Guard License & Compliance Tracking Software for Security Companies
Every guard card, permit and cert kept current — the officer gets the renewal reminder, not your scheduler.
High turnover means constant onboarding, and a single expired guard card, firearms permit or training cert can mean a lost contract or a state action. TrackMyVendor has each new hire upload their credentials from a phone, tracks every one by its own date across every state you work in, and emails the officer a renewal link before it lapses — so a stale credential is caught before anyone is posted, not by the client's audit.
How compliance tracking works for security guard companies
Turnover means a new set of credentials every week. Set up your officers and partner firms once, and every guard card, permit and cert is watched from then on — the officer gets the reminder, not your scheduler.
You, once — about 10 minutes
- 1 Add your officers and partner firms — each stored once, with everything it has to keep current.
- 2 Set each client account's bar — a hospital and a retail site rarely ask for the same coverage.
- 3 Send each new hire a link. Guard card, permit, training certs and W-9 upload from a phone, no app.
TrackMyVendor, every day after
- Tracks every guard card, firearms permit and cert by its own date, across every state the officer holds one in.
- Emails the officer before a credential lapses, at 90, 60, 30 and 7 days, with the link to upload the renewal.
- Follows up a new hire who hasn't uploaded — one reminder with the same link after three days.
- Reads partner firms' certificates — limits and every coverage line's dates — and checks them against the client account.
- Turns an officer Non-Compliant the day a required credential expires, so nobody is posted on it, and lists what's expiring every Monday.
The 90/60/30/7-day emails and per-account requirements start on Starter; credential tracking, reading certificates, the Monday summary and the three-day follow-up are on every plan. Compare plans.
Just the compliance piece — not a whole ops platform
Credential tracking, certificate of insurance tracking and automated follow-up keep every officer post-ready — without making you adopt scheduling or GPS you don't need.
License and permit expiration tracking
Store every officer's state security license, armed-guard/firearms permit, and training certificates with their expiration dates — across every state you operate in — and get alerts at 90/60/30/7 days before any of them lapse.
Turnover handled, and the follow-up too
Send a new hire a magic link — no account, no app. They upload their license, permit, and certs from a phone in under 2 minutes. After that the reminders go to the officer as well as your office, and one click chases everyone with something outstanding, with a 48-hour cooldown so nobody is emailed twice.
Certificates from partner firms, read for you
When an account is covered by a subcontracted guard firm, their ACORD 25 is read automatically — carrier, policy numbers, per-coverage limits and dates — along with the endorsement forms behind it, so the client's additional-insured requirement is verified rather than assumed. See how AI COI parsing works.
A credential bar per client account
A government site, a hospital and a retail account rarely demand the same coverage or the same certifications. Set the requirement per account and see which officers and partner firms actually clear it before anyone is posted. See how per-account requirements work.
W-9s for 1099 officers and partner firms
The same link collects the W-9, with legal name, TIN and tax classification read straight off the form — so a roster that turned over twice this year still files cleanly in January.
Expirations where your schedulers already look
Subscribe every license and permit date into Google Calendar, Outlook or Apple Calendar, and push compliance events into Slack, Teams, Zapier or Make with signed webhooks. When a client or the state asks for proof, on Pro the same view exports as a PDF or Excel file in seconds.
In guarding, a lapsed credential is a lost contract — or a state action
The fear isn't abstract compliance — it's losing the right to post a guard. Here is where credentials slip, and what TrackMyVendor does about each without your office lifting a finger:
High turnover means you're constantly onboarding — and a new hire's credentials are easy to miss.
Runs on its own: Each new hire gets one link and uploads their guard card, permit and certs from a phone. If nothing arrives in three days, they're reminded with the same link.
The same officer holds credentials in several states, each on its own renewal cycle.
Runs on its own: Every credential is tracked by its own date, and the officer is emailed an upload link 90, 60, 30 and 7 days before each one runs out.
A client contract requires proof of current licensing on demand.
Runs on its own: Every officer's status is current on one screen, per client account, with each credential a tap away; on Pro it exports as a report.
An expired firearms permit on an armed post is a licensing violation waiting to be found.
Runs on its own: The day a permit expires the officer turns Non-Compliant, with the reason beside the badge, and lands in your Action Queue and Monday summary.
Most tools that solve this bundle license tracking into a full patrol suite — GPS, scheduling, incident reports — that you have to buy and roll out just to fix one problem. TrackMyVendor is just the compliance piece.
Credentials security guard companies track
TrackMyVendor stores and tracks the expiration of any credential you upload. Contractor licenses are re-checked daily against the official state database wherever we sync with it; guard licenses and permits are tracked by their expiration dates and documents.
Simple, transparent pricing
Start free with your first 25 guards or subcontractors — license verification is included on every plan.
Free
Organize your roster and run COI tracking at zero cost. Free forever, no credit card.
- ✓AI COI parsing & W-9 parsing — carriers, limits, dates and TINs read for you
- ✓50-state license tracking, plus automated license verification against state databases
- ✓Magic link onboarding — documents arrive through an upload link, no account needed
- ✓Prospects — vet a sub before you hire: one link, then approve or decline
- ✓Document vault — contracts, licenses, W-9s and insurance, filed by category
- ✓Weekly compliance digest — a summary email of upcoming expirations
- ✓Timestamped audit trail — the full history of every certificate
- –Renewal reminders are sent by you — one click emails the upload link
Starter
Flat, predictable pricing for active general contractors and property managers.
- ✓Everything in Free
- ✓Unlimited guards and subcontractors — no per-record fees and no 25-record ceiling
- ✓Automated renewal reminders — email alerts at 90/60/30/7 days to your team and the guard
- ✓Safety documents read for you — EMR from the EMR letter, TRIR worked out from the OSHA 300A
- ✓Projects & job sites — group guards and subcontractors by job, with per-project coverage rules
- ✓Calendar feed — deadlines live in Google Calendar, Outlook or Apple Calendar
- ✓Bulk roster import — from a CSV or a certificate archive
- ✓QuickBooks Online — compliance status on each matched vendor record, kept current automatically
- ✓2 user seats — invite a second team member or coordinator
Pro
Full automation, endorsement checks and integrations for growing teams.
- ✓Everything in Starter
- ✓AI endorsement verification — reads the additional insured, waiver of subrogation and primary & non-contributory pages
- ✓Unlimited users & roles — access for foremen, office managers and admins
- ✓API & integrations — the API, webhooks, Zapier, Make, Slack and Teams
- ✓Insurance audit report — every sub's coverage and gaps over your policy year, for the premium audit
- ✓Third-party categories — vendors, tenants, renters and franchisees on their own lists
- ✓QuickBooks auto-sync — new and changed QuickBooks vendors reach your roster within minutes
No contracts. Cancel anytime. See the full plan comparison →
Credentials that expire on completely different clocks
Guarding is unusual among the trades we serve: the credentials sit at two levels at once, and they renew independently. A company can be perfectly licensed while an officer standing a post is not.
The agency license, at company level
Most states license the security business itself, separately from the people it employs. It renews on the company's own cycle and is the one a client's procurement team asks for.
Individual guard cards and registrations
The officer's own credential — a guard card, registration or license depending on the state — belongs to the person, follows them between employers, and expires on their date, not yours.
Firearm permits, where posts are armed
A separate credential again, usually with a shorter renewal cycle and often a qualification requirement attached. An expired permit on an armed post is the single worst finding in this industry.
Training and continuing-education certificates
Annual refreshers, de-escalation training, first aid and CPR each carry their own expiry. They are the credentials most often discovered stale during a client audit.
General liability, and where required, professional liability
Client contracts commonly specify both, since a guarding failure can be alleged as a professional one rather than a bodily-injury one.
Workers' compensation for every officer placed
Posts are solitary, overnight and sometimes confrontational. This coverage is checked by every serious client and is rarely negotiable.
Because each credential is stored as its own document with its own expiration date, an officer's guard card renewing in six weeks and the agency license renewing next year appear as two independent deadlines — which is the only way this industry's paperwork can be tracked honestly.
Frequently asked questions
Can TrackMyVendor track guard licenses and firearms permits?
Do you verify guard licenses directly with the state?
We operate in several states — can it handle different licensing rules?
How is this different from Belfry, TrackTik, or other guard software?
Can we track credentials for individual officers, not just companies?
What happens when an officer's credential expires mid-contract?
Never post a guard on an expired credential
Every license, firearms permit and training cert tracked across every state, with the renewal asked of the officer before it lapses — ready for the next client or state audit.
Start free — track up to 25 guardsNo credit card required
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