Security services leader cuts onboarding time by 83%

With a large and diverse workforce spanning both employees and contract staff drawn from multiple resource contractors, managing security personnel had become increasingly unwieldy. The existing approach was almost entirely manual - new security officer details were submitted by email, often triggering lengthy back-and-forth exchanges with the compliance team before onboarding could be completed. Shift rostering was handled via phone and email, with Excel files dispatched to resource contractors just one week before shifts began.

Labour-intensive, time-consuming, and error-prone, these processes were holding the business back. As part of its broader digital transformation journey, the company was committed to finding a better way.

The company joined forces with PhoenixDX to build an application that streamlines and fast-tracks contract security personnel’s onboarding and shift rostering processes. The unified portal can be accessed by resource-contractor companies and the company’s compliance and operations teams, enabling easy communication among the three groups.

The portal enables each resource contractor to onboard new staff with the company once they have gathered all the necessary information. Once submitted, the application is validated, including live checks of licences against public registers to ensure they are current and valid. Validated applications are then reviewed and approved online by the company’s compliance team. Notably, this initial validation gives the operations team the confidence to temporarily approve and assign security guards out-of-hours when necessary. The solution also alerts users when security personnel licenses are due to expire, prompting renewal.

In addition, the operations team can set shifts within the solution well in advance, and resource contractor companies can complete them up to 12 hours before the shift begins. 

The new portal transforms how the company onboards and schedules security personnel, providing quick, easy and standardised processes, greater visibility and governance, and an improved user experience for all involved.