Software Frequently Asked Questions

Edit - Data management

How do I set up Customers in my UniGuard Patrol Management System?

Customers are the organizations that your business supplies the patrol service to.

To edit customers, select the Edit/Customers menu option.(This menu option is only available if the logged in user has the necessary permission in their user profile).

To insert a new customer, click the Insert button and enter the customer details. Click the OK button to save the new customer, or the Cancel button to cancel the insert.
To edit a customer, click the Edit button and edit the customer details as desired. Click the OK button to save the edited details, or the Cancel button to cancel the edit.
To delete a customer, click the Delete button. If the customer has contacts assigned, these contacts will need to be deleted or assigned to a different customer first.

Customer Details

Name The name of the customer or organization
Street Address The customer's physical address
Postal Address The customer's mailing address
Telephone The customer's telephone number
Fax The customer's facsimile number
Webpage The customer's website address

Once your customers have been inserted, multiple Contacts can be inserted for each customer.

How do I set up Contacts in my UniGuard Patrol Management System?

Contacts are the individuals (your customer's employees) that your business interacts with during the rendered patrol service. Each site is assigned a contact during setup. This person is the main contact for queries and issues relating to the site.

To edit contacts, select the Edit/Contacts menu option.(This menu option is only available if the logged in user has the necessary permission in their user profile).

To insert a new contact, click Insert button and enter the contact details. Click the OK button to save the new contact, or the Cancel button to cancel the insert.
To edit a contact, click Edit button and edit contact details as desired. Click the OK button to save the edited details, or the Cancel button to cancel the edit.
To delete a contact, click the Delete button. If the contact is assigned to 1 or more sites, these sites will need new contacts assigned first.

Contact Details

Customer The customer that this contact is employed by, Select customer from drop down list.
Full Name The contact's first and last name.
Title The contact's title. (Mr, Mrs, Miss etc...)
Designation The contact's employment designation. (Manager, Supervisor etc...)
Telephone The contact's telephone number.
Fax The contact's facsimile number.
Mobile The contact's mobile phone or pager number.
Email The contact's email address.

Picture The contact's picture. Use the Image Editor to insert/edit the image.

How do I set up Employees in my UniGuard Patrol Management System?

Employees are the individuals employed by your business, contractual or permanent. These are the individuals responsible for the rendering of the patrol service at each level. (Guards, Supervisors, Cleaners etc...)

To edit employees, select the Edit|Employees menu option.(This menu option is only available if the logged in user has the necessary permission in their user profile).

To insert a new employee, click the Insert button and enter the employee details. Click the OK button to save the new employee, or the Cancel button to cancel the insert.
To edit an employee, click the Edit button and edit the employee details as desired. Click the OK button to save the edited details, or the Cancel button to cancel the edit.
To delete an employee, click the Delete button.

Employee Details

Telephone The employee's telephone number.
Fax The employee's facsimile number.
Mobile The employee's mobile phone or pager number.
Email The employee's email address.

Hire Date The date the employee was hired. Select a date from the drop down calendar.
Employment Active The employee's employment status. If option is checked, employment is active.
Type The employee type. Select and employee type from the drop down list. To insert or edit employee types, use the Employee Types grid and navigator at the bottom of the window.
Recorder The recorder that the employee uses while patrolling. Select a recorder from the drop down list. (This field is optional. Recorders can be shared by multiple employees)
Wallet The wallet that the employee uses while patrolling. Select a wallet from the drop down list. (This field is optional. Wallets can be shared by multiple employees)

Picture The employee's picture. Use the Image Editor to insert/edit the image.

How do I set up shift times in my UniGuard Patrol Management System?

How do I set up Regions in my UniGuard Patrol Management System?

A region defines any physical area or group of sites, such as a territory, state, province or any custom description.

To edit regions, select the Edit/Regions menu option.(This menu option is only available if the logged in user has the necessary permission in their user profile).

To insert a new region, click the Insert button and enter the region details. Click the OK button to save the new region, or the Cancel button to cancel the insert.
To edit a region, click Edit button and edit the region details as desired. Click the OK button to save the edited details, or the Cancel button to cancel the edit.
To delete a region, click the Delete button.

Region Details

Code This is the radio call sign or code for the region.
Name The region's name.
Map A map or aerial photograph of the region or area. Use the Image Editor to insert/edit the image.

Once regions have been inserted, multiple Sites can be inserted for each region.

How do I set up Sites in my UniGuard Patrol Management System?

A site is any location or premises, such as a factory, office building or any custom description where the patrol service is carried out.

To edit Sites, select the Edit/Sites menu option.(This menu option is only available if the logged in user has the necessary permission in their user profile).

To insert a new site, click the Insert button and enter the site details. Click the OK button to save the new site, or the Cancel button to cancel the insert.
To edit a site, click the Edit button and edit site details as desired. Click OK button to save the edited details, or the Cancel button to cancel the edit.
To delete a site, click the Delete button.

Site Details

Region The region the site is in. Select a region from the drop down list.
Number A unique number for the site. (optional)
Name The site name.
Street Address The site's physical address.
Contact The contact for this site, select a contact from the drop down list.
Telephone Site telephone number.
Fax Site facsimile number.
Webpage The site's website address.

Visits are active for this site If this option is selected, visits are required for this site, and the site will take part in Missed Site Visit reports.
Week - Required visits per shift The number of visits that should be made to this site per shift on a weekday.
Week - Minimum interval between visits The minimum number of minutes between visits, to qualify each visit as a separate visit on a weekday.
Week End - Required visits per shift The number of visits that should be made to this site per shift on a weekend day.
Week End - Minimum interval between visits The minimum number of minutes between visits, to qualify each visit as a separate visit on a weekend day.

Instructions These are instructions for how to patrol the site, or any specific actions to perform.

Right click the instructions memo control to expose the memo menu

Select Undo to undo the last action. (certain actions cannot be undone)
Select the Cut option to cut/delete the selected text.
Select the Copy option to copy the selected text to the clipboard.
Select the Paste option to paste previously copied text from the clipboard.
Select the Select All option to select all text.
Select the Load option to load the text from a text file.
Select the Save As option to save the text to a text file.
Select the Print Preview option to preview the text on a page before printing.

Map A map or aerial photograph of the site. Use the Image Editor to insert/edit the image.

Once sites have been inserted, multiple Checkpoints can be inserted for each site.

How do I set up Checkpoints in my UniGuard Patrol Management System?

Checkpoints are electronic serial numbers, packaged in sealed, robust stainless steel housings. They are installed (no power or wiring required) at strategic positions on a site to maximize site coverage and security risk areas. A checkpoint is visited by touching the checkpoint tag onto Recorder tag reader.

To edit checkpoints, select Edit/Checkpoints menu option.(This menu option is only available if logged in user has the necessary permission in their user profile).

To insert a new checkpoint, click the Insert button and enter the checkpoint details. Click the OK button to save the new checkpoint, or the Cancel button to cancel the insert.
To edit a checkpoint, click the Edit button and edit checkpoint details as desired. Click the OK button to save the edited details, or the Cancel button to cancel the edit.
To delete a checkpoint, click the Delete button.

Checkpoint Details

Site The site the checkpoint is on. Select a site from the drop down list.
Tag Serial Number The serial number of the checkpoint's iButton tag.
Description A description for the checkpoint.
Type The type or category of checkpoint. Select a type from the drop down list. To insert or edit checkpoint types, use the Checkpoint Types grid and navigator at the bottom of the window.

Visits are active for this checkpoint If this option is selected, visits are required for this checkpoint, and the checkpoint will take part in Missed Checkpoint Visit reports.
Week - Required visits per shift The number of visits that should be made to this checkpoint per shift on a weekday.
Week - Minimum interval between visits The minimum number of minutes between visits, to qualify each visit as a separate visit on a weekday.
Week End - Required visits per shift The number of visits that should be made to this checkpoint per shift on a weekend day.
Week End - Minimum interval between visits The minimum number of minutes between visits, to qualify each visit as a separate visit on a weekend day.

Picture A photograph of the checkpoint location. Use the Image Editor to insert/edit the image.

How do I set up Recorders by number in my UniGuard Patrol Management System?

Recorders are electronic devices which are able to log events crucial to effective employee tracking. Each recorder has an electronic serial number used to track the movements of each specific device. A recorder may be used to read any type of tag (checkpoint, employee, incident)

To edit recorders, select the Edit/Recorders menu option.(This menu option is only available if the logged in user has the necessary permission in their user profile).

To insert a new recorder, click the Insert button and enter the recorder details. Click the OK button to save the new recorder, or the Cancel button to cancel the insert.
To edit a recorder, click the Edit button and edit the recorder details as desired. Click the OK button to save the edited details, or the Cancel button to cancel the edit.
To delete a recorder, click the Delete button.

Recorder Details

Serial # The recorder's electronic serial number. To set the serial number in the recorder, insert the serial number, then click the Set button and place the recorder in the downloader.
Date Purchased The date the recorder was purchased. Select a date from the drop down calendar.
Date Examined The date the recorder was last examined. Select a date from the drop down calendar.
Last Condition A description of the condition of the recorder, the last time it was examined.

How do I set up Activity Wallets in my UniGuard Patrol Management System?

Wallets are carried by employees, and contain incident tags relating to specific predefined incidents which may occur on a site or during a patrol.

Wallets are simply containers for a group of incident tags, which may be issued to each employee, or to a specific site and shared by employees.

To edit wallets, select the Edit/Wallets menu option.(This menu option is only available if the logged in user has the necessary permission in their user profile).

To insert a new wallet, click the Insert button and enter the wallet details. Click the OK button to save the new wallet, or the Cancel button to cancel the insert.
To edit a wallet, click Edit button and edit the wallet details as desired. Click the OK button to save the edited details, or the Cancel button to cancel the edit.
To delete a wallet, click the Delete button.

Wallet Details

Name The wallet's name or identification.
Description A description of the wallet or where and what the wallet is used for.

How do I set up Incidents for my Activity Wallet in my UniGuard System?

An incident is any event which takes place during a patrol, and needs to be recorded, such as a broken window, unlocked door or any other predefined event.

Incident tags are electronic serial numbers, packaged in robust stainless steel housings, and carried by employees in a wallet.

To record full incident information, follow the 3 steps below using the same recorder:

Place the employee tag onto the recorder's tag reader.
Place the incident tag onto the recorder's tag reader.
Place the nearest checkpoint tag onto the recorder's tag reader.

If all three steps are followed in sequence using the same recorder, the incident will be recorded, along with which employee reported the incident, and near which checkpoint the incident occurred.

If any of the steps are excluded, the incident will not contain the relevant information.

To edit incidents, select the Edit/Incidents menu option.(This menu option is only available if the logged in user has the necessary permission in their user profile).

To insert a new incident, click the Insert button and enter the incident details. Click OK button to save the new incident, or Cancel button to cancel the insert.
To edit an incident, click the Edit button and edit the incident details as desired. Click the OK button to save the edited details, or the Cancel button to cancel the edit.
To delete an incident, click the Delete button.

Incident Details

Wallet The wallet this incident belongs to. Select a wallet from the drop down list.
Tag Serial Number The serial number of the incident's iButton tag.
Description A description of the incident.
Severity The severity of the incident. Select a severity from the drop down list.

How do I set up Patrol Tours for checkpoints that I have set up?

Patrol Tours are groups of checkpoints that need to be visited by employees. Any number of checkpoints can be part of the patrol tour, and these checkpoints may be from any site on any region.

A patrol may therefore be:

A single checkpoint to be visited,
A group of checkpoints to be visited on a particular site,
A group of checkpoints to be visited across multiple sites in a region, or
A group of points to be visited across multiple sites in multiple regions.

To record full patrol tour information, follow these steps:

Place the employee tag onto the recorder's tag reader.
Place the patrol tour start tag onto the recorder's tag reader.
Visit all other patrol tour visits that form part of the patrol tour.

Patrol tour visits do not have a specific order, only the start tag is required to be visited first, thereafter the remaining patrol tour visits may be visited in any order.

To edit patrols, select the Edit/Patrol Tours menu option.(This menu option is only available if the logged in user has the necessary permission in their user profile).

To insert a new patrol tour, click the Insert button and enter the patrol tour details. Click the OK button to save the new patrol tour, or the Cancel button to cancel the insert.
To edit a patrol tour, click the Edit button and edit the patrol tour details as desired. Click the OK button to save the edited details, or the Cancel button to cancel the edit.
To delete a patrol tour, click the Delete button.

Patrol Tour Details

Name The patrol tour's name or identification
Description A description of the patrol tour
Patrol Tour Visits Patrol tour visits are the checkpoints that are required to be visited for the current patrol tour.

To edit these patrol tour visits, click the Patrol Tour Visits button.

The grid on the bottom displays all checkpoints already assigned to the patrol tour, while the grid on the top displays all available checkpoints, from all sites in all regions.

To add a visit to the patrol tour, select an available checkpoint and click the Add button.
To remove a visit from the patrol, select the visit and click the Remove button.
Use the Move Up and Move Down buttons to order the patrol visits as desired.

Note: The order of the patrol visits does not have any bearing on the order that the visits need to be made. Only the first (Top) patrol visit indicates which visit marks the start of a patrol tour.

How do I set up Visit Rosters for specific checkpoints that I have set up?

Visit Rosters are groups of checkpoints that are scheduled to be visited at specific times on specific days of the week. Any number of checkpoints can be part of the visit roster, and these checkpoints may be from any site on any region.

To edit visit rosters, select the Edit/Visit Rosters menu option.(This menu option is only available if the logged in user has the necessary permission in their user profile).

To insert a new visit roster, click the Insert button and enter the visit roster details. Click the OK button to save the new visit roster, or the Cancel button to cancel the insert.
To edit a visit roster, click the Edit button and edit the visit roster details as desired. Click the OK button to save the edited details, or the Cancel button to cancel the edit.
To delete a visit roster, click the Delete button.

Visit Roster Details

Name The visit roster's name or identification.
Description A description of the visit roster.
Rostered Visits Rostered visits are the checkpoints that are required to be visited for the current visit roster.

To edit these rostered visits, click the Rostered Visits button.

The grid on the bottom displays all checkpoints already assigned to the visit roster, while the grid on the top displays all available checkpoints, from all sites in all regions.

To add a visit to the visit roster, select an available checkpoint and click the Add button.

The Pick days form appears, allowing you to select which days the checkpoint should be rostered for. Each day allows the selection of a Start Time and End Time to form a time window in which the visit is acceptable and considered to be on-time. For each day there is also a Grace Period which stipulates the amount of time before and after the time window, that a visit is acceptable, but considered to be early or late.

For example: A checkpoint is rostered with a Start Time of 08:00:00, an End Time of 10:00:00 and a Grace Period of 00:00:15. This means that if the visit is made on this day between 8:00AM and 10:00AM, it is considered on-time. If the visit is made between 7:45AM and 8:00AM it is considered early, and if it is made between 10:00AM and 10:15AM it is considered late. If the visit is made before 7:45AM or after 10:15AM, it is considered as missed as it did not occur within the specified time window or Grace Periods.

Note that any checkpoint can be rostered multiple times on any given day.

To remove a visit from the visit roster, select the visit and click the Remove button.