What security guards do, duties by post type, what guards are and are not allowed to do, reporting expectations, and how to write post orders and manage guard shifts.
A security guard’s main job is to deter, detect, observe and report. A visible, alert guard discourages theft, vandalism and trespass. When something happens, the guard’s role is to respond safely, call the right people, protect others where possible and record what happened accurately. Guards are usually not expected to put themselves in danger or to act as law enforcement.
For running a guard team, see our guides on security guard management and the security guard training program.
| Post | Main focus |
|---|---|
| Retail | Loss prevention, visible deterrence, customer and staff safety, observing and reporting theft |
| Corporate or office | Reception, access control, visitor management, after-hours patrols |
| Construction site | Preventing theft of tools and materials, after-hours patrols, gate control |
| Hospital or healthcare | De-escalation, visitor control, protecting staff in high-risk areas |
| Events | Crowd management, bag checks, ticket and wristband checks, emergency exits |
| Residential | Gate or lobby control, patrols, package and visitor management |
| Mobile patrol | Checking multiple sites on a route, alarm response, lock-ups |
This varies by state, employer policy and whether a guard is armed or unarmed, so employers must check local law. In general:
Most states require security guards to be licensed or registered, often with background checks, fingerprinting and minimum training hours, and many require additional training for armed guards. Requirements and the agency that issues licenses differ by state. Employers should verify licenses before a guard starts and track renewal dates. Ongoing training in observation, report writing, de-escalation, first aid, emergency procedures and legal limits keeps guards effective and reduces risk.
Post orders are written instructions for each guard position. They are the single most important document for a guard on shift. Good post orders include:
Review post orders with the client and update them when the site changes.
Clear reports protect the client, the guard and the employer. Guards should record observations, patrols and events in a daily activity report and complete an incident report for anything unusual. Reports should state facts: who, what, where, when and how, without opinions. Use our security daily activity report, security patrol checklist and security guard daily checklist templates.
Security posts often run 24/7, so scheduling matters. Plan shift patterns that cover every hour without excessive overtime, such as 8- or 12-hour rotations; see our guides on 24-hour shift schedules and the continental shift pattern. Guards cannot leave a post until relieved, so late reliefs can push hours into overtime, which must be paid for non-exempt guards. Meal periods during which a guard must stay at the post and remain on duty are generally paid. Record actual start and end times, including shift handovers.
Many incidents slip through at shift change. A good handover passes on anything unusual from the previous shift, such as a broken lock, a banned person seen nearby, an alarm fault or a delivery expected overnight. Require the outgoing guard to brief the incoming guard in person or in writing, sign the log and hand over keys, radios and access cards. The outgoing guard should not leave until relieved. See our shift handover guide and shift handover log.
| Problem | Prevention |
|---|---|
| Missed patrols | Checkpoint scans or GPS-verified patrol logs |
| Sleeping on post | Reasonable shift lengths, rest between shifts, supervisor checks |
| Poor reports | Training and templates; supervisor review |
| No-shows | Clear call-out rules, an on-call list, fast replacement |
| Overstepping authority | Clear post orders and training on legal limits |
EZTime helps security companies schedule round-the-clock posts, let guards clock in and out on their phones with location records, track overtime from late reliefs, and keep timesheets accurate for payroll and client billing. Learn more about EZTime for security services.
Review post orders with the client at least yearly. See security daily activity report and security guard daily checklist.
Supervisors cannot be everywhere, so use regular site visits, check-in calls, patrol logs and incident reports to stay informed. Track hours and overtime closely, because long shifts and double shifts are common in security. See security guard management and security guard scheduling.
Long, quiet shifts and occasional high-stress moments are hard on guards. Rotate posts where possible, keep shifts reasonable, provide breaks and make sure guards know they will be backed up. See security guard safety tips and lone worker safety.
When something happens, guards should first make sure people are safe, then call the right help, then record what they saw while it is fresh. Train guards to write facts, not opinions: times, locations, descriptions and actions taken. A clear, factual report protects the guard, the client and the company if the incident is reviewed later.
Tick each item already in place.
0 of 6. Your posts may be under-documented. Start with post orders and licenses.
Observing and reporting, controlling access, patrolling, responding to incidents and emergencies, and writing reports.
It depends on state law and employer policy. Many employers instruct guards to observe and report rather than detain.
Most states require licensing or registration, often with background checks and training. Armed guards need additional licensing.
Written instructions for a specific guard position, covering duties, patrols, access rules, emergencies and reporting.
If they must stay at the post and remain on duty, the meal period is generally paid time.
Facts about who, what, where, when and how, without opinion, plus actions taken and who was notified.
Place an EZTime NFC tag at the entrance and staff clock in by tapping it with their phone. Pricing starts at $2 per employee each month, with a $20 monthly minimum.