Every officer licensed, trained and ready for post
GettingDocs makes security guard license tracking simple: every officer’s current guard card, permits and training certificates are collected and filed on their record in your ATS. Amy asks each officer for what they still owe over WhatsApp or email, checks what comes back, and chases the new card when your ATS shows a renewal is due, so schedulers can see a complete, current file before anyone is booked on a post.
Thanks, Amy · Sentinel Point Security
An officer’s guard card expired last week. He’s still on the schedule.
Marcus works nights on a lobby post. His guard card is due for renewal this month, and the client’s contract says every officer on post holds a current state license. He renews on time. The question is whether the new card reaches your file. Here is the same month, twice.
- Three weeks out
A scheduler spots the renewal and emails Marcus a reminder.
- Two weeks out
He renews with the state and means to send the new card. The email sinks under forty others.
- Renewal date
The card on file lapses. Nobody has the new one, and his name is still on the night schedule.
- Next Tuesday
The client’s site audit pulls officer files. Marcus’s shows an expired license.
- Tuesday night
He is pulled from post while the office hunts for the renewal. Someone covers a double.
A post left short, overtime for the cover, and a client asking how many other files are out of date.
- Three weeks out
Your ATS shows Marcus’s guard card is due for renewal. A chase rule asks him on WhatsApp for the new card.
- Two weeks out
He renews with the state and replies with a photo of the new card. It is filed on his record the moment it lands.
- Same afternoon
The photo cuts off the license number, so Amy tells him why and asks again. A clear copy arrives within the hour.
- Renewal date
The old card lapses, but the new one has been on his ATS record for two weeks.
- Next Tuesday
The client’s site audit pulls officer files. Marcus’s shows his current guard card.
Marcus works every shift as scheduled. Nobody on your team chased him once.
Three steps, and nobody chases anybody
When an officer is placed, Amy messages them on WhatsApp or by email from your own domain, listing only what their file is still missing. Armed and unarmed officers each get their own list. No portal, no login, no app.
Every file is filed the moment it arrives, then Amy opens it. A guard card photo with glare over the number, or a certificate from the wrong course, goes back with a clear reason, and she keeps reminding on your schedule until the file is complete.
Documents attach to the officer’s record in Zoho Recruit, Recruit CRM or Crelate, with a copy in Google Drive if you want one. Schedulers see whose file is complete and who is still missing something.
- Guard card
- Firearms permit
- Fingerprint results
- CPR and first aid card
- Post orders acknowledgment
No portal, no login. Only what is still missing is ever asked for.
The security staffing onboarding checklist Amy collects
Requirements change by state and client, but most officer files are built from the same four groups. Choose a post type to see a typical file; Amy asks each officer for exactly those documents.
Guard card management and armed permits4 of 4 documents
- State security guard license (guard card)
- Armed guard or firearms permit
- State firearms qualification record
- Private patrol or PPO credentials (where your state requires them)
Background screening4 of 4 documents
- Fingerprint background check results
- Background check authorization
- Drug screen results
- References
Security officer training certificates5 of 5 documents
- State-mandated guard training certificates
- CPR and first aid certificate
- De-escalation training certificate
- Use-of-force training certificate
- Site-specific post orders acknowledgment
Security company onboarding paperwork5 of 5 documents
- Form I-9 and identity documents
- Form W-4
- Direct deposit form
- Uniform and equipment agreement
- Driver’s license (patrol vehicles)
Form I-9, W-4, background check authorization, drug test consent and driver’s license come built in. Guard cards, firearms permits and training certificates are set up once as your own document types, named the way your state licensing board names them, and Amy learns the names officers give their files.
Security officer compliance software for every kind of post
An armed post and a weekend concert need different files. Chase rules in your ATS decide who is chased and for what.
Unarmed site officers
Lobby, access control and front desk posts, where a current guard card, state training and signed post orders come before the first shift.
Armed posts
Everything an unarmed officer needs, plus a firearms permit, qualification record and use-of-force training.
Mobile patrol
Officers driving between sites overnight, with a driver’s license on file alongside the guard card.
Event and short-notice coverage
Concerts, games and one-off site coverage booked days ahead. Amy starts chasing the moment an officer is placed.
Direct hire
Officers placed permanently with a client’s in-house security team, who need a complete onboarding file before their first day.
Documents land in the ATS you already use
Security staffing questions
How do you track guard card expiration?
GettingDocs does not track expiration dates itself. Chase rules read your ATS: if an officer’s field or status shows their guard card is due for renewal, a rule asks that officer for the new card and files it on their record when it arrives. Keeping that field current, and deciding who is scheduled, stays with your team.
What goes on a security guard onboarding checklist?
Usually a guard card, fingerprint background check results, a drug screen, references, state-mandated training, CPR and first aid, de-escalation training and a signed post orders acknowledgment, plus Form I-9, W-4, direct deposit and a uniform and equipment agreement. Armed officers add a firearms permit, qualification record and use-of-force training.
What are security officer license requirements by state?
They vary by state, from which licenses and training are required to how often they renew, so check with each state licensing board you staff in. You set up document types and chase rules for your states, and Amy collects what each officer owes.
Does GettingDocs verify guard cards with the state licensing board?
No. GettingDocs collects the guard card and checks that it is the right document and readable. Looking it up with the state licensing board stays with your compliance team, who now start from a complete file. It does not run fingerprint checks or drug screens either; it collects the results.
How do staffing agencies manage armed guard compliance?
By keeping each armed officer’s firearms permit, qualification record and use-of-force training on file. Amy asks armed officers for those on top of the standard file, and chases replacements when your ATS shows one is due. Who works an armed post stays your decision.
Does this security company onboarding software work with our ATS?
Zoho Recruit, Recruit CRM and Crelate today, with Greenhouse coming soon. Documents attach to the officer’s record, so your team keeps working where it already does.
Get every officer’s file complete before the first shift
See Amy collect a guard card and training certificates from one of your own officers on a 15 minute call.
