Your VKS apps,
made simple. EN · ລາວ
A friendly guide to the 5 apps we use every day at VKS Security. Pick your role below — you'll only see what matters to you.
01Which one are you?
Operator
02Or jump to an app
Sales & Leads.
Your day runs in Call Center. Occasionally HRM to look up a colleague.
Apps you use
People Records.
HRM is your home. Cross over to QC Dashboard when placing guards, Call Center for reference checks.
Apps you use
Big Picture.
QC Dashboard is your home base — live activity, sites, guards. HRM for headcount reports.
Apps you use
One app, on your phone.
You only need Stationary Guard. Open it when you arrive, scan to check in, scan checkpoints, scan to check out. That's it.
Your app
Built for the road.
Your app is Inspector App. It works even with no signal — keep using it and reports sync when you're back online.
Your app
Call Center
Every call you make, every lead you follow, every appointment you book — it all lives here. No more sticky notes, lost contacts, or "I'll call them back tomorrow" disappearing into nothing.
Quickstart
- Open the Call Center app from your bookmarks (or your team lead will share the link).
- Sign in on the Login page with your VKS account.
- You'll land on Leads — the main workspace. The sidebar takes you everywhere else.
The Leads view (your daily home)
This is where you'll spend most of your day. The page has 4 main areas:
- Action bar — quick "Add Lead" input + Bulk Import button
- Filter bar — search box + Status dropdown + Platform dropdown + Clear
- 5 KPI cards — your live numbers (new today, in-progress, won, lost, total)
- Data table — the lead list with sortable columns and pagination
Common tasks
➕ Add a new lead
- Type the contact's name into the Add Lead input at the top of the Leads view.
- Press Enter or click Add. The lead appears at the top of the table immediately.
- Click the new lead to open the Detail drawer on the right.
- Fill in: phone, dates, personal details, location, notes. Each field saves as you type.
- Set a Status from the dropdown in the drawer header (New, Contacting, Won, Lost, etc.).
📥 Bulk import a list of contacts
- Click Bulk Import in the action bar.
- Paste your list (one contact per line, comma-separated) or upload a CSV.
- Preview the parsed rows. Fix any flagged issues (bad phone format, duplicates).
- Click Import. All leads land in the table tagged with today's date.
📅 Schedule a follow-up appointment
- Open the lead's detail drawer.
- In the Dates section, click Next Contact.
- Pick a date and time. Add a short note ("called about renewal", "send quote").
- Save. The appointment appears in the Appointments view too.
📞 Log a call you just made
- Open the lead's drawer (search if needed).
- Add a note in the Notes section: outcome, what was discussed, next step.
- Update Status if the conversation moved them forward (e.g. New → Contacting → Won).
- Set the next follow-up date so they don't fall through the cracks.
Other views in the sidebar
- Leads — the main customer table (default landing page)
- Appointments — calendar-style view of all scheduled follow-ups
- Operations — daily call ops dashboard for team leads
- Statistics — admin-only — team performance numbers
- Reports — generate PDF/Excel exports for management
- Profile — your personal stats and recent activity
- Users — admin-only — manage who can access the app
- Settings — preferences, notifications, language
Frequently asked
I added a lead but I can't find it. What happened?
Check your filters. If the Status dropdown is set to "Won" and the new lead is "New", it'll be hidden. Click Clear in the filter bar to reset.
Can two operators work the same lead at once?
Yes, but the last save wins. If you both edit the same field within seconds, only the most recent change is kept. Use the Notes field to coordinate.
How do I undo a status change?
Just change the status back. There's no formal "undo" but every status change is logged in the lead's activity (visible in the drawer).
Can I see leads from another operator?
Depends on your role. Operators see only their assigned leads; team leads and admins see everyone's. If you can't see a lead you expected, ask your supervisor.
How do I export my leads?
Go to Reports in the sidebar. Pick the date range and filters. Export as PDF or Excel — files download immediately.
Is the app available in Lao?
Yes. Use the language toggle in your profile or the top bar. The whole UI swaps to Lao.
HRM
From the day someone joins to the day they leave — their photo, info, position, site history, and documents all live here. Built for HR staff and managers. Full Lao UI.
VKS HRM V3 Data spreadsheet (Employee_Data sheet).Quickstart
- Open the HRM app from your bookmarks (or your supervisor will share the link).
- Sign in with your VKS Google account. You'll land on the Dashboard.
- Click Employees in the sidebar to see the full list, or use the dashboard's KPI cards to jump directly to a slice.
What's on the Dashboard
The dashboard is your daily snapshot of the company.
- Total — every active employee in the system
- Office — non-guard staff (admin, sales, HR, etc.)
- Guard — security personnel across all sites
- Male / Female — gender breakdown
- Headcount by Category (office vs guard vs other)
- Headcount by Position (supervisor, inspector, guard, etc.)
- Headcount by Education level
- Headcount by Province — where employees come from
Finding an employee
Click Employees in the sidebar. You'll see a paginated table of everyone, 25 per page.
- Use the top search box — searches across name, employee ID, and phone number.
- Or narrow with the filters: Category, Position, Gender, Site. They stack — pick multiple at once.
- Click any name to open their full profile.
The employee profile
Every employee profile holds 31 fields organized into sections. Click any field to edit — changes save automatically.
Common tasks
➕ Add a new hire
- From the Employees list, click + Add Employee (top-right button).
- Fill in the required fields: name, phone, position, site. Other fields can be added later.
- Upload a photo — drag-drop into the photo box, or click Browse. The photo goes to Google Drive automatically.
- Click Save. The new hire appears in the list within a few seconds.
🔁 Transfer to another site
- Open the employee's profile.
- Click Transfer (in the Job section, or use the Transfers view).
- Pick the new site and the effective date.
- Confirm. The old site sees them removed; the new site sees them added on that date.
🚪 Log a departure (turnover)
- Open the employee's profile.
- Click Mark as Left.
- Pick a reason: resigned, terminated, contract ended, retired, other.
- Add notes if useful (managers will see these).
- Save. The employee moves to the Turnover view; archived after 30 days.
Other views in the sidebar
- Recruitment — track candidates through interview stages before they're hired
- Transfers — full history of site movements (past + pending)
- Turnover — who left, when, and why (charts + table)
- Archive — old/inactive employees, retained for records
- QR Badges — generate printable ID badges with QR codes
- Activity Logs — audit trail of who edited what
- Reports — generate PDF or Excel exports for management
- Call Center — sales/recruitment call log integration
- Settings / Users — manage who can access HRM
Frequently asked
My new employee doesn't show up in QC Dashboard. Why?
HRM and QC Dashboard are separate systems. After adding a guard in HRM, also add them in QC Dashboard → Guards. They'll then appear on the live activity board and in the inspector map.
Where do uploaded photos go?
Google Drive — same pattern as the legacy V1 system. Each photo gets a public thumbnail URL (~30KB) that the app uses for fast loading. Originals stay in Drive.
Can I edit a profile after saving?
Yes. Click any field on the profile to edit. Changes save automatically. The Activity Logs view records every change.
Is HRM available in Lao?
Yes — full Lao UI throughout. Use the language toggle in the top bar to switch.
Can I use HRM on my phone?
Yes. The sidebar collapses into a drawer below 768px. All features work on mobile, but the data table is easier to read on desktop.
Where's the data actually stored?
Google Sheets — VKS HRM V3 Data spreadsheet, Employee_Data tab. Spreadsheet ID is 1yI0FGw46e_…1_4c5KYU. Treat as read-only outside the HRM app — direct edits can desync the cache.
QC Dashboard
This is the main hub. Set up guards, sites, and checkpoints here. Watch live activity. Whatever you configure here is what guards & inspectors see on their phones — so changes flow downstream instantly.
Quickstart — your first 5 minutes
- Open the QC Dashboard from your bookmarks.
- Sign in. You'll land on the Dashboard — your daily snapshot.
- Glance at the 5 KPI cards. Anything red? Click into it. Anything yellow? Note it.
- Open Live Operation from the sidebar to see the inspector map and patrol status side-by-side.
- If alerts need action, escalate from the alerts feed. If guards are missing, message them.
The Dashboard (your daily snapshot)
The landing page packs the company status into one screen.
- 5 KPI cards — total guards on duty, late patrols, open incidents, complaints, performance score
- Site map (Leaflet) — all active sites pinned, click to drill in
- Active alerts feed — late, no-show, SOS — escalate from here
- Recent activity chart — patrol scans over the last 24h
Common tasks
👤 Add a new guard
- Sidebar → Guards.
- Click + Add Guard.
- Fill in name, ID, phone, photo. Pick the assigned site from the dropdown.
- Set role (regular guard / supervisor / chief).
- Save. The guard's phone app picks them up on next sync — usually within seconds.
🏢 Add a new site (with checkpoints)
- Sidebar → Sites → + Add Site.
- Fill in name, address, GPS coordinates (or click on the map to set), shift config (8h, 12h, or 24h).
- Save the site, then open it.
- Add checkpoints: name each ("Front Gate", "Back Door", "Warehouse"), set GPS for each.
- Go to QR Generator, pick the site, print the QR sheet, post the QR codes physically at each checkpoint.
📍 Watch live patrols in progress
- Sidebar → Live Operation (or Patrol Status for table view).
- Map shows every guard on duty, color-coded: green = on schedule, yellow = late, red = missing.
- Click any guard pin to see their last scan time and current shift progress.
- If a guard is late, click Message from the popup to send them a reminder.
📋 Generate QR codes for a site
- Sidebar → QR Generator.
- Pick the site from the dropdown. Its checkpoint list loads.
- Click Generate Sheet. A printable PDF opens with all QR codes labeled.
- Print, laminate, post at the physical checkpoints.
🚨 Log an incident
- Sidebar → Incidents → + New Incident.
- Pick the site, type (theft, damage, fight, fire, other), severity.
- Add description and photos.
- Tag the involved guards if any. Save.
- Track resolution status from the same page.
All pages in the sidebar
Frequently asked
I added a guard but they don't appear on a phone yet. Why?
The phone app caches the guard list. If they just registered, ask them to open the app, pull-to-refresh, or close and reopen. Should sync within seconds.
What does "Late" mean on the patrol status page?
The guard hasn't scanned the next checkpoint within the configured grace period for that site (default ~30 minutes after the scheduled scan time).
Can I delete a guard?
Don't — deactivate instead. Open the guard's profile, click Deactivate. They keep their history but stop showing in active rosters. Hard delete loses audit trail.
Where do incident photos go?
Google Drive, public thumbnail URLs. Each incident keeps its photos for 1 year by default; archived after that.
Why does the dashboard sometimes feel slow?
First load is slowest (the SPA is large). After that, navigating between pages is instant — you're just swapping views.
How do I change the alert thresholds (when "Late" triggers)?
Sidebar → Settings → SLA section. Adjust the late-patrol grace period there. Changes apply to all sites unless overridden per-site.
Stationary Guard
Built for one thing: making a guard's day easy. Open the app, scan the QR at your post, check in. Patrol your route — scan each checkpoint as you walk. Check out at end of shift. Done.
Your daily flow (5 simple steps)
- Arrive at site. Tap the Stationary Guard icon on your home screen.
- Tap the big "Check In" button on the home screen. The camera opens.
- Scan the check-in QR code at the gate. You'll see a green ✓ Success screen.
- Patrol your route at scheduled times. Scan each checkpoint QR as you walk. The app tracks progress for you.
- End of shift? Tap Check Out. Scan the checkout QR. Done — go home.
The 9 screens in the app
Common situations
📸 The QR code won't scan
- Make sure your phone has good lighting on the QR. If it's dark, turn on your phone's torch.
- Hold the phone 20–30 cm away — too close blurs, too far is hard to focus.
- Wipe the QR code surface — dust or rain blurs it.
- If the QR looks damaged or peeling, tell your supervisor. They can reprint from the QC Dashboard.
- Last resort: tap Manual Entry on the scanner screen and type the code printed below the QR.
📡 No internet at the site
The app needs internet to send scans. If you have no signal:
- Walk a few meters — sometimes signal returns.
- If still no signal, complete your patrol on paper. Tell your supervisor.
- Some sites have weak Wi-Fi from nearby buildings — ask your supervisor about acceptable Wi-Fi networks.
🌐 Switch to Lao language
- Tap the menu (top-right).
- Tap Language / ພາສາ.
- Pick ລາວ. The whole app switches instantly.
🔋 Battery saving tips
The app is light, but constant patrol scanning uses the camera. Tips:
- Only open the scanner when you reach a checkpoint — don't leave it on while walking.
- Lower screen brightness when not needed.
- Bring a power bank if your shift is 12h+.
Frequently asked
What if I forgot to check in at the start of shift?
Scan the check-in QR as soon as you remember. The app records the actual scan time. Add a note in your check-out report explaining the delay so your supervisor knows.
I scanned a checkpoint twice — does it count twice?
No. The system de-duplicates server-side. Only the first scan in a round counts.
Can someone else scan a checkpoint for me?
Technically yes (the QR works for whoever scans), but the app records your logged-in account, not theirs. Don't do this — it's logged and supervisors review patrol patterns.
The app says "Late patrol" — what now?
You missed the scheduled scan window for a checkpoint. Scan it as soon as you can and continue your round. Your supervisor will see the late mark in their dashboard.
What if my phone breaks during a shift?
Get to a phone that works (a colleague's, a backup) and log in there. Your account follows you. Tell your supervisor you switched devices.
Do I need to log out at the end of my shift?
No — just check out. The app stays logged in for your next shift unless you change devices or your supervisor resets your account.
Inspector App
For QC inspectors visiting sites. Run inspections, take photos, log incidents — all from your phone. Even with weak or no signal, the app keeps working: it saves everything locally and syncs automatically once you're back online.
vks-patrol-test.pages.dev or your custom URL). Tap your phone's menu → Add to Home Screen. The app installs like a native app — no Play Store needed.Quickstart
- Open the Inspector App from your home screen.
- First time only: enter your Inspector ID (e.g.
INS-0069C5C0) and tap Sign in. - The app remembers you forever (until you log out or switch phones). On future opens, it auto-resumes to the home screen.
- Tap Start Inspection when you arrive at a site.
Running an inspection
The QC Inspector role has 4 main checks at every site visit:
- Uniform & grooming — guard properly dressed, equipment present (flashlight, baton)
- Post standing — guard alert, not sleeping, at the assigned post
- Site safety — perimeter, locks, lighting all adequate
- Knowledge check — quiz the guard on a site protocol ("What do you do if a fire alarm rings?")
📋 Typical inspection flow
- Arrive at the site. Open the Inspector App.
- Scan the Site QR (posted at the gate or office) to load the right site context.
- Work through the Guard Readiness Checklist — tap Pass / Fail on each item.
- Take photos as evidence: uniform, equipment, anything noteworthy.
- Rate the site condition (Cleanliness, Safety) with the slider.
- Add free-text notes for anything the checklist doesn't capture.
- Tap Submit. If online, sends instantly. If offline, saves locally — see below.
Working offline
This is the app's killer feature. Many sites have weak signal — the app is built for that.
- Once you've opened the app at least once with signal, the full app shell is cached on your phone
- You can complete inspections, take photos, write notes without any signal
- The app holds them in a local queue and shows "1 pending sync" indicator
- The moment you have signal again, queued reports auto-send in the background
- You'll see "Synced" once the upload completes
Common situations
🆔 I forgot my Inspector ID
Ask your supervisor — they can find it in the QC Dashboard under Inspectors. IDs look like INS-XXXXXXXX.
📷 Camera not working in the app
- Check phone settings → Apps → Inspector → Permissions.
- Make sure Camera is allowed.
- If you removed permission, you'll need to remove the app from home screen and reinstall.
📡 "Sync failed" message
- Don't panic — your data is still safe in the local queue.
- Check your signal. Move to a better spot if needed.
- Pull-down to refresh on the home screen. The queue will retry.
- If still failing after 30 minutes with good signal, tell your supervisor. There may be a server-side issue.
🔋 Battery and GPS tips
- The app uses GPS to verify you're actually at the site. Keep Location Services on High Accuracy.
- Don't use battery-saver mode while on duty — it can disable background GPS.
- Bring a car charger or power bank for long field days.
Frequently asked
How long does the app keep offline reports if I can't sync?
Indefinitely — there's no time limit. But aim to sync at least once a day so management has visibility and so a phone failure doesn't lose anything.
Can I edit a report after I've submitted it?
Once submitted (whether online or queued), reports are locked. To correct an error, contact your supervisor — they can edit from the QC Dashboard.
Will my data eat my mobile data plan?
Inspections are tiny — usually under 100KB each, even with photos compressed. A full day of inspections is <5MB. Wi-Fi syncs are preferred but not required.
What happens if my phone dies mid-inspection?
The app autosaves as you go. When you turn the phone back on and reopen the app, your inspection is right where you left it.
Does this work on iPhone or only Android?
Both. The app is a PWA — it runs in any modern browser. Tap "Add to Home Screen" on iPhone too.
Can two inspectors share one phone?
Technically you could log out and back in, but it's not recommended — each inspector should have their own phone or at least their own account-locked profile, so the activity log is clean.
How the apps talk to each other.
All five apps share one company database. When someone updates the QC Dashboard, guards see it on their phone. When a guard scans a QR code, management sees it on their screen. Real-time, all the time.
The big idea in one sentence
QC Dashboard is the boss. Whatever managers set up there — sites, guards, checkpoints — flows down to the phone apps. When guards & inspectors do work on their phones, it flows back up so management sees it live.
Who writes what to the database
- QC Dashboard — writes config (guards, sites, checkpoints, inspector routes). Reads everything.
- HRM — writes employee records. Read separately from QC's guard list (intentional separation).
- Call Center — writes leads, appointments, call logs. Doesn't touch the patrol/security data.
- Stationary Guard — writes check-ins, checkpoint scans, checkout reports. Reads its assigned site config.
- Inspector App — writes inspection reports. Reads inspector profile and assigned sites.
What works if something goes down
Common questions.
Cross-app answers. For app-specific questions, check the FAQ at the bottom of each app's guide. If your question isn't here, ask your supervisor.
🔐 Login & access
I forgot my password.
Ask your supervisor or the QC admin. They can reset it from the QC Dashboard's user management page. You'll get a temporary password to change on next login.
Why can't I see a feature my colleague has?
Permissions vary by role. Operators see less than team leads, who see less than admins. If you need access to something specific, ask your supervisor to update your role.
My session expired in the middle of work. Did I lose anything?
Most apps autosave as you type. Re-login and check — your work is usually still there. If you were filling a long form, get in the habit of saving every few minutes.
📡 Internet & offline
Which apps work without internet?
Only the Inspector App is built fully offline-first. Stationary Guard needs signal for QR scans. Call Center, HRM, and QC Dashboard are desktop apps that need a connection.
How fast does data appear across apps?
Within seconds. Guard scans appear in the QC Dashboard activity board nearly instantly. HRM employee adds appear in QC's guard list after a brief sync (usually under a minute).
Will using the apps eat my mobile data plan?
No. Phone apps are designed to be light. A typical day of inspections or check-ins is under 5MB total. Wi-Fi is ideal but not required.
📱 Phones & devices
Do I need a special phone?
No. Any modern Android phone works — even cheap or older ones. Apps are built to be light.
Does this work on iPhone?
Yes. The phone apps are PWAs — they run in any modern browser. Tap "Add to Home Screen" on iPhone too.
Can I share a phone with another guard/inspector?
Technically possible (log out, log in as the other person), but not recommended — every action is logged under the logged-in account, so it muddies the audit trail. Each person should have their own device or at least their own account-locked profile.
What if my phone breaks or gets lost?
Get to a working phone, install the app, log in. Your account follows you. Tell your supervisor immediately so they can revoke access from the lost device.
🌐 Language & accessibility
Can I use the apps in Lao?
Yes. Most apps support both English and ລາວ. Look for the language switch in your profile or the top bar.
The text is too small on my phone.
Use your phone's system zoom — go to phone Settings → Display → Font Size. The apps respect system text size.
🔍 Finding things
I added a guard but they don't show up everywhere.
HRM and QC Dashboard are separate sources of truth. Adding someone in HRM doesn't automatically add them as a guard in QC. You need to add them in both — HRM for the employee record, QC Dashboard for the patrol assignment.
I can't find a record I know exists.
Check your filters first. Most lists default-hide archived/inactive records. Click Clear filters to reset. Then use the search box.
Where is the data actually stored?
All five apps share Google Sheets as the underlying database. Each app has its own sheet, but they cross-reference (e.g. QC Dashboard guards ↔ HRM employees by ID). Treat sheets as read-only outside the apps — direct edits can desync caches.
🚨 Things going wrong
The app feels slow today.
First load is always the slowest — the app downloads its shell. After that, navigating is instant. If it's slow after multiple page navigations, check your internet, then refresh the page.
I made a mistake — can I undo it?
Most things can be edited. If you can't fix it yourself, ask your supervisor or the QC admin. Hard deletes need admin permission to prevent accidents.
I see an error message I don't understand.
Take a screenshot. Note what you were doing right before. Send to your supervisor or the QC admin. Don't panic — your data is almost certainly safe.
An app is completely down. What now?
The other 4 apps are independent — they should still work. For the down app, wait 5 minutes and try again. If still broken, check with colleagues to see if it's just you. Then escalate to the QC admin.
🔒 Privacy & data
Who can see my data?
Only authorized staff. Guards see only their own activity. HR sees employee info. Management sees everything for their assigned sites. Roles are configured in QC Dashboard.
Are photos I take stored anywhere?
Yes — Google Drive, in folders managed by your VKS account. Photos are kept for 1 year by default, then archived.
Can I delete my data?
For employee records: ask HR. For activity logs: these are retained for audit/compliance and aren't user-deletable. For incident photos: contact the QC admin.
Page not found.
That link doesn't exist yet. Try the sidebar, or go home.