TCSLink/SoloLink CRM

Challenge

TCS runs day-to-day operations for multiple security guard posts across multiple client sites. With a workforce of over 200 guards, they were managing scheduling, timekeeping, reporting, and compliance in spreadsheets.

That setup broke down in predictable ways: conflicting schedules, missed shifts, and time entries that needed manual cleanup. Those issues didn’t just create frustration—they slowed payroll and added ongoing administrative load.

Compliance was the biggest risk. Licensing, training, and certifications come with strict deadlines. Without one system of record, renewals could be missed and disrupt coverage.

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

Discovery

We mapped how work actually moved through the business: how schedules were built, how hours were captured, how credential documents were tracked, how reports were assembled, and how clients were kept informed.

Across teams and sites, the same patterns showed up—duplicate data entry, multiple versions of the “same” schedule, and follow-ups that depended on someone remembering to chase the next step. With a large roster and multiple locations, small spreadsheet mistakes quickly turned into missed coverage, payroll delays, and compliance exposure.

From those conversations, we documented 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 designed the platform around the people who use it every day: dispatchers building schedules, managers monitoring coverage and credentials, and guards clocking in from the field. The goal was to make schedules, hours, and credential status dependable—without chasing files or reconciling competing 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 system matched how the team already worked, while removing 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. SoloLink 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 daily 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

Spreadsheets don’t fail because teams aren’t working hard—they fail because the workflow depends on constant manual coordination. For workforce-heavy, multi-site operations, a single real-time system removes common breakpoints and makes accountability easier to maintain.

We also saw how quickly trust improves when clients can see the information they care about without waiting on an email thread. A secure portal plus consistent reporting reduces friction and gives everyone a shared view of what’s happening on-site.