Security guard scheduling

Start with the post list

Every security schedule is built from posts. A post is a location and time window that must be covered, such as “main lobby, 24/7” or “parking patrol, 18:00 to 6:00 on weekdays”. For each post, record the hours, the number of guards required, any special qualifications (armed, licensed for a specific function, site training, first aid) and the post orders guards must follow. Our guide to security guard duties covers what guards typically do on post.

The staffing math

Once you know the hours, you can calculate how many guards you need. One week has 168 hours. A post covered 24/7 needs 168 guard-hours a week. At 40 hours per guard, that is 4.2 full-time equivalents (FTE). But guards also take vacation, call out sick and attend training, so you need relief capacity on top. Many operators add a relief factor based on their own absence history.

To estimate relief, add up the hours your guards were absent last year (vacation, sick days, training, other leave) and divide by total scheduled hours. If absences equal 10% of scheduled hours, a 24/7 post needs about 4.2 divided by 0.9, or roughly 4.7 FTE, to avoid filling gaps with overtime. Use your own data rather than a fixed rule.

Common shift patterns

Our guides to the Pitman schedule, DuPont schedule, 24-hour shift schedules and rotating schedules explain each pattern and its overtime effect in detail.

Overtime rules for guards

Most security guards are non-exempt and must receive at least 1.5 times their regular rate for hours over 40 in a workweek under the FLSA. Twelve-hour patterns often include weeks with more than 40 hours, so overtime is built in unless you design around it. Some states also have daily overtime, such as California, where hours over 8 in a workday generally earn overtime. If guards earn shift differentials or bonuses, those amounts generally go into the regular rate used for overtime. On some government contracts, wage determinations under federal service contract rules set minimum wages and fringe benefits. See our FLSA overtime guide and regular rate guide.

Paid time you must not miss

• Shift handovers and briefings: time spent receiving or giving a handover is working time.
• Pre-shift tasks: picking up radios, keys or equipment and checking in with the control room before the shift starts are generally work.
• Required training: site inductions, refresher courses and license-related training required by the employer are generally paid for non-exempt guards.
• Meal breaks on post: if a guard cannot leave the post or must stay alert during a meal, that time is generally working time.
• Travel between sites during the day: mobile patrol and relief travel during the workday is usually paid.
• On-call time: depending on how restricted the guard is, on-call time may count as hours worked; see our on-call pay guide.

Check licenses and qualifications before scheduling

Most states require security guards to hold a license or registration, and many require additional permits for armed work. Some clients or sites also require specific training, background checks or certifications. A schedule that assigns an unlicensed or untrained guard to a post can create legal, contractual and safety problems. Keep every guard’s license number, expiry date and site qualifications in one place, and check them before publishing the schedule. Our guide on how to start a security guard company covers licensing more broadly.

Building the schedule step by step

1. List posts, hours and required qualifications for the scheduling period.
2. Choose a shift pattern for each site, balancing fatigue, handovers and overtime.
3. Assign regular guards to posts first, so each site has familiar faces.
4. Check every assignment against licenses, site training and availability.
5. Check weekly hours per guard to spot overtime before it happens.
6. Fill remaining gaps with relief guards or part-time staff.
7. Publish the schedule as early as possible and share post orders.
8. Approve swaps only between qualified guards and only if rest and overtime rules are met.

Handling call-outs and no-shows

An empty post is a serious problem for a security provider: it can breach a contract and leave a site unprotected. Have a clear call-out procedure with notice requirements, a ranked list of relief guards and a supervisor on call to authorize overtime or step in. Track call-outs by guard and site to find patterns, and address repeated no-shows through your attendance policy. Our guides on handling call-outs and the no-call, no-show policy post explain how to set this up.

Shift handovers on post

• Review incidents and unresolved issues from the previous shift.
• Check and sign for keys, radios, access cards and equipment.
• Note expected visitors, deliveries and contractor access.
• Confirm any changes to post orders or client instructions.
• Record the handover time and both guards’ names in the log.

A structured handover keeps information from getting lost at 6:00 in the morning. See our shift handover guide.

Fatigue and lone working

Night posts and long shifts make fatigue a real risk, especially for guards working alone. Limit consecutive night shifts and long runs of 12-hour shifts, avoid scheduling guards straight from another job or site without rest, and make sure lone guards have a reliable check-in system and a way to call for help. Our lone worker safety guide and shift work sleep disorder guide cover practical steps.

Proving coverage to clients

Clients pay for coverage, so they often ask for proof that posts were staffed and patrols completed. Accurate clock-in records with location, shift logs and incident reports provide that proof and support your invoices. Billing errors are less likely when hours worked and hours billed come from the same records.

Scheduling security teams with EZTime

EZTime helps security operations cover posts and prove it. Supervisors build rotating schedules with scheduling software, guards clock in at the post with the mobile app, licenses and site training live in each digital employee file, and managers see coverage gaps and projected overtime before the week starts. Hours can be tracked by site for client billing with attendance clock records.

Frequently asked questions

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