Security · 7:00 AM
Guard cards expiring across dozens of officers.
On the record
Every guard card and certification per person, with an action-required window and proof on file.
Facilities & services
Crews in the field. Records in one place.
For janitorial, security, grounds and building-services teams: incidents, client complaints, certifications, vehicles and equipment — tracked by department and shift.
- Guard cards & certifications
- Chemical & vehicle incidents
- QR equipment stickers
- Repair costs
Trusted by
The problem
Sound familiar?
When your people work across buildings, routes and shifts, the record ends up everywhere but one place.
Client call · 3:45 PM
A client complaint with no record of who was on site.
On the record
Client complaints logged against the department and shift, with the crew involved.
Mechanical room
A chemical spill reported verbally — a week later.
On the record
Log it from a phone with photos, right then. Involved and witness roles included.
Fleet
Vehicles and equipment repaired, with no idea what they cost.
On the record
Parts and labor on every ticket, lifetime repair cost on every unit, spend by month.
Pre-trip
Pre-trip inspections nobody can prove happened.
On the record
Crew checklists signed off inside every shift report: uniforms, PPE, vehicles.
Turnover
New crew members starting before the paperwork does.
On the record
Requirements assigned automatically at hire, onboarding documents signed on screen.
Compliance
Built to support every card, cert and refresher.
Target each requirement to everyone, a department or a position. Set the grace period after hire and the renewal cycle, require proof if you want it — and see who’s due at a glance.
Contract or client-specific training? Add it as its own requirement and target it to the crews that need it.
Statuses shown are an example from our fictional demo property. HR PaperTrail is software, not legal advice.
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BSIS guard card & PSO registration
Bureau of Security & Investigative Services
Guard cards and proprietary security officer registrations, with refresher training tracked.
On fileJake Holloway
Security Officer
On file -
Injury & Illness Prevention training
Cal/OSHA · T8 CCR §3203
IIPP training assigned by position and renewed on your schedule.
Action soonLuis Ortega
Facilities Technician
Action soon -
Hazard communication (GHS)
Chemical safety training
For every crew member who handles chemicals.
On fileJanitorial crews
Position-based
On file -
Lift & CPR certifications
Equipment & first aid
Certifications with renewal cycles and proof required.
2 past dueCrew leaders
Position-based
2 past due -
Harassment prevention
Gov. Code §12950.1 · janitorial training
Recurring training, including the janitorial requirement under the Property Service Workers Protection Act.
Every 2 yearsAll employees
Recurring
Every 2 years -
Workplace violence
SB 553 · Labor Code §6401.9
AI flags incidents that may meet the definition, with private entries for sensitive cases. Your team decides.
Checked by AIIncident log
Every entry
Checked by AI
The product
The modules a field operation leans on.
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01 · Repair & maintenance
Every vehicle, mower and air handler, on the record.
Tickets move through 12 vendor-aware statuses. Aging pills turn at 7, 14 and 30 days, safety hazards alert managers immediately, and 5 reminder rules chase what’s stale.
- Assign a manager and a vendor
- Quote, parts and labor per ticket
- Average days to repair by department
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02 · Repair & maintenance
QR stickers on the equipment itself.
Print sticker sheets for the whole catalog. Any phone camera opens the unit’s page with a Report a Repair button — or use the in-app scanner.
- AI fills make, model and serial from photos
- Lifetime repair cost per unit
- Import your fixed-asset spreadsheet
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03 · Licenses & compliance
Certifications, applied in bulk.
Roll a new requirement out to every officer or crew with a preview first, five date strategies and duplicates skipped.
- Preview before you apply
- Grace periods after hire
- Compliance rate on the dashboard
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04 · Incident logs
Spills, vehicle incidents and client complaints.
Preloaded incident types for building services, with involved and witness roles, photos and notes — and AI that flags possible workplace violence.
- Log it from the job site
- Private entries when needed
- Suggested point adjustments
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05 · Shift reports & time off
Crew checklists, per department and shift.
Build a checklist once, assign it to every shift or override it for one. Shift reports carry the checklist, the incidents and the open repairs.
- Drag to reorder
- Require who and when per item
- Emailed on close
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06 · Employee records
The whole file, in one click.
Every write-up, incident, certification and note on one timeline — and a personnel packet as a PDF, or a ZIP with every original upload.
- 10 packet sections to choose from
- Filtered by the viewer’s permissions
- Video, audio and photo files
A day in the field
From roll-out to the cost report.
A day with the facilities and security crews at Redwood Crown, the fictional property we use for demos. Every name below is made up; every screen is real.
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· Day
The crew rolls out.
The crew leader works the pre-shift checklist from a phone: everyone present in uniform, PPE on board, pre-trip inspections done on every departing vehicle.
Shift report · Facilities · Day
Open- Crew present, in uniform, with ID badge
- Required PPE before departing
- Vehicle pre-trip inspections complete
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· Day
A guard card renews from the field.
Jake Holloway photographs his renewed BSIS guard card. The expiration date fills itself in, the photo is filed as proof and the next renewal is set.
JHJake Holloway
BSIS Guard Card
On fileProof uploaded from phone
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· Day
A spill in the mechanical room.
Luis Ortega logs the chemical spill with photos before it’s cleaned up — who was there, what was used and what happened next.
IncidentChemical Spill/Exposure — Mechanical Room
LO Luis Ortega Involved -
· Day
Camera 14 goes offline.
Security reports it as Critical with the safety-hazard flag. Managers hear about it immediately, and Luis is assigned before the next round.
RM-0015 AssignedPTZ camera 14 — Surveillance: offline
Critical Safety hazard Security and Surveillance -
· Swing
A complaint comes in.
It’s logged against the department and shift with the crew involved, so when someone asks who was there, the answer is one search away.
IncidentClient Complaint — Quality of Cleaning
LO Luis Ortega InvolvedJH Jake Holloway Witness -
· Next day
Critical, still open.
Twenty-four hours later the camera is still waiting on a part. The reminder rules nudge the assignee and write it to the ticket’s activity log.
RM-0015 · Activity
Critical-
Yesterday 1:20 PM
Reported as Critical · safety hazard
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Yesterday 1:26 PM
Assigned to Luis Ortega
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Today 12:00 PM
Critical still open — reminder sent to 2 recipients
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· Friday
What did the equipment cost this month?
Repair costs by month, average days to repair by department and the lifetime repair cost on every unit — finally, the number instead of a guess.
Walk-in cooler
Lifetime repair cost
$2,480
Repairs to date
4
Last reported issue
Temp climbing
Starter data
Preloaded for building services.
Pick building services when we set you up and the starter data comes with it. Rename, add or remove anything — then we import your roster.
Departments
- Janitorial Services
- Grounds Maintenance
- Restoration Services
- Quality Control
- Operations
- Safety & Compliance
Positions
- Janitor
- Floor Care Technician
- Day Porter
- Crew Leader
- Water Damage Technician
- Mold Remediation Technician
- Fleet Mechanic
Shifts
- Day (Janitorial)
- Overnight (Janitorial)
- Morning (Grounds)
- Swing (Restoration)
- Emergency/On-Call
Incident types
- Chemical Spill/Exposure
- Vehicle Incident
- Client Complaint
- Slip/Trip/Fall
- Heat Illness
- Near Miss
Point reasons
- No pre-trip inspection completed
- Failure to wear required PPE
- Improper chemical handling
- Left job site without authorization
- No Call/No Show
Maintenance
- HVAC
- Vehicles
- Roof
- Janitorial Equipment
- Grounds Equipment
- Safety Equipment
We import your roster.
Send a spreadsheet from payroll or wherever your people live. We bring it in for you — 26 fields, emergency contacts included.
From the floor
Prior to HR PaperTrail we had the typical HR file, we had a folder on the network, we had emails, we had disciplinary documents, certifications – it was very messy. HR PaperTrail enables us to compile a detailed timeline on all our employees making it fast and easy to respond to any challenge. We couldn't live without it.
Luna Kayamori
General Manager, MK Business Centers
Get started
Put every crew on the record.
Tell us about your operation. We’ll personally reach out within one business day — and we’ll load your positions, certifications and equipment categories for you.
More industries
Card Rooms & Casinos
Built inside a California card room. Permits, licenses, Title 31, dealer errors, surveillance — handled.
Bars & Restaurants
Late shifts, RBS certifications, walk-in coolers and write-ups at 1 a.m. — on the record.
HR PaperTrail is software, not legal advice. Requirements summarized here are general; confirm specifics with your counsel or regulator. Names and screens show a fictional demo property.