Attendance and Monthly Reporting

Guarding you cannot check is guarding you are taking on trust, and trust is what runs out around month nine. Start with evidence a committee member can read in five minutes before a meeting.

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01Operating Evidence

Evidence Your Committee Can Table at a Meeting

The reporting pack is where a guarding contract becomes auditable. Attendance shows whether the manpower you are paying for turned up. Patrol records show whether the rounds happened. Incident reports show what was done about the things that went wrong. The monthly dashboard puts all three in front of your committee in one document.

It is also how a chairman defends the security line at an annual general meeting. Owners asking why maintenance charges went up are far easier to answer with twelve months of attendance and incident data than with an assurance that things have improved. The same pack is what you want on file if a dispute ever reaches the Commissioner of Buildings.

Resident names, identity card numbers and vehicle details are masked before anything leaves the site. Under the Personal Data Protection Act 2010 the obligation sits with your Joint Management Body as much as with us, which is a quiet reason to be careful about which agency holds the building’s records and where.

Manager reviewing a guardhouse occurrence logbook with two officers

At a Glance

Attendance record
Patrol evidence
Occurrence book
Incident reports

02Scope of Work

What You Receive

Attendance record

Guard name, shift, clock-in and clock-out, location and status for every post, daily.

Patrol evidence

Checkpoint clocking with route, time completed and photo evidence from the round.

Occurrence book

The buku log written during the shift and open to audit by your committee or managing agent at any time.

Incident reports

Date, location, category, action taken and the follow-up that closed each case, including any PDRM report reference.

Complaint log

Every complaint recorded with the corrective action against it, so a pattern is visible before it becomes a motion at the AGM.

Monthly dashboard

Attendance, patrol, incidents, complaints and corrective action in one summary, formatted for tabling at a committee meeting.

03Process

The Monthly Cycle

Step 1 Recorded daily Attendance, patrol and occurrence entries captured on site as they happen, not reconstructed at month end.

Step 2 Checked by supervisors Inspections test whether the records match what is happening on the ground.

Step 3 Compiled monthly Data pulled into one dashboard with the month's incidents, complaints and corrective actions.

Step 4 Reviewed with you A monthly review with your property manager or committee, with agreed actions recorded against the next month.

04Suitability

Who Uses This Most

JMB and MC committees

Volunteer committees under the Strata Management Act 2013 who have to answer owners with data, not impressions.

Managing agents

Agents reporting across several properties who need one consistent monthly format they can rely on.

Committees mid-dispute

Where the outgoing agency’s performance is contested and the building needs a documented baseline from day one.

05Common Questions

Questions About Attendance and Reporting

Can we see a sample monthly report before appointing you?

Yes, and ask every agency you shortlist for the same thing. A sample with the client details removed tells your committee more about how a company runs than the whole proposal does.

Is attendance tracked electronically?

Where a site supports it, attendance records carry time, date and location. The technology is the easy half. Whether anyone reads the record and acts on it is the half that decides whether your guards turn up, and that is what supervisor inspections and the monthly review exist to force.

How is resident data protected in the reports?

Names, identity card numbers and vehicle details are masked before anything is shared beyond the site, and the full records stay with the property. Under the Personal Data Protection Act 2010 the obligation falls on your committee as much as on us, so it is a fair question to put to every agency on the shortlist.

◆Next Step

Get Attendance and Reporting Quoted for Your Property

Send the property name, how many entry points you have and the shift pattern you run now. You get back a written proposal with the guard count, the roster and the monthly figure. If a smaller deployment does the job, we will say so in the same message.

Request a Site Assessment

Site visit before any quotation Post orders written per property Direct management escalation