Security agency HR software should record each guard's attendance at the client site where they are posted, handle day and night shifts and reliefs, recover uniform and other advances, and run PF and ESI payroll for every guard. FundRaksha HR lets you add each client site as a location with its own radius, locks each account to the guard's own phone, and on Pro (₹79 per employee per month + GST) adds shift roster, advances and statutory payroll.
Why guard attendance matters twice
For an agency, attendance is both a payroll record and a billing record. The client pays for guard-days; the guard is paid for days worked. A gap in either direction costs money or a contract.
- Proof at the site. A check-in that works only inside the client site radius shows the guard was there.
- Proof of identity. A device lock shows it was that guard's phone.
- Reliefs. When a guard is absent, the relief's attendance must appear at the right site.
- Night shifts. Check-outs the next morning, often forgotten.
Set-up for an agency
- Add each client site as a location with a radius covering the gate and premises.
- Create shifts: for example 8 am to 8 pm and 8 pm to 8 am.
- Assign guards to sites and shifts through the roster (Pro).
- Mark supervisors who visit several sites as field staff.
- Load open advances, such as uniform deposits, with instalments.
- Run payroll with PF, ESI and professional tax for every guard.
Worked example: 180 guards across 22 sites
An agency in Gurugram deploys 180 guards at 22 client sites, with 8 field supervisors and 10 office staff. Each site is a location. Guards check in at their site on their own phones; field supervisors use field mode while visiting sites at night.
One night, a guard at a warehouse calls in sick; the supervisor sends a relief, whose check-in appears at that warehouse. At month end, the attendance by site gives the agency a clean basis for client billing, while payroll calculates PF and ESI for all 198 employees and produces the PF ECR, ESI and bank files.
On Pro, 198 × ₹79 = ₹15,642 a month + GST. For large or multi-company groups, the pricing page asks you to contact FundRaksha.
Compliance points for agencies
Private security agencies are licensed under the Private Security Agencies (Regulation) Act, 2005, and as employers they are covered by PF and ESI and by state wage rules. Since most guards earn within the ₹21,000 ESI limit, ESI is deducted for nearly everyone; use the ESI calculator to check. PF is calculated on PF wages; see the PF calculator. Client contracts often require proof that PF and ESI have been paid, which the monthly ECR and ESI files support.
FundRaksha HR for security agencies
- Client sites as locations with their own radius; one phone per guard.
- Field mode for supervisors.
- Shift roster, advances in instalments and manager approvals (Pro).
- PF, ESI, PT and TDS with PF ECR, ESI, bank and Tally files (Pro).
- Excel import for onboarding many guards at once.
Every plan has a 30-day free trial with your real team, and there is no bill for the trial period. After that, you pay only for active employees in the month. See pricing.
For guard paperwork, see the appointment letter format and relieving letter format.
Sources
Last reviewed: 2026-10-21. Information for Indian businesses; not legal advice.