From scattered systems to one version of the truth
Before
- Clients in the old CRM, staff in spreadsheets, screening in paper files
- The same site typed into five different apps
- Licence and training expiries found when it’s too late
- Audit evidence pulled together by hand before every visit
- Handover by phone call and memory
With Principia
- One record for each client, site, person and supplier
- Field apps read those records and send results back
- Expiries, overdue checks and decisions come to you
- Evidence builds up as you work, with an audit trail
- A handover board anyone can pick up from
See the screens your managers use
Real Principia screens, shown with example records. Select a screen, or let the tour play. Click any screenshot to see it full size.
Eleven processes, step by step
Pick a process and walk through it. Every step lives on the same record, so nothing is copied between systems.
Ten apps around one headquarters
Principia sends each app the clients, sites and people it needs, and takes back what happens in the field. Select a building on the plan.
- Set up once. Add a site in Principia and it appears in the client portal, the KPI app, the occurrence book and the patrol app.
- Results flow back. Incidents, missed visits, risk assessments and KPI results land on the right site.
- Access stays yours. Linking someone to an app never gives them access on its own.
In your pocket on site
The same Principia on a phone. Run a management inspection on site, score it, rate safety out of 5, and failed items become tasks with an owner before you’re back in the car.
Everyone sees the same picture
Five wall boards rotate on a TV: operations, people and compliance, sales and contracts, quality and C2Q, and this week. They update as the records change and never show medical, pay or screening detail.
Six areas, one set of records
Every site, start to finish
- Clients, sites/assignments and contracts
- Site surveys and assignment instructions signed on phones
- 12-step mobilisation checklist with Go live
- Renewals pipeline for the next 90 days
Lead to signed agreement
- Prospects, deals on a board, activities
- Quotes with approval, rate card and uplift
- Tenders and bid answers
- Service agreement prepared, sent and signed
Applicant to leaver
- Recruitment pipeline from vacancy to offer
- BS7858 screening with limited and full sign-off
- Starter journey, leave, reviews, cases, welfare
- Leaver pack that closes access, cards and kit
Evidence, always ready
- SIA licence register with register checks
- Training records, required training and matrix
- ID cards, uniform and kit, assets and fleet
- Risk register, audits, documents, medical alerts
Prove the standard
- Management inspections with a safety rating
- Client QC reviews scored with the client
- KPI visits and vigilance tests
- Corrective tasks raised from low scores
The management rhythm
- To do, approvals and reminders
- Weekly SCRUM with actions carried forward
- Manager handover for leave and days off
- C2Q scorecard, site health, monthly close
A day with Principia
An example of an operations manager’s day when the records are in one place.
Open To do. Two approvals, a screening file ready for sign-off, and a client QC due this week.
Read the handover. A colleague is on leave; press “I’ll take this” on the item that’s yours.
Inspect a site from your phone. Failed items become tasks with an owner.
Check the evidence. Overnight incidents and missed patrol visits are already on the site’s page.
Brief a new starter. ID card, Pulse login and instructions to sign all come from their record.
Close the day. Record a check-in, clear approvals, and the C2Q scorecard updates itself.
What changes when there’s one headquarters
For managers
- Less admin
- Results from the field apps land on the right site and person without re-typing.
- Nothing slips
- Expiring licences, overdue inspections, unsigned instructions and screening deadlines come to you.
- Cover is easy
- Handover and SCRUM keep work moving when someone is away.
- Works on a phone
- Inspections, KPI visits and check-ins can be done on site.
For the business
- Audit-ready
- BS7858, SIA and ACS evidence is held as you work, with an audit trail of who changed what.
- Clients see the standard
- Client QC, KPIs and satisfaction surveys feed one scorecard for review meetings.
- Right access for each role
- Roles decide who sees sales, HR, screening and medical alerts.
- Nothing lost
- Deleted records go to a recycle bin, retention is managed and confidential records stay restricted.
Questions we’re asked
Do we need all the other apps?
No. Principia runs on its own as your CRM, HR, screening and compliance system. Field apps can be linked one at a time when you’re ready.
Can we bring our existing data across?
Yes. Clients, sites, team members and screening records import from spreadsheets or an old CRM, and the Data quality page shows what still needs tidying.
Who is it built for?
Security, community safety and facilities companies that manage people on client sites. It was built for, and is used every day at, Eboracum UK Ltd, an SIA Approved Contractor.
How do our people use it?
Managers use Principia in a web browser on a computer or phone. Front-line team members use Pulse on their phones, and both share the same records.
How long does it take to roll out?
About twelve weeks in five phases: clean records and access, managers and Pulse, sales to live site, recruitment and staff records, then the linked apps.