Facilities management
Engineers, sites and the paperwork in between
Planned maintenance and reactive callouts across a portfolio, with the certification checks and attendance evidence your clients build their own reporting on.
What we hear
The four that come up every time
- Engineers dispatched without knowing site access details
- Certifications that lapse between planned visits
- Callout hours reconstructed from memory
- Client reporting assembled by hand each month
Live
view of who is on site right now
What you’d use
The parts that matter for facilities management
Rota & scheduling
Drag shifts from reusable patterns, fill gaps from a list of who is actually available, and publish to every phone at once. If someone is not qualified to work a site, the rota says so before you assign them — not after.
- Patterns, not copy-paste. Nights, four-on-four-off, weekend cover — save the shape once and drop it onto any week.
- Clashes caught as you type. Double bookings, insufficient rest between shifts and unqualified assignments are refused at the point of the drag.
The staff app
Staff see their shifts, get directions, read the arrival instructions for that specific site, and clock in and out. No training, no handsets to buy, no paperwork to chase at the end of the month.
- Geofenced check-in. Clocking in only works at the site. Out-of-area attempts are flagged for review or refused outright — your choice.
- Briefed before they arrive. Gate codes, key locations and who to report to, on the shift itself, so nobody rings the office at 6am.
Compliance & vetting
Track SIA licences, right to work, DBS certificates and anything else you need. Set which documents block scheduling, and On The Shift simply will not let an unqualified person be rostered.
- Chased automatically. Reminders go out before something expires, to the person who holds it, on the schedule you set.
- Blocking or warning, per document. An expired first-aid certificate might warn. An expired SIA licence should stop the assignment dead.
Timesheets & pay
Timesheets are built from real check-in and check-out data, with breaks, overtime and holiday already applied. Approve the exceptions, export to payroll, and invoice the client from the same approved hours.
- Only the exceptions need you. Shifts that ran as planned approve themselves. You look at the late ones, the short ones and the overtime.
- Holiday accrued properly. 12.07% of hours worked, the way the Working Time Regulations actually define it — not a flat guess.
Case study
Cut rota admin from two evenings a week to under an hour
“The bit I didn't expect was the arguments that stopped happening. Nobody debates hours any more, because the hours came from the door.”
Operations Director, Northgate Security
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