The guard firm TMS Protection originally brought in SmartTask after an SIA approved contractor scheme audit. The software is used by the head office team of 18, as a platform for a range of workforce management including automated designing of shifts and rosters, holiday and absence management, and check welfare calls via an automated system with alerts when calls are missed. The company’s control room uses the product to manage alarm responses and keyholding services, allocate ad-hoc jobs, and to follow up on missed check/welfare calls. The software logs hours and services provided for customers, as proof of attendance, and helps to automate the production of invoices. During the event season (May to October) up to 200 officers are able to check their shifts and request holiday from their phones with a couple of clicks. No need to email or phone the office.
TMS Managing Director Tom Devine says: “Our reputation is incredibly important to us and as a customer-focused business, our people are our biggest asset. If we can make life easier for them, they will provide a better service to our customers. SmartTask quite simply streamlines operations so that mundane tasks are quick and easy for all our staff.”
The company extended the product to cover mobile patrols. Officers are sent jobs such as lock-unlocks and alarm responses, and are able to accept them via the app. They are sent detailed instructions for the job and complete forms once the task is complete. The control room can see who is dealing with which job or incident.
Tom added: “Thanks to SmartTask Smart Forms, the officer simply completes the form on their mobile and the building owner or manager is automatically alerted by email in realtime, giving them complete peace of mind that any situation is being dealt with by TMS. We are also using Smart Forms to deliver additional services to customers, for example, fire alarm testing. It’s a real USP for us!”
TMS recently opened a second office in Bow to support its business in Greater London. As well as a ‘shop window’, training centre and meeting space for TMS Protection and TMS Cleaning, the new office serves as a hub for key-holding. SmartTask helps manage TMS’ key-holding services in line with the British Standard for Key Holding and Response Services BS7984-3 2020. Keys are booked onto the system, seal numbers and location are tracked and keys are signed in and out, creating an audit trail.
Similarly, account managers at TMS can use the management system for the guarding and cleaning sides of the business. As a single source for any customer information, this provides Tom and his managers with reporting that covers the business on which to base decisions.
Tom Devine said: “We are very excited to have opened our new premises in London, it is a huge part of our expansion plans. Being able to offer our clients a one-stop-shop for all of their security, guarding, incident response, keyholding, event management, cleaning and janitorial services, has enabled us to win larger contracts. SmartTask has been a key partner in enabling this expansion with a flexible solution that supports our business as we continue to grow and evolve.”
About the firm
Founded in 2013 TMS Protection provides security services including; retail security, mobile patrols, key-holding and alarm response, door supervisors, marshals and event staff. TMS is an SIA approved contractor for the provision of Security Guard, Door Supervision and Keyholding services and a member of the National Association of Security Dog Users (NASDU). TMS Cleaning, part of the TMS FM Group, provides contract cleaning services, and is a member of CHAS and the Safe Contractor Scheme. The firm has offices in Maidstone, Kent; and Bow, east London. Visit http://www.tmsprotect.co.uk.
