When running a security agency, it’s important to frequently report to your clients to keep them informed about the services that are performed. This way you are able to build a transparent and trusting relationship with them. Client reporting may sound easy, but with all other tasks you’re faced with it can become time consuming. Luckily the process can be more efficient with automated client reporting. In this blog we’ll tell you more about it.
The Benefits of Report Automation
Automated client reporting can be achieved by using a security guard tracking system that gathers information about performed tasks by your employees. This way automatic reports can be generated of everything that happened during a task that was carried out at a specific object. Included in this are scanned checkpoints, photos and incident registration. Because everything is logged automatically, you and your security guards save time that can be used on more important tasks.
Another benefit of report automation is that it minimizes human errors. Data is automatically pulled out of the security guard management software and formatted consistently, resulting in accurate and consistent client reports. This way your clients know exactly what information to expect in all reports.
When your security agency grows and takes on more clients, it can become overwhelming to manually send reports to all your clients. Luckily a benefit of report automation is that it's very scalable. This allows you to handle multiple clients without having to compromise on the quality of your client reports.
Lastly, with automated client reporting you’ll strengthen the relationship with your clients. This is because they receive accurate and consistent reports at a frequency that is suitable for them. This helps you build a transparent and trusted relationship.
Features of Automated Client Reporting
A security management software offers several features for automated customer reports. Below we have listed the most important features:
- Data integration: All the important data about the patrol of your security guards is logged in the security management software. This makes it possible to generate detailed reports with all security services that are performed, including timestamps, checkpoints, notes and pictures. Next to that, automated client reports are also generated from one single source. This means that you no longer need to create reports with input from handwritten notes and Excel or Word files.
- Customization: No security company nor every client is the same. Automated client reports are often easily customizable with the possibility of adding your logo, important contact information and only the information that your client needs. Eliminating irrelevant information on your reports.
- Customer portal: A customer portal is an online portal specifically made for providing your clients with insights into planned and completed tasks. SequriX is a security management system that offers a client portal that is 24/7 accessible. This way your clients are able to check completed tasks and followed-up alarms at a time suited for them.
- Data-driven decisions: With automated client reports the value of your security services is easily visible. Based on this you can make data-driven decisions such as the frequency of routes.
How To Automate Your Client Reporting
You now know how automated client reporting can benefit your security agency and what features a security management system offers for it. The next step is actually automating your client reporting. This can be done in the following steps:
- Identifying metrics: The first step is to identify the metrics that need to be included in the report. For these it’s important to include timestamps of the executed work, an activity overview, identification code and address of the object. By adding a clear overview of activities, with the option to access the specific activity to see remarks and photos, you give customers the option to stay updated.
It’s important to structure these activities in a way that they are helpful for your client. For example, if they have multiple locations all over the country (or world), you want to deliver the correct information to the right person. To do so you want to be able to structure reports based on task type, object, region, etc.
- Report frequency: Next to that it’s important to decide on the frequency of when reports are sent out. Usually this is once a month, but automated client reporting makes it possible to tailor the frequency to your client’s preferences. In addition, a client portal within software like SequriX offers clients 24/7 access to reports and their data.
- Choosing the right software: Further, you can look into software you’d like to use for automating your client reporting. We recommend using security management software like SequriX, which has a built-in feature for automated customer reports.
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- Create and customize your reports: Now you know what you need to report on and have the right software for creating reports, the next step is to create your reports. Most software offer pre-made reports that can be customized. Within SequriX you’re able to customize client reports by adding your logo, that of your customer and the contact information. This way your client reports will have a more professional look.
- Schedule and deliver: Once you have created your reports it’s time to automate the process. In this step you schedule when automated client reports need to be sent. This can be done on daily, weekly or monthly frequencies, depending on the preferences of your client.
- Obtain customer feedback: The last part and a general best practice for customer reports is to encourage your customers to provide feedback on the automated client reports. Would they like more or less information? And are the reports clear? By regularly asking feedback you can improve your automated client reporting and adjust them to the needs of your clients.
How To Generate More Revenue with a Security Guard Checkpoint System
By using a security guard patrol system you’re able to improve your security services, increase transparency and save time. These benefits also support your revenue growth as you’re able to reduce costs and improve customer satisfaction. But not only that. A security guard monitoring system also boosts your revenue through competitive advantages by positioning your company as a modern and leading company in the industry.
Save Time and Retain More Clients with Automated Client Reporting
For security agencies, automated client reporting not only saves time but also helps with building stronger client relationships, the scalability of your company and reducing human errors. By delivering accurate and consistent client reports you’re able to prove the value of your security services and grow as a trusted partner.
SequriX is an all-in-one security guard management software that offers automated client reporting. Within our software it’s possible to automatically send reports after a patrol or alarm intervention is ended. Next to the tool offers a customer portal so your clients can retrieve reports whenever they like.