Licensed officers only
Each post requires the licenses you choose. An officer whose guard card is missing or expires before the shift stays off it.
Security guard scheduling
Security guard scheduling software built for event days.
Event security does not run on a fixed weekly schedule. Posts change with every festival, game and concert, licenses expire, and the client adds four officers on Thursday. Staffli is the security officer scheduling software made for that work: it schedules only licensed officers, fills open posts without a round of phone calls, shows who is on post and turns approved hours into the invoice.
What a security officer scheduler has to handle
Open posts filled fast
Open posts go to your most reliable officers first, and Staffli keeps going until the shift is covered.
Who is on post, live
Officers clock in on site from their phone. A no-show is caught early, before your client notices the empty gate.
Hours the client already approved
Clients approve timesheets in your portal, so the invoice goes out on hours nobody disputes.
Scheduling around guard cards and licenses
Many US states license security officers one by one, and those licenses expire. California registers each security guard and the registration has to be renewed before it expires; Florida issues security officers a Class D license that is renewed on a fixed cycle. A schedule built in a spreadsheet does not know any of that.
In Staffli, each officer's licenses and expiry dates sit on their profile, officers get a reminder before a license lapses, and an officer who is not licensed for a post on the day of the shift is never scheduled on it.
When the schedule changes on Friday
Event schedules move after they are published: a client adds headcount, an officer cancels, a start time shifts. With Staffli the change reaches every confirmed officer at once, a cancellation reopens the post, and Nelson, your AI staffing coordinator, tells you what is still open before the weekend.
What your client sees
Your client sends requests, follows the staffing progress, sees the confirmed team and approves timesheets in a portal under your name. Fewer calls on Friday, fewer disputes on Monday.
Made for event security, not static guarding
Staffli schedules short shifts at changing venues: festivals, stadiums, concerts, trade shows and corporate events. It does not run patrol tours, incident logs or lone worker checks, so a company posting guards on the same site all year will be better served elsewhere.
See how Staffli runs an event security companyStaffli vs spreadsheets and group texts
Most security companies schedule events in a spreadsheet and a group chat. Here is the same work, done both ways.
| The job | Spreadsheet and group texts | Staffli |
|---|---|---|
| Checking licenses | A column of expiry dates, checked when someone has time | Officers without a valid license for the post stay off the shift |
| Filling open posts | Calls and group texts, then chasing answers | Your most reliable officers hear first, until the post is covered |
| Knowing who is on post | A supervisor counts heads and calls the office | Clock-in on site from the officer's phone |
| Client updates | The client calls to ask how many are confirmed | The client follows staffing in your portal |
| Timesheets | Paper or photos, typed again for payroll and the invoice | Approved by the client, then invoiced |
Checking licenses
- Spreadsheet and group texts
- A column of expiry dates, checked when someone has time
- Staffli
- Officers without a valid license for the post stay off the shift
Filling open posts
- Spreadsheet and group texts
- Calls and group texts, then chasing answers
- Staffli
- Your most reliable officers hear first, until the post is covered
Knowing who is on post
- Spreadsheet and group texts
- A supervisor counts heads and calls the office
- Staffli
- Clock-in on site from the officer's phone
Client updates
- Spreadsheet and group texts
- The client calls to ask how many are confirmed
- Staffli
- The client follows staffing in your portal
Timesheets
- Spreadsheet and group texts
- Paper or photos, typed again for payroll and the invoice
- Staffli
- Approved by the client, then invoiced
Included for every security company
One price per active officer. No modules to buy, no seats for managers.
- Complete setup done for youYour domain, posts, license types, rates and branding, with your officer roster imported
- Back officeEvents, posts and shifts, hours validation, margins per shift
- Branded officer appYour name, icon and colors on your officers' phones. Clock-in on site
- License trackingGuard cards and certificates with expiry dates and reminders. Officers with an expired license stay off the shift
- Client portalRequests, confirmed team, staffing progress, timesheet approval and invoices. Included
- Client invoicingPay and bill rates per post and client, overtime, invoices synced to QuickBooks or exported to Xero
- Nelson, your AI staffing coordinatorTurns client emails into bookings, flags open posts and expiring licenses, covers no-shows
- Hypercare & support30 days with every adjustment included, then one named person who knows your company
FAQ
Questions about security guard scheduling software.
What is security guard scheduling software?
It is software that plans which officer works which post and when, and keeps that schedule current when people cancel or clients change their order. Staffli adds license checks, clock-in on site, a client portal and invoicing for event security companies.
Does Staffli check an officer's license before scheduling them?
Yes. You choose the licenses each post requires. An officer whose license is missing or expires before the shift is kept off it, and officers get a reminder before their license lapses.
Is Staffli a fit for static guarding?
No. Staffli is built for event security: short shifts, changing venues and weekend peaks. It does not run patrol tours, incident reports or lone worker checks.
Is there a free security guard schedule template?
Yes. Our free Excel template tracks posts, shifts, hours and each officer's license expiry date, and flags any officer whose license runs out before a shift.
How is Staffli priced?
Per active officer per month, with unlimited admin seats. The price is on the pricing page.
This page summarizes state licensing in general terms as of November 2026. It is not legal advice: check the rules of each state you work in with its licensing agency.
Sources
- Security Guard Fact Sheet, California Bureau of Security and Investigative Services
- Florida Statutes 493.6303, Security officer; license requirements, Florida Legislature
- Florida Statutes 493.6113, Renewal application for licensure, Florida Legislature
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