What this security guard attendance sheet is for
Security attendance has two features that ordinary attendance sheets ignore. Guards are deployed to client sites, not to your office, so attendance has to be recorded per site and then consolidated per guard. And a duty is a 12-hour block, day or night, that may be performed by a reliever when the regular guard is off. A sheet that only has P and A cannot bill a client for 62 duties or pay a guard for 8 night duties.
This template is built for the way agencies actually work: one Site Attendance sheet per client site, filled by the site supervisor or the guard in charge, and one Consolidated sheet at head office that pulls every guard's duties across all the sites they worked. It suits agencies from 20 to about 300 guards; beyond that, keeping dozens of site sheets in sync becomes the problem.
Who uses it: the field officer or supervisor who visits the site and signs off, the operations manager who reconciles duties to the roster, the billing executive who needs duty counts per site for the invoice, and the payroll executive who needs duties per guard.
What is inside: Site Attendance and Consolidated sheets
The Site Attendance sheet has a header with Site or Client name, Post (Main Gate, Basement, Tower B and so on) and Month. Below it, one row per guard: Guard ID, Guard Name, Shift (Day, Night or General), then Day 1 to Day 31 filled with a code, followed by calculated columns Total Duties, Night Duties, Weekly Off, Absent and OT Hours, and finally a Supervisor Sign column for the physical countersignature.
Codes are D for day duty, N for night duty, G for general shift (typically 8 or 9 hours where the client has a general-shift post), WO for weekly off, A for absent and R for reliever, used on the reliever's own row to show they covered a post. A guard who does a double duty (day followed by night, which should be rare and is a compliance flag) is marked DN, and the formulas count it as two duties.
Formulas per row, with days in columns E to AI for row 6: Total Duties =COUNTIF(E6:AI6,"D")+COUNTIF(E6:AI6,"N")+COUNTIF(E6:AI6,"G")+COUNTIF(E6:AI6,"R")+2*COUNTIF(E6:AI6,"DN"); Night Duties =COUNTIF(E6:AI6,"N")+COUNTIF(E6:AI6,"DN"); Weekly Off =COUNTIF(E6:AI6,"WO"); Absent =COUNTIF(E6:AI6,"A"). OT Hours is typed in by the supervisor, because overtime for guards is normally the extra hours in a duty beyond the standard 8 or the second duty in a day, both of which need judgement rather than a formula. The Consolidated sheet lists every guard once and uses SUMIF across all site sheets to total Duties, Night Duties and OT Hours, so a guard who did 14 duties at one site and 12 at another shows 26.
- The Shift column is the guard's regular shift for the month; day-wise codes override it when the guard is rotated
- R on a reliever's row is counted as a duty for pay; on the regular guard's row that day, mark WO or L so the post is not double-counted
- Total Duties per site per month is the number the client invoice is based on
How to use it across sites
Make one copy of the Site Attendance sheet per site or per post, renamed to the site (for example Tower-B-Sept). The supervisor fills codes daily during the site visit, ideally in the morning for the previous night and the current day. The Supervisor Sign column is signed once at month end on the printed copy, and the client's facility manager countersigns below the table; that countersignature is what makes the invoice hard to dispute.
At month end, head office adds any new site sheets to the Consolidated sheet's SUMIF ranges (the template ships with ranges covering five site sheets; add more by copying the pattern). Check three numbers before sending anything out: total duties per site against the roster's sanctioned strength times days, night duties per guard for the night allowance, and any guard with more than 30 duties in a month, which means double duties that need explanation.
Send the site sheet to the client with the invoice; send the Consolidated sheet to payroll. The guard billing calculator converts duties per site into a monthly invoice with the wage components, and the guard salary calculation guide covers the payroll side.
- Keep the 12-hour duty as the unit; do not mix hours and duties in the same column
- Print the site sheet on A4 landscape; up to 12 guards per post fits on one page
- File the client-signed copy with the invoice, not with payroll, so it can be produced in a billing dispute
How to customise codes, shifts and billing columns
Agencies with 8-hour posts (three shifts a day) can replace D and N with I, II and III, and count Night Duties using the III code. If a client site has an armed post, add an AR code or a separate Weapon column so the higher rate can be billed. If you pay a fixed per-duty rate, add Rate per Duty and Wages Due (=Total Duties x Rate) columns to the Consolidated sheet.
For billing, add a Billable Duties column on the site sheet that excludes A and WO but includes R, and a Client Rate column. Some clients accept a reliever at the regular rate; others pay only for sanctioned strength. Put the client's rule in the header so the billing executive does not have to remember it.
For PSARA record-keeping you may also want the guard's registration or verification number next to Guard ID, since the section 15 register must tie every deployed guard to a verified identity. The security guard attendance register rules article lists the fields that register needs beyond attendance.
- Add Data Validation on the day cells with the list D,N,G,DN,WO,A,R,L to prevent invented codes
- Conditional formatting: highlight DN in red so double duties are visible on the printout
- Add a Leave (L) code and column if your guards have paid leave entitlement under the state Shops and Establishments Act
Rules and compliance context for guard attendance
Security agencies must comply with EPF, ESIC and the Minimum Wages notifications of the state where the guard is deployed, and PSARA requires the agency to maintain a register of guards with their salaries. Attendance is the base of all three: PF and ESIC contribution days come from duties worked, and minimum wage compliance depends on paying at least the notified daily rate for each duty. The state notification usually classifies unarmed guards as semi-skilled and armed guards or supervisors as skilled; confirm the current rate from the notification and build it into your wage master.
A 12-hour duty is legal only if the hours beyond the standard day are paid as overtime at double the ordinary rate, and under the Labour Codes overtime requires the worker's consent. A guard doing 26 twelve-hour duties works 312 hours in a month against a 48-hour week norm, so a large part of the wage should be overtime. Your attendance sheet must therefore show duty counts and OT hours separately, which is why this template keeps an OT Hours column rather than folding it into the duty.
Clients that are principal employers under the Contract Labour Act can be held liable for unpaid wages or PF if the agency defaults, so expect them to ask for this sheet and for proof of PF payment. Keep the signed site sheet for at least three years.
When the site sheet stops working
The site sheet fails in predictable ways. The supervisor cannot visit every site every day, so codes are filled from a phone call with the guard. A reliever covers a post and nobody records it until the regular guard complains at payday. Two sites both show the same guard on the same night. And the client disputes 4 duties out of 62 with no timestamped evidence on either side.
Attend Mitra's security module records each guard's duty start and end with GPS and selfie at the site geofence, flags a guard who marks attendance at two sites, and records the reliever as a reliever. Supervisors check in at the site during their visit, patrols are logged at NFC or QR checkpoints, and the month-end export gives duties, night duties and man-hours per site and per guard in this template's layout, ready for the invoice and the salary register. The security guard attendance software page covers the guard app; pair it with the duty roster template so planned and actual duties reconcile.