See Your Manpower Position by Site Without Asking Five People
An owner of a guarding agency usually wants to know a few things quickly: how many posts are short today, which sites lose the most guards and where verification is pending. Our HR analytics and reporting service defines these measures, builds a short monthly pack and sets the rhythm for reviewing it. You decide what matters; we define the numbers so everyone reads them the same way.
Not sure what you need? Tell us about your business in six short steps and we will come to the first meeting prepared.
Share your requirementsThe starting point
Can You Answer Basic Manpower Questions in Minutes?
Information in a guarding agency sits with supervisors, branch offices and payroll. Pulling it together takes calls and a day or two, and by then the position has changed. Numbers that do not match between operations and HR become arguments, and decisions wait.
We help you put a small set of agreed measures in front of the people who decide.
You may be experiencing:
- Strength by site known only after calling field officers.
- Vacancies counted differently by operations, who count posts, and HR, who count people.
- Absence and double duty not summarised, so cost and fatigue are seen late.
- Attrition quoted as one number, with no split by site, client or tenure.
- Verification and certificate status known guard by guard, never as a total.
- Client-wise margin from manpower guessed from billing and not from the roster.
- A monthly review meeting that spends its time comparing sheets.
What we can help with
Our HR Analytics and Reporting Services for Security Agencies
Measure Definitions
Write plain definitions for each measure, such as a vacant post, a double duty shift, a leaver and a verified guard, so that operations, HR and payroll count the same thing.
Strength and Vacancy Report
Show deployed against required strength by client, site and region, with vacancies by duration, so that gaps are visible and ageing.
Attendance, Absence and Double Duty
Summarise absence rates, relievers used and double duty hours by site and week, with a link to cost and to guard fatigue.
Hiring and Attrition Report
Track requisitions, joiners, early leavers and attrition by site, source and supervisor, using the definitions agreed.
Verification and Certificate Status
Report counts of guards with complete files, pending checks and certificates approaching renewal, by site and client.
Manpower Cost and Margin View
Show planned and actual people cost by contract, including overtime and relievers, alongside what the contract bills.
Training and Performance Summary
Summarise training completed, drills held, inspections done and client remarks received, by site.
Reporting Cycle and Review
Set the weekly, monthly and quarterly rhythm: who prepares which report, who reviews it and how decisions are recorded.
The deliverables
What You Receive
Depending on the agreed scope, your engagement can include:
- A glossary of measure definitions.
- A strength and vacancy view.
- An absence and double duty summary.
- A hiring and attrition pack.
- A verification status report.
- A manpower cost and margin view.
- A training and inspection summary.
- A reporting calendar with owners.
Step by step
How We Work
Ask What You Want to Know
We talk to owners, operations and HR about the questions they want answered and when.
Define and Reconcile
We agree definitions and compare the figures across operations, HR and payroll to find where they differ.
Build the Pack
We design a short monthly pack, and a few weekly views, using your data from spreadsheets or the GullyHR platform.
Review Together
We sit through the first review meetings with you, and adjust what is shown and how.
Keep the Rhythm
Before we begin we record how long it takes to produce the figures, and we check again once the routine is established.
The difference
Run Reviews on Numbers Everyone Agrees On
A reporting routine helps you to:
We do not promise outcomes. We record a baseline before work starts, covering time taken to prepare reports, differences between operations and HR figures, and vacancies by age, and report against it, so you can see what changed and what did not.
- See strength and vacancies by site at a glance.
- Spot sites with rising absence or double duty.
- Know attrition by site and by length of service.
- Track verification and certificates as totals.
- Link manpower cost to contract revenue.
- Spend meetings on decisions, not reconciliation.
Find your fit
Who This Service Is For
Owners Who Want a Monthly Picture
Get one page that matters.
Operations and HR Heads
Work from the same figures.
Finance Teams Linking Billing and Manpower
See cost per contract.
Branch Managers
Compare their sites with others.
Agencies Preparing Client Reviews
Present data on staffing and training.
How it usually shows up in security services
Reporting in security agencies tends to be assembled at month end from site sheets, the payroll file and a call to the field officers. Operations holds deployment against contract, accounts holds billing, and HR holds attendance and joiners, and the three rarely match. Terms are used loosely. A vacancy, a gap, an absence and a reliever on duty are counted differently by different people, so a post gap reported by a supervisor may not agree with the roster. Attrition is quoted for the whole company, hiding the sites where a large share of guards leave within weeks. Verification pending, training completion and licence renewals are seldom on the same page as strength. Management reviews therefore rely on narrative and on the loudest client. By the time a pattern shows up, the contract may already be in difficulty.
Common challenges
Where it goes wrong in security services
Three owners, three numbers
Operations, accounts and HR report strength and attendance that never reconcile.
Terms are loose
A gap, a vacancy and an absence are counted differently, so nobody trusts the report.
Attrition is one figure
A company-wide number hides the few sites where guards leave in weeks.
Records trail operations
Verification and training status sit outside the strength report, so risks are not seen together.
A better process
What a working version looks like
- 01
Define each measure in a line
Write what counts as strength, deployed, gap, reliever on duty, absence and attrition, and who produces it. The reporting and analytics work gives the definitions page.
- 02
Build a single site view
Show strength against contract, gaps, attendance, reliever availability, verification pending and training status per site.
- 03
Cut attrition by site and tenure
Split leavers by site, supervisor and months of service, so early leavers and problem sites stand out.
- 04
Reconcile before reporting
Match deployment, attendance and billing counts before the month's report is released.
- 05
Review monthly with action owners
Hold a short meeting on the numbers, record decisions and carry them forward to the next review.
What to check this week
- Ask operations, accounts and HR for last month's strength and compare.
- Find how many posts were short on a given night, and from where the figure came.
- Look at attrition for the three largest sites against the company average.
- Check what is shown about verification pending on the monthly report.
- See whether last month's review produced named actions.
What this looks like in security services
The parts of hr analytics and management reporting that are specific to this sector, rather than general.
Security HR Dashboard
Posts manned, records complete.
What this coversHide
Security HR Dashboard
Posts manned, records complete.
What this coversHide- Guard strength by site
- Deployment vs contract
- Post gaps
- Attendance and absenteeism
- Reliever availability
- Verification pending
- Training completion
- Attrition by site
- Open positions
- Overtime cost
- Client complaints
Questions on this, in security services
A handful: strength against requirement by site, vacancies by age, absence and double duty, leavers in the first weeks and files with pending verification. We start there and add measures only when you act on them.
Not necessarily. A well-kept spreadsheet can serve a small agency, and the definitions matter more than the tool. As data grows, reports can be generated on the GullyHR platform or your own system.
By settling definitions first, then comparing the same month's data from each. Differences usually arise from what is counted, not from error. We document the agreed approach, and both sides sign it off.
That is your choice. Clients may value staffing and training summaries for their sites. We design a client-facing view separate from your internal pack, so that internal figures stay internal.
Start with what you have and note its limits. A report that shows missing data openly is more useful than one that hides it. We help you improve the sources behind the numbers over time.
Weekly for vacancies and double duty, monthly for the full pack and quarterly for trends. We set the cycle by what your team can maintain, and what decisions you take.
Strength against contract, post gaps, attendance and absence, relievers available, verification pending, training status, attrition by site, overtime and open positions.
Different definitions and different sources. Fix the definitions first, then pick one source for each number.
Weekly for gaps and relievers, monthly for attrition, cost and compliance. Match the rhythm to how fast each one moves.
Not to begin. A clear sheet with agreed definitions comes first, and a [reporting tool](/software/hr-reports-automation) helps once the numbers are trusted.
Get a Clear Monthly View of Your Manpower
If numbers take days to collect and still disagree, begin with a few agreed measures and a short monthly pack.
Prefer to talk first? Call +91 80958 58589 or write to hello@gullyhr.com.
Book a Reporting Consultation
Tell us what you wish you could see about your guards.
The general method — what hr analytics and management reporting covers, the questions it answers and what an engagement produces — is the same whatever the sector, and is set out on the hr reporting and analytics page. What is above is the part that differs for security services.
To run this in a system rather than on paper, see reports, analytics and automation.
Other HR topics for security services
Where to start
Most engagements begin with a review of how this runs in your business today, then a written process and the sequence to implement it.
See all HR topics for security services, or another industry.