Automated Guard Timesheet Submission Reminders
Every Monday morning, WebRun checks TrackTik for guards who have worked shifts but have not submitted or approved their timesheets for the closing pay period. It drafts a reminder to each guard, posts a completion status report to your payroll Slack channel, and flags any critical gaps so payroll can close on time.
How do I automatically remind security guards to submit their timesheets before the payroll deadline?
Every Monday, WebRun checks TrackTik for guards who have worked shifts but not submitted or approved timesheets for the closing pay period. It drafts a personalised reminder email for each guard in Gmail for payroll team review, and posts a completion gap report to Slack so payroll can close on time.
- Every guard with an outstanding timesheet has a draft reminder waiting on Monday morning
- Payroll team sees the full gap picture in Slack before making calls
- Critical cases with multiple missing shifts are flagged so payroll can prioritise
Built for security payroll teams · private security companies · contract security firms · security operations managers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
app.tracktik.comin a real browser with your saved login - no setup, no API keys. -
1
TrackTik - identify guards with incomplete or missing timesheets
tracktik.com
WebRun opens TrackTik to identify guards with incomplete or missing timesheets. - Open TrackTik and navigate to the Timesheets section for the closing pay period
- Identify all guards who have completed shifts but whose timesheets are missing, incomplete, or not yet approved
- Note each guard's name, site, number of shifts pending, and the payroll cut-off date
Done when Every guard with an outstanding timesheet is listed with their shift count and the payroll deadline.
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2
Gmail - draft timesheet submission reminder for each guard
gmail.com
WebRun opens Gmail to draft timesheet submission reminder for each guard. - Draft a short, direct reminder email to each guard with outstanding timesheets
- Include the number of shifts pending, the payroll cut-off date, and a note on how to submit
- Leave all reminder drafts unsent for the payroll team to review before sending
Done when A draft timesheet reminder is queued in Gmail for every guard with outstanding submissions, ready for payroll review.
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3
Slack - post payroll gap report to payroll channel
slack.com
WebRun opens Slack to post payroll gap report to payroll channel. - Post a payroll gap report to the payroll Slack channel listing total guards with outstanding timesheets
- Include each guard's name, site, and number of pending shifts
- Flag anyone with more than three outstanding shifts as critical
Done when Payroll team has the weekly timesheet gap report in Slack with critical items flagged.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it send the reminders to guards without payroll team approval?
No. Every reminder is left as a Gmail draft for the payroll team to review and send. Nothing is sent to a guard without a human approving it first.
How does it know which shifts need a timesheet?
It reads the completed shift records in TrackTik and compares them against submitted and approved timesheet entries, flagging any shift that has not been accounted for.
What if a guard submitted their timesheet after the run started?
The next scheduled run reads the live TrackTik data, so guards who have since submitted are removed from the gap report automatically.
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