Hashmight Solutions®

How a security company with 100+ guards moved from several apps to one platform

Faheem Ullah Hashmi

At a glance

  • Industry: Private security (guarding)
  • Scale: 100+ guards
  • Before: several separate third-party apps
  • Product: CrewHub: web console for the office, plus a staff app for guards on iOS and Android
  • Services: white-label deployment on the client's own domain, with the apps published under the client's own brand
  • Status: in production use

The client's name and location are kept private under our contract.

The challenge

A security company sells one thing: a trained person on post, on time, every time. Behind that promise sits a long list of daily work. Every shift has to be filled and accepted. Someone needs to know who is on site right now, and what to do when something goes wrong. Client requests need an owner, clients expect regular reports, and the business still has to hire and win new contracts.

This company had all of that spread across several separate third-party apps. The trouble was the gaps between them.

Client details, shifts and messages lived in different places, and an emailed request could sit unseen until someone remembered it. Answering "who is on post right now?" meant checking more than one screen. With more than 100 guards, every small gap repeated itself many times a week.

They wanted one place where clients, sites, shifts and guards all line up.

What we built

We deployed CrewHub for them as their own white-label system: it runs on their own domain, and the apps are published under their brand. Here is how each part answers a problem they had.

Clients and sites set up once. Every client and every site, with its contacts and details, lives in CrewHub. Shifts, reports and tickets all hang off the right site, so nobody has to look things up in a different tool.

Filling the roster without starting from scratch. AI-assisted scheduling suggests which guards fit each shift based on skills and availability. The office still decides, but it starts from a sensible draft instead of a blank week.

Knowing a guard has actually agreed. Guards see their shifts in the staff app and accept them there. SMS and call reminders go out before the shift, so a shift isn't missed because someone forgot.

CrewHub weekly scheduler: shifts by site, with confirmed, awaiting-reply and declined status and suggested staff for an open shift.
Weekly scheduler by site, with accepted, awaiting-reply and declined shifts and suggested staff. Shown with demo data.

Proof that the guard is on post. Guards clock in from their phone, and GPS geofencing checks they are inside the site boundary. A tap from somewhere else doesn't count as the start of the shift.

One live view, and help when it's needed. The live dashboard shows who is on shift on a map, with site boundaries and alerts. If a guard presses the panic button in the app, it appears on that dashboard straight away.

CrewHub live operations dashboard: staff on shift shown on a map with site geofences, plus panic, late-start, geofence and low-battery alerts.
Live dashboard: staff on shift on a map with site geofences and alerts. Shown with demo data.

Talking to the team in one place. Push-to-talk team radio and team chat sit inside the same staff app, so guards and supervisors don't need yet another tool to reach each other.

CrewHub staff app: GPS geofence clock-in, push-to-talk team radio and team chat on iOS and Android.
The staff app: geofence clock-in, push-to-talk and team chat. Shown with demo data.

Client requests that don't get lost. Incoming emails are read by AI and turned into tickets automatically. Tickets and tasks sit on a Kanban-style board, so everyone can see what's new, who has it and what's done.

Reports clients get without chasing. The company builds its own report templates for each kind of site. CrewHub sends reports to the client's email on a schedule, without anyone having to remember.

Answers for managers, and an agent that answers the phone. Managers can ask the AI assistant questions like "who is late?" and get answers with links, and any change it suggests waits for a manager to confirm. The AI voice agent answers calls in the company's name, follows site instructions and can open tickets.

The right access for every role. Staff management with role-based access control means guards, supervisors, dispatchers and office staff each see and change only what their role allows.

People and growth in the same system. HR runs alongside operations, so people records live in the same place as their shifts. The CRM tracks leads and follow-ups, and a won lead becomes a client without retyping.

How it works day to day

The office plans the week with AI-suggested guards for each shift and publishes it. Guards accept their shifts in the app, get reminders, and clock in inside the site boundary.

The dispatcher watches the live dashboard instead of ringing around. If a guard presses panic, it shows up there at once. Guards and supervisors talk over push-to-talk or chat.

When a client emails about a change, CrewHub turns it into a ticket on the board. When a client phones instead, the voice agent can take the call and open a ticket. A manager asks the assistant who is running late and gets the answer with links to act on.

On schedule, each client's report goes out to their email. In the background, HR handles new hires and leave, and the CRM keeps the next contract moving.

Results

We share only what we can stand behind. We haven't published figures, because the client hasn't measured or approved any. Here is what changed in practice:

  • One platform in place of every third-party app. CrewHub fully replaced the separate apps the company used before. Clients and sites, staff and access, scheduling, clock-in, live monitoring, team communication, tickets, reports, HR and CRM now sit in one place, a single stop for their day-to-day operations.
  • One live view across 100+ guards. The office can see who is on post, and who has pressed panic, from a single screen.
  • Shifts guards have actually accepted. Each shift shows whether the guard has accepted it, backed by reminders and a geofenced clock-in.
  • Client requests and reports on rails. Emails become tickets on a shared board, and reports reach clients on schedule.
  • Their system, their brand. CrewHub runs on the company's own domain, and the apps are published under their own brand.
CrewHub ticketing: emails, voicemails and panic alerts on a kanban board, with AI triage suggesting the next action.
Tickets on a Kanban board, with AI suggesting the next action. Shown with demo data.

Why it matters for businesses like yours

You don't have to be a security company for this to sound familiar. Construction firms, field-service teams and any business that sends people to sites need the same things: a schedule people agree to, proof they arrived, a live view while the work happens, and an owner for every client request.

If your apps don't talk to each other, the cost is rarely one big failure. It's the small copy-and-paste jobs and missed handoffs, every week.

CrewHub is used by businesses in multiple countries, each on its own domain and under its own brand. For the scheduling side, read our guide on security guard scheduling software.

Built with you, not just rented to you

We don't just hand over a login and a monthly bill. We tailor CrewHub to the way each client works, and when they need a new module or feature, we build it on demand. We see it as a long-term partnership: the platform grows with the business, instead of the business bending to fit a rented tool.

See CrewHub with your own sites

We'll walk you through CrewHub with sample sites and shifts, so you can see how your week would run. If something you need isn't there yet, tell us, and we'll talk about building it. Pricing is a custom quote for your team, hosted by us or on your own servers.