emails or texts yet.

History, clients and renewal patterns

The company score is recorded once a day for the company and for each site, so you can see the trend. The control tower also scores each client from the sites it uses.

Once there are enough renewals on record, it shows how your people actually renew: how often after the old record had run out, and how early the typical renewal arrives. Until then it says there is not enough history, rather than guessing.

This is description of what has already happened, not a prediction model. A learned model would need much more history than any company has on day one.

Role packs for UK security and FM

Start from a draft set of requirements for manned guarding, door supervision, CCTV operators, key holding, or facilities operatives, then edit it. The SIA licence types follow the SIA's own names.

The packs are drafts based on common practice. Your procedures, your clients' contracts and the SIA's current rules decide what you really need.

An audit report you can print

A dated report for the whole company, for one client or for one site. It lists the requirements applied, each person's score and status, their latest SIA register check and right-to-work check, and an approval history showing who approved each record and when. Print it or save it as a PDF.

The report states what the records show. It is not a statement of legal compliance, and a full audit pack with evidence files attached is still planned.

The compliance register

Every licence, certificate and check for every person, in one place. Each item has a type, a reference, an issue date and an expiry date, and shows as clear, due within 30 days, or lapsed.

• SIA licences, training certificates, right to work, vetting and other items.
• When something is renewed, the new record replaces the old without losing the history.
• The manager's home screen starts with what has lapsed and what is due soon.

Not yet: automatic email reminders. They are next on the list.

Evidence and review

Officers photograph or attach a document from their phone and send it in. A manager opens it, checks it against the details and approves it, or rejects it and says why. Nothing counts as compliant until a person has approved it.

• JPEG, PNG, WebP and PDF up to 10 MB, stored privately.
• Links to files expire after minutes, so a copied link stops working.
• Every decision is recorded with the reviewer's name and the time.

SIA register and right-to-work checks

Record that you checked a person's licence on the SIA public register, or their right to work: the result, the date, the method and who did it. A follow-up date for time-limited status becomes a dated item on the dashboard.

Aegis Nexis records your check. It does not query the SIA register for you, and it does not store passport or share-code details.

Rota and roster

A weekly roster with people down the side and days across the top. Add shifts by person and site, leave shifts open for later, and mark lone-worker shifts. A person cannot be booked on two overlapping shifts.

• Times are UK time. Night shifts that cross midnight are handled.
• Officers see only their own shifts, with the current one at the top.
• Sites show on a map, with positions you set.

Not yet: shift swaps, leave and availability, copying last week, and warnings when someone with a lapsed licence is rostered. This is a rota, not a full replacement for large rostering systems.

The control-room board

Your control room watches one screen. It lists shifts that have not been started on time, lone workers whose welfare check is overdue, shifts about to start, and open shifts that nobody is covering. Each alert shows the officer, the site and its address, how late it is, and the phone number on file with a button to call.

• Operators log every call: no answer, reached and well, reached with a problem, wrong number, escalated.
• If an officer is reached and well, the operator can record the missed start or welfare check for them. It is marked as confirmed by phone by the control room.
• The board refreshes itself every 20 seconds, shows the number of open alerts in the browser tab, and can sound a tone for a new one.
• Control-room staff see shifts, check-ins and phone numbers for their own company. They cannot see licences, documents or settings.

The call button opens your phone or softphone; the board does not place calls itself. There are no automatic texts or emails, so someone has to be watching it.

Lone-worker check-ins

For shifts worked alone, set how often a welfare check is due. The officer confirms they are safe by entering a four-digit key that their manager set. The time is recorded by the server, so it cannot be changed. Managers see which checks are overdue.

• Five wrong keys lock the key for 15 minutes.
• Managers can set or reset a key. Nobody can read a key back.
• Starting and ending a shift are recorded the same way.

Important: overdue checks appear on the control-room board, where an operator phones the officer. Nothing sends an automatic text or email, so someone has to be watching the board. This is not an emergency service. A duress option is planned.

Forms for the field

Shift handover, patrol report, incident report and vehicle check, built for a phone: yes/no questions, ticklists and dropdowns instead of long boxes. The site and current shift fill in automatically. Once sent, a form cannot be edited, and managers read it in one list.

The forms are sensible starting points. Check them against your own procedures and your clients' requirements before you rely on them.

Company, clients and sites

One login can belong to several companies, with a different role in each, and a switcher moves between them. Within a company, you add your clients and attach sites to them. People are invited by email, or given a generated username, password and check-in key to sign in on their first shift.

• Officers choose their own password the first time they sign in.
• Managers can reset an officer's sign-in at any time.

What comes next

• Email and text alerts with escalation before things expire or a lone-worker check is missed.
• Offline recording so check-ins and forms work with no signal.
• Patrol checkpoints scanned by NFC or QR, with offline recording, in a phone app.
• Audit pack export and spreadsheet import for onboarding a whole team at once.
• A client view so your customers can see compliance for their own sites.