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New Write-ups that write themselves, incident reports you can just say out loud, and more — see what’s new

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Write-ups & PIPs Incident logs Attendance points Licenses & compliance AI Shift reports & time off Repair & maintenance Employee records

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Security services

Every post, every round, on the record.

Guard cards, post reports, incident reports with witnesses and write-ups — kept current and signed for every officer, at every client site.

Talk to us See how it works
  • Guard cards & permits
  • Post & shift reports
  • Incidents with witnesses
  • Client-site records

Sound familiar?

Sound familiar?

Your officers work alone, overnight, in someone else’s building. When something goes wrong, the record is all you have.

  • Post 4 · 1:47 AM

    An incident at 2 a.m., written on the back of a log sheet.

    By morning the details are fuzzy and nobody wrote down who saw it.

    Logged from a phone on post: who was involved, who saw it, photos, before the shift ends.

  • Office · 9:00 AM

    A guard card expired. You heard it from the client.

    Now an officer is off the schedule and a post is short.

    Every guard card and permit tracked, with reminders 30, 14, 7 and 1 day before it lapses.

  • Shift change

    The relief showed up. The officer was already gone.

    And the only record of it is a text message.

    Post reports with checklists, closed and emailed at the end of every shift.

  • Client call

    A client asks what happened at their site last Tuesday.

    The answer is in a notebook in somebody’s truck.

    Every report and incident filed by post and shift, one search away.

Licenses, permits and training

Built to support every card your officers carry.

Set up each license and training once: who needs it, how long a new officer has and how often it renews. HR PaperTrail assigns it at hire, keeps the proof on file and warns the officer and their supervisor before anything lapses.

Track any of these — or your own

  • Guard card (BSIS)
  • Exposed firearm permit
  • Baton permit
  • Powers to arrest training
  • Annual 8-hour training
  • CPR, first aid & AED
  • Post orders
  • Workplace violence prevention training
  • Guard card · every 2 years

    Guard cards

    Each officer’s card and expiration date, with a photo of the card on file. Snap a photo of a renewed card and the new date fills itself in.

  • Training hours

    New-officer and annual training

    In California, new guards need 16 hours of training within 30 days, 16 more within six months, then 8 hours every year. Set each one up once and the due dates follow the hire date.

  • Firearm · baton

    Weapons permits

    Firearm and baton permits, each with its own renewal and range dates, tracked for every officer.

  • Per post

    Post orders and site training

    Site-specific orders and training assigned to everyone who works that post, with the signed copy kept as proof.

  • Labor Code §6401.9

    Workplace violence

    Your officers see it first. AI flags incidents that may meet California’s workplace-violence definition and opens a follow-up checklist on the incident. Your team decides.

  • First aid

    CPR, first aid and AED

    The cards your clients expect officers to carry, with renewal dates for every one.

HR PaperTrail is software, not legal advice. Rules differ by city, county and state — confirm the details with your counsel or regulator.

Every post, every shift

What your supervisors use every shift.

01 · Shift reports & time off

Post reports, done before the relief walks in.

Every post gets its own checklist for each shift: rounds walked, doors checked, fire panel normal. Officers tick each item off by name and time. When the shift closes, the report is emailed to you with that shift’s incidents attached.

  • A checklist for each post and shift
  • That shift’s incidents in the report
  • An AI handoff brief for the next officer
More on Shift reports & time off
02 · Incident logs

Incident reports with every witness on them.

Who was involved, who saw it, where on the site, photos and notes, logged from the officer’s phone before the shift ends. Officers can just say what happened, in English or Spanish, and AI fills in the report for them to check.

  • Involved and witness roles on every report
  • Private incidents for sensitive cases
  • AI flags possible workplace violence. Your team decides.
More on Incident logs
03 · Licenses & compliance

No more surprise lapsed guard cards.

Guard cards, firearm and baton permits, first aid and training hours, tracked for every officer. Reminders go to the officer and their supervisor 30, 14, 7 and 1 day before anything lapses, and a photo of the renewed card updates the date.

  • Assigned automatically at hire
  • A photo of every card on file
  • One list of everything expiring this month
More on Licenses & compliance
04 · Write-ups & PIPs

Write-ups that hold up when a client asks.

Left a post early, slept on post, missed rounds. Pick the reason and the step from your own discipline ladder, link the report it came from, and have the officer, the supervisor and HR sign on screen.

  • The same steps for every supervisor
  • Linked to the post report and earlier warnings
  • Officers add their side, in their own words
More on Write-ups & PIPs
05 · Attendance points

Late reliefs and no-shows, counted the same way.

A late relief leaves another officer stuck on post. Late, no call/no show and leaving early each carry the point values you set, and a point comes off for every clean month, automatically.

  • The same rules at every post
  • A trend line on every officer
  • Suggested points a supervisor approves
More on Attendance points

One night on Post 4

From shift change to the morning call.

One grave shift at a client warehouse we call Post 4. The people are fictional. The product is real.

  1. Swing → Grave

    The handoff is already written.

    Swing closes its post report, and AI turns it into a 30-second brief for Jake Holloway: a car break-in in the north lot, a sticky dock door and a call-out on Post 5 that’s already covered.

  2. Grave

    Rounds, logged as they happen.

    Jake walks the site and ticks off each round from his phone. Every line carries his name and the time, so nobody has to remember later.

  3. Grave

    A trespasser won’t leave the loading dock.

    He threatens Jake, then walks off before police arrive. Jake says what happened into his phone, and AI fills in the report with Luis and Tommy as witnesses. It flags that the incident may meet California’s workplace-violence definition, and a follow-up checklist opens. Your team decides.

  4. Grave

    The post report closes.

    Checklist done, incident attached. It’s in Sam Ortiz’s and Elena Ruiz’s inboxes before Jake turns in his keys.

  5. Office

    Danielle starts the day knowing where to look.

    Jake’s guard card has 21 days left, and the reminder already went out. Luis’s first aid card is past due. The trespasser follow-up is still open. It’s all on one screen.

  6. Office

    Jake renews his guard card from the parking lot.

    He snaps a photo of the new card. The expiration date fills itself in, the photo is filed as proof, and the reminders stop.

Who uses it

From the office to the post.

You decide who can see and do what. Site supervisors see the posts they run; the office sees every post.

  • Owner or operations manager

    e.g. Sam Ortiz

    Every post report, incident and expiring guard card in one place, plus a short summary of the week every Monday morning.

  • Site supervisors

    e.g. Elena Ruiz

    Their posts’ reports, incidents and officers, on a phone. They present write-ups on screen and see nothing outside their posts.

  • HR or the office

    e.g. Danielle Okafor

    Every license, permit, training hour and signature in one file per officer. The whole file prints in one click.

  • Officers

    e.g. Jake Holloway

    File reports and incidents from their phone, snap a photo of a renewed card, and sign write-ups and new-hire paperwork on screen.

Questions

Good questions, straight answers.

Something else on your mind? Talk to us — a real person answers.

Our officers work at client sites. How do we organize that?
Each post or client site is set up as its own department. Supervisors see the posts they run; the office sees everything. Checklists can be different for every post and shift.
Can officers file reports from their phones?
Yes. Post reports, checklists and incident reports all work on a phone. Officers can also just say what happened, in English or Spanish, and AI fills in the report for them to check before they save it.
Does it track guard cards and firearm permits?
Yes, and any other license or training you require. Each one has its own renewal cycle, a photo of the card on file and reminders to the officer and their supervisor before it lapses.
Does it do scheduling or payroll?
No. Keep the scheduling and payroll tools you already use. HR PaperTrail keeps the record of what happens on each post: reports, incidents, licenses and write-ups.
How fast can we start?
Usually within days. Send us your roster as a spreadsheet and we load your posts, licenses, checklists and write-up steps for you.

Get started

Put every post on the record.

Tell us about your company. We’ll reach out within one business day, load your posts, guard cards and checklists, and import your roster for you.

White-glove setup. We import your roster for you.

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HR PaperTrail is software, not legal advice. Requirements on this page are general; confirm the specifics with your counsel or regulator. The people and businesses in the examples are fictional.