The Arcova OS Platform
Prove the shift. Bill the shift.
Arcova ties the operating record together: who was scheduled, who was qualified, who showed up, what happened on site, what should be billed, and what payroll needs to review.
How data flows
One approved shift triggers everything downstream.
Post a requirement. Assign a qualified guard. Capture GPS-verified time. Review exceptions. Push clean billing and payroll inputs from the same source record.
Post Requirement
Location, role, hours, contract rate
Guard Assignment
Compliance, overtime, availability checked
Shift Completion
GPS-verified clock-in/out
Invoice Generated
Approved hours × contract rate
Payroll Processed
Same data, pay rates applied
Post Requirement
Location, role, hours, contract rate
Guard Assignment
Compliance, overtime, availability checked
Shift Completion
GPS-verified clock-in/out
Invoice Generated
Approved hours × contract rate
Payroll Processed
Same data, pay rates applied
Inside the platform
See the core workflow in action.
Scheduling
The system checks certs, overtime, and authorization before confirming.
Build schedules across sites with conflict detection and qualification matching. When a guard calls off, get ranked replacements by proximity, cost, and qualifications.
- Certification checks at assignment time
- Overtime impact visible before confirmation
- Ranked replacements for call-offs
- Shift locking preserves billing integrity
Client Portal — included free
Your clients get their own branded portal. No add-on fee.
Real-time guard schedules, GPS-verified attendance, incident reports with photos, and self-service invoice access. Show this during the RFP — most competitors can't match it.
- Live schedules and attendance verification
- Incident reports with photos and timestamps
- Invoice access and online payments
- Service documentation and post orders
Community Security Portal
Gate security with automatic BOLO screening. No other platform does this.
Purpose-built for HOAs, gated communities, and apartment complexes. Guard portal, resident portal, and admin portal — with automatic screening against trespassers and BOLOs at every check-in.
- Automatic threat screening at every check-in
- Resident self-service visitor registration
- Guard shift journal and handoff
- Complete access audit trail
Every module
17 modules, but the workflow is the point.
Core modules are included in every plan. Add only what closes real operational gaps: field proof, client portals, compliance, fleet, training, CRM, or visitor workflows.
Scheduling
AI-powered guard scheduling with conflict detection, compliance gating, and automated call-off management.
- Conflict detection & guard recommendations
- Compliance-gated assignment blocking
- Call-off management & replacement workflows
- Shift templates & recurring schedules
Billing & Invoicing
Approved shifts become invoices automatically at the correct contract rate. Integrated payments and QuickBooks sync.
- Contract rate resolution per client & post
- Automated invoice generation
- Card and ACH payment collection
- Two-way QuickBooks Online sync
Payroll
Multi-state payroll processing from the same source data as billing. Overtime rules, shift differentials, and ADP export.
- Multi-state overtime calculations
- Shift differentials & holiday rules
- ADP Workforce Now export
- Margin tracking per shift
Operations
Dispatch, incident workflows, GPS-verified patrol checkpoints, and run sheet management.
- Dispatch with priority management
- Incident reporting with photos & GPS
- Guard tour checkpoint verification
- Run sheets & daily activity logs
Compliance
Certification tracking with expiration alerts, credential dashboards, and compliance-gated scheduling.
- Expiration alerts 30 days before lapse
- Credential dashboards per guard
- Compliance-gated scheduling blocks
- Audit-ready documentation
Vehicle Fleet
Preventive maintenance, driver accountability, insurance tracking, and cost analytics.
- Maintenance scheduling & tracking
- Driver assignment & accountability
- Insurance & registration monitoring
- Cost-per-mile analytics
Training School
Course catalog, enrollment workflows, certificate engine, and four dedicated portals.
- Course catalog & session scheduling
- Student enrollment workflows
- Certificate auto-generation
- Instructor, admin, student & public portals
Events
Event lifecycle management with one-click shift generation and real-time coverage monitoring.
- Event creation with staffing requirements
- One-click shift generation
- Real-time coverage monitoring
- Post-event billing integration
CRM
Phase 1 CRM for accounts, opportunities, proposal follow-up, email templates, and visible outbound communication history.
- Accounts, contacts, opportunities, and activity history
- Proposal workflow foundations
- Email templates with merge variables
- Manual email send with outbound timeline history
Vendor Management
Vendor financial lifecycle, COI compliance, approval workflows, risk scoring, and spend analytics.
- Bill approval workflows with escalation
- Insurance/COI auto-parse & deployment holds
- Four-dimension vendor risk scorecard
- Self-service vendor portal with magic-link auth
Inventory
Serialized and bulk asset tracking with issue/return workflows and loss analytics.
- Serialized & bulk asset tracking
- Issue / return workflows
- Loss analytics & reporting
- Per-guard equipment assignment
Client Portal
Branded portal where clients view schedules, incidents, invoices, and attendance in real time.
- Live guard schedules
- Incident reports with photos
- Invoice access & online payments
- GPS-verified attendance records
Community Portal
Gate access control for HOAs with BOLO screening, resident self-service, and full audit trail.
- Automatic BOLO screening at check-in
- Resident visitor pre-registration
- Guard shift journal & handoff
- Complete access audit trail
Visitor Access
Pre-registration, QR check-in, and audit-ready visitor history — resellable to any client site.
- Visitor pre-registration & QR codes
- Photo capture at check-in
- Host notification on arrival
- Audit-ready visitor history
Reporting & Analytics
Operational dashboards, custom reports, and KPI tracking across every module.
- Pre-built operational dashboards
- Custom report builder
- KPI tracking & alerts
- Scheduled report delivery
IRIS AI Assistant
Natural language queries against your live operational data.
- Natural language data queries
- Cross-module intelligence
- Operational recommendations
- Instant answers from your data
Guard Mobile App
iOS + Android with GPS clock-in, push notifications, incident capture, and offline mode.
- GPS-verified clock-in/out
- Push notification alerts
- Photo incident reporting
- Offline action queuing
Messaging
Direct and broadcast messaging between dispatch, managers, and guards.
- Direct messaging
- Broadcast to teams or sites
- Read receipts
- Attachment support
Native sync with QuickBooks Online and ADP Workforce Now. No third-party connectors.
See all integrationsDemo it like an operator
Do not watch a canned tour. Bring the week that hurt.
A useful platform demo should show your hard cases: call-offs, overtime risk, expired credentials, site-specific rates, missed punches, invoice disputes, and the client who wants proof before paying.
Ops pressure test
Can the system fill open shifts, block bad assignments, and expose overtime before it happens?
Finance pressure test
Can billing and payroll trace every number back to approved, verified work?
Client pressure test
Can a client see proof without waiting for someone to build a PDF by hand?
Make Arcova prove the workflow.
Bring one real week. We will walk it from scheduled shift to verified time, billing signal, payroll review, and client proof.