Security operations, from a new account to the control room

A guarding company, from a new account and the security kit to shifts, the occurrence book, patrols, incidents, and where a panic alarm goes.

What's in this video

1. I'm Sam Calder. I run Harbour Watch Security, a guarding company in Hull. This is how I put the whole company onto OmniSchema: the account, the security kit, and the screens my officers and my control room actually use.
2. I start with OmniSchema Operations. Purchasing, People and Payroll can wait. There's no card to enter. Click Start free.
3. The company name, my own name, my work email, and a password of at least eight characters. Operations is already ticked. I leave the other products alone.
4. Click Create company. The company is created, and setup starts straight away.
5. What does the business do? Security. That means sites, officers, patrols, the occurrence book, incidents, and the control room.
6. We're five people, so one to five. We are not bringing a spreadsheet in. Nothing yet, we're starting fresh. Then Continue.
7. Name the system. This is what the team sees when they sign in. I'll call it Harbour Watch, and click Create system.
8. OmniSchema recommends three ready made setups. Security operations is the guarding kit. Sales Ledger is where the hours get invoiced. Owner Home is the page we land on. I'll keep all three.
9. Click Install recommended kit. The pages are built, and the lists are linked, so a shift knows its officer and its site, and an incident knows where it happened. If those links are shown, leave them and continue.
10. We're starting fresh, so there's nothing to import. The pages open with example rows, so they are not empty. Those examples step aside as soon as we add our own. Click Skip for now.
11. This is Harbour Watch. The menu on the left is the security system: the control room, the officers, the rota, the occurrence book, and the rest. I'll open the control room first.
12. Read this before anything else. Door codes and alarm codes stay in the control room. They are never written into orders, the duty diary, handovers, or visitor notes. The hours are invoiced from the sales ledger. This system does not keep a second set of invoices.
13. Along the top: queued panics, open incidents, missed welfare checks, and sent alarms. A queued panic has not reached the control room. The one you can see is example data that came with the kit. It is not a live alarm.
14. The board underneath is where a panic goes. Office drill at Riverside Offices is stood down. That was a drill, and the note says so. A real alarm moves across this board: queued, sent, acknowledged, or stood down.
15. Open incidents sit here too. Cracked pane at Riverside Offices is the example. We'll log a real one in a moment. First, the people and the sites.
16. Four officers came in as examples. Amina Rahman, Owen Blake, and Priya Nair are active. Jonah Ellis is suspended. His register check is expired, his right to work is not recorded, and his licence date has passed.
17. Do not roster an officer whose register check is expired, or whose right to work is not recorded. This system does not call the register. A person looks it up, and types the result here. The expired licences are listed on their own.
18. The client is Harbour Watch Estates, Helen Croft, in Hull. Three sites: Riverside Offices, manned day and night. North Quay Warehouse, a night mobile patrol. Gatehouse East, on the barrier.
19. The rota is who is on duty, where, and between which times. Amina is on nights at Riverside. Owen is on days at the warehouse. Priya is on the gatehouse. Jonah's duty is cancelled, because he is suspended.
20. A new shift should stay Scheduled. Only a manager can mark it on duty, missed, or cancelled. Officers do not book on by changing the rota. They book on in the occurrence book.
21. The occurrence book is the site log. Here is a book on at Riverside, written by Amina, and a note about a lorry at the warehouse. The duty diary sits under it. The full note must never contain a code that opens a door.
22. Orders are the assignment instructions. In the security industry these are the A I. Night lock up at Riverside, the warehouse walking route, and the gatehouse day orders. Entry details stay with the control room. They are not written in the order.
23. Each officer confirms they have read the order. Amina has read the night lock up. Owen still has the warehouse route to read, so it stays pending. On Officer home, orders to read shows only what is still pending for that person.
24. Patrols. The checkpoints are Riverside reception, the quay yard, and the east barrier. The code is printed on the card. On the website, and on the Android app, the officer types that code. This system does not read a tag yet. Missed scans stay here for the control room.
25. Handover is the rest of the site book. The outgoing officer writes what the next one needs. Visitors are signed in. Lost property is recorded. Key sets are booked out to a named officer. Welfare checks are here too. Jonah has a missed check, which is why the control room count was not zero.
26. Before a night duty, the hours we will invoice live in Sales Ledger. One ledger. The control room does not keep another.
27. Now a real book on. Owen is starting the warehouse day. Site, officer, book on, and one line on what he found. Then Submit.
28. The example rows on this list step aside, because this is now our own book. The new book on is the record the next officer reads.
29. An incident is not just a line in the book. Harm, loss, or a complaint gets its own record. A yard light is out at Riverside. Title, site, officer, the type, and how serious it is.
30. It is on the incident register, and the control room's open incidents count includes it.
31. A patrol scan. Amina is at Riverside reception. She types the code printed on the card, H W RIV 01, and marks it on time. She does not scan a tag. The system cannot read one yet.
32. The panic button. This is a drill, so we can see where it goes. Site, the officer, and one line. Do not choose an outcome on this form. If the network is up, the system marks it sent, and the screen says the control room has it.
33. If the phone has no signal, the same button does not pretend it was sent. The screen stays red: alarm queued, use your radio or phone now. A queued alarm has not reached the control room. This is not an alarm receiving centre, and it does not replace the radio.
34. Back in the control room, the drill is on the board as sent. That is where a panic goes: this board, and the sent count. The control room can acknowledge it, or stand it down, from here.
35. Officers do not share one login. I'll give Amina her own, as a member of staff, from the Governance workspace. Her name, her work email, and the Staff role. Create account.
36. The password is made for her and shown only this once. Send it to her. She can change it later in settings. Now link that login to her officer record, on the Account field. Until that link exists, Officer home cannot tell which shifts are hers.
37. Amina signs out of my login and signs in with hers. She lands in Harbour Watch, and a short tour offers to show her around. Skip the tour. Officer home is where her own shifts are.
38. This is what an officer sees. Officer home says she only sees the shifts, checks, and orders linked to her. Her nights at Riverside are here. She does not see Owen's warehouse days, or Priya's gatehouse. The control room, signed in as the owner, still sees every shift on the rota.
39. That is Harbour Watch on OmniSchema. One system for the control room and the officers: licences, the rota, the occurrence book, the assignment instructions, patrol codes, incidents, welfare, keys, and a panic alarm that tells the truth about whether the control room has it.