TCSLink/SoloLink CRM

Challenge

TCS, a security guard management company supporting multiple client sites, was running core operations on spreadsheets. With a workforce of over 200 security guards, they needed scheduling the team could rely on, time tracking that didn’t require cleanup, consistent reporting, and strong compliance oversight.

At that size, spreadsheets created predictable failure points. Scheduling conflicts were common, shifts were missed, and compliance documentation had gaps—issues that impacted service quality and client satisfaction. Time tracking was slow and error-prone, which led to payroll delays and extra administrative work.

Compliance was the highest-risk area. Licensing, training, and certifications carry strict requirements and deadlines, and without a centralized system, renewals could be missed and disrupt operations.

TCS came to us for a custom, unified platform to replace fragmented spreadsheet workflows with a real-time system for scheduling, compliance tracking, client communication, reporting, and mobile access for guards in the field.

Discovery

We started by mapping how work actually moved through the organization: scheduling, timekeeping, compliance documentation, reporting, and client updates. Across teams and sites, the same problems showed up repeatedly—duplicate data entry, inconsistent versions of “the truth,” and processes that depended on manual follow-up.

With multiple locations and a large guard roster, small spreadsheet mistakes turned into real operational issues: missed shifts, payroll headaches, and compliance risk. From those conversations, we defined the non-negotiables the new system had to support:

• Real-time scheduling with conflict checks
• Mobile check-in/out tied to location
• Automated compliance reminders with credential records
• A client-facing portal
• Reporting that could be generated and distributed without manual formatting

Approach

We built around the day-to-day work of dispatchers, managers, and guards. The goal was to make schedules, hours, and credential status easy to trust—without digging through files, chasing updates, or reconciling conflicting spreadsheets.

• Centralize scheduling, time tracking, compliance records, and reporting in one system.
• Reduce preventable errors with automated checks (including overlapping shifts and geofenced clock-ins).
• Keep key workflows usable on both desktop and mobile.
• Improve client communication with a secure portal and consistent reporting.

Throughout development, we stayed closely aligned with TCS leadership and operations so the platform matched how the team already worked—while removing the manual steps that were slowing them down.

Solution

We designed and developed SoloLink, a custom CRM and workforce management system tailored to TCS’s operational demands. The platform brings scheduling, time tracking, compliance, client access, reporting, and payroll export into a single interface available on desktop and mobile.

Real-time scheduling: Dispatchers manage shifts with a drag-and-drop scheduler built to reduce conflicts. SoloLink detects overlapping assignments and provides auto-fill options for open shifts, helping staff multiple sites efficiently while minimizing manual errors.

Mobile check-in/out with geofencing: Guards clock in and out from the mobile app with GPS verification. Geofencing prevents check-ins outside designated areas, improving accountability and keeping time records accurate.

Compliance tracking: Automated alerts notify management about upcoming license expirations, training renewals, and certification deadlines. SoloLink maintains credential records for each guard to reduce compliance gaps and support regulatory adherence.

Client portal: Clients get real-time visibility into guard assignments, incident reports, and billing information through a secure portal. This improves transparency and reduces back-and-forth communication.

Automated reporting: Weekly and monthly reports are generated per client site, consolidating shift coverage, compliance status, and incident logs. Reports are formatted as PDFs and distributed to stakeholders automatically.

Payroll integration: Worked hours are calculated and exported to TCS’s payroll system, reducing manual entry and helping payroll run faster with fewer errors.

Technology stack:

• Backend: Laravel
• Frontend: Vue.js
• Database: MySQL
• Mobile integration: REST API
• Real-time features: WebSockets
• Reporting: PDF generation libraries

Results

After SoloLink launched, TCS saw measurable improvements across operations:

• Scheduling efficiency: Weekly time spent managing guard shifts dropped from approximately 8 hours to 45 minutes.
• Compliance management: Missed compliance deadlines were eliminated (previously 5 to 10 per month).
• Client satisfaction: Client satisfaction scores increased from 3.2 to 4.7 out of 5 due to improved transparency and access.
• Payroll processing: Automated hour tracking and export cut payroll processing time by 75%.

Lessons

For workforce-heavy, multi-site operations, spreadsheets don’t fail because people aren’t working hard—they fail because the process depends on constant manual coordination. Centralizing scheduling, timekeeping, compliance, and reporting in one real-time system removes common failure points and makes accountability straightforward.

We also saw how quickly trust improves when clients can self-serve the information they care about. A secure portal and consistent reporting reduce friction, improve communication, and give everyone a shared view of what’s happening on-site.