Shift management for security and FM teams

ShiftTracker is the shift management platform Backendz designed, built and runs for UK security guarding, facilities management and cleaning companies. It brings rostering, agency supply, lone-worker check calls, Working Time compliance, payroll and client invoicing into one system, on the web and on iOS and Android.

It is built around three parties. The organisation runs the rota, sites and compliance. Agencies receive shift requests and propose officers. Clients get a walled-off portal showing site coverage and their invoices, and nothing else.

Open shifts can be filled four ways: direct assignment, broadcast, open application or an agency request. Every assignment is checked for licences, double-booking and the Working Time Regulations before it is confirmed, including the 48-hour average, daily rest and the longer reference period that applies to security work. Any breach needs a typed reason, which is recorded.

Pay is settled on agreed hours. ShiftTracker tracks scheduled, actual, expected and arbitrated time, calculates holiday pay rolled up at 12.07% or averaged over 52 weeks, and builds client invoices from the shifts actually delivered. A tamper-evident audit trail covers scheduling, requests, assignments and pay decisions.

ShiftTracker is in daily use by UK security teams. Backendz builds custom workforce, rota and field service systems on the same foundations for businesses whose operations don't fit off-the-shelf software.

Security and facilities companies run shifts around the clock across many client sites, with their own officers and agency staff. Most still run on spreadsheet rotas shared over messaging apps, phone-round agency cover at midnight and check calls logged on paper, if at all.

Nobody can quickly tell whether an officer is close to the 48-hour average, and every pay run and client invoice means rebuilding hours from timesheets that rarely match the rota. Generic HR and rota tools are built for office staff, not for lone workers on a night shift.

Backendz built ShiftTracker as one control room for every shift, shared by the three parties involved: the organisation that runs the rota, the agencies that supply officers and the clients who pay for the site. Each sees only what it needs.

Compliance sits inside the workflow rather than in a report. Licence, double-booking and Working Time checks run at the moment a shift is assigned, when a breach can still be prevented. Time is tracked as scheduled, actual, expected and arbitrated, so disputes are settled once and payroll and client invoices use the same agreed hours.

Lone workers are covered by scheduled check calls with PIN verification, geofencing and automatic escalation. Officers use the iOS and Android apps for rotas, check calls and 38 ready-made security and facilities forms, which work offline and produce PDFs on the client's letterhead.