Customer story
Security Workforce Records Case Study: Security Works Ltd
In this security workforce records case study, Security Works Ltd reports saving 8 to 10 hours of onboarding administration per new employee file after replacing paper files, emailed Word forms and Excel trackers with WFC Verify.
This is a reported, case-specific account from Security Works Ltd.
Security Works Ltd
Case study at a glance
- Customer
- Security Works Ltd
- Industry
- Security services
- Workforce
- 50 employees, and growing
- Product
- WFC Verify
- Reported result
- 8 to 10 onboarding admin hours per new employee file
The challenge
A paper-based record process that was hard to follow up
As its 50-person workforce grew, Security Works Ltd says it needed a more organised way to manage employee records, onboarding and training information. Its previous workflow combined paper staff and training files with emailed Word forms and manual Excel trackers.
- Paper staff and training files were difficult to keep together and retrieve quickly.
- Word-form appraisals and surveys had no tracking or automatic reminders.
- Excel training-matrix and survey reports had to be maintained manually.
- Difficult onboarding tracking and a last-minute rush to gather records added stress before an assessment or audit.
The approach
A structured workflow for workforce records
Security Works Ltd replaced its paper staff files, emailed Word forms and Excel trackers with WFC Verify. The team uses a structured workflow to support onboarding, employee records and the follow-up of outstanding actions.
The workforce-record workflow
- Structured vetting and screening, onboarding and employee induction.
- Employment Control Documents with version control, electronic signatures, issue tracking and reminders.
- An employee portal for employment and HR self-service.
- Training records and Training Matrix reporting.
- Appraisals and surveys with sending, tracking and follow-up.
- AI-assisted employment-document formatting and approved document and address checking, alongside audit reporting and organised evidence.
Workflow comparison
From scattered records to a structured workforce view
| Workflow point | Before | With WFC Verify |
|---|---|---|
| Employee onboarding | Paper files and emailed Word forms made actions difficult to track. | Structured onboarding, induction, vetting and screening steps can be tracked. |
| Employment documents | Documents and follow-up were spread across paper and email. | Version-controlled employment documents, electronic signatures, issue tracking and reminders support follow-up. |
| Training and people processes | Excel training-matrix and survey reports were updated manually, with no tracking or automatic reminders for Word-form appraisals and surveys. | Training Matrix reporting, appraisals and surveys provide sending, tracking and follow-up in one workforce-record workflow. |
| Assessment preparation | Records were gathered in a last-minute rush before an assessment or audit. | Audit reporting and organised evidence help make records easier to retrieve and review. |
Reported outcomes
Time back for onboarding and training administration
Security Works Ltd reports time and cost savings in its own workflow, alongside improved organisation of the evidence it needs to retrieve.
8 to 10 hours
of onboarding administration saved per new employee file, reported as a one-off at onboarding
£750 to £1,000
a year saved on staff training, as reported by Security Works Ltd
Organised evidence
reported as easier workforce-record organisation and retrieval for assessment or audit preparation
"Onboarding used to be one of our hardest jobs. Now the system tells us exactly what to do next and keeps our screening and vetting in line with BS7858. The AI checks on documents and addresses make it so easy."
FAQs
Security workforce records case study FAQs
What workforce-record challenge did Security Works Ltd report?
Security Works Ltd reports that paper staff and training files, Word-form appraisals and surveys, and manual Excel trackers made onboarding difficult to track. The company also described a last-minute rush to gather records before an assessment or audit.
Which WFC360 product is covered in this case study?
This case study covers WFC Verify only. Security Works Ltd used it for structured vetting and screening, onboarding, employment documents, employee self-service, training records, appraisals, surveys, and audit reporting. It does not cover site-document workflows such as assignment instructions or risk assessments.
How can WFC Verify help with assessment preparation?
WFC Verify helps Security Works organise and retrieve workforce records, track workflow steps and identify outstanding actions. It can support organised evidence and audit reporting, but it does not replace management review, external assessors, auditors or Security Works' responsibility for compliance, and it does not guarantee an assessment or audit outcome.
Explore the workflow
Explore workforce-record management with WFC Verify
Learn more about the product and related workflows, or explore other customer stories before deciding whether a demonstration is relevant to your team.