MMM Secure Service Case Study: Zoho CRM

At a glance

Manpower planned per site

Attendance verified by location

Incidents logged and alerted

Payroll and billing from the same attendance

The challenge

What MMM Secure Service needed to fix

MMM Secure Service is a security and facility management firm based in Gurugram. Every client contract becomes a site-wise manpower plan, rosters and attendance that drive both payroll and billing.

Site-wise manpowerEach contract had its own manpower plan per site.
Attendance proofGuard attendance had to be verified at the site.
Incidents and supervisionSupervisors logged visits and incidents.
Payroll and billingAttendance drove both guard payroll and client invoices.

Team meeting around a boardroom table during a presentation. Photo credit

Before and after

What changed for the team

BeforeAfter

Each contract needed its own manpower plan per site

Manpower planned per site against each client contract

Guard attendance had to be verified at the site

Geotagged attendance in Zoho People verifies guards by location

Supervisor visits and incidents had to be logged

Supervision and incidents logged in Zoho Creator with alerts

Attendance had to drive both guard payroll and client invoices

Payroll inputs and GST invoices built from the same attendance

How it works

The business process, step by step

01
Security contract
Each new security contract is recorded in Zoho CRM with the client and the sites it covers, so every site that needs guards is linked to its contract from the start.
02
Manpower plan
The operations team builds a manpower plan for each site under the contract in Zoho CRM, setting out the guards needed per site so deployment and billing follow the contract terms.
03
Rosters
Guard rosters are prepared in Zoho Creator from the manpower plan, assigning guards to sites and shifts. Shift data from the rosters also feeds the payroll inputs for each guard.
04
Geotag attendance
Guards mark attendance through devices or on mobile, and Zoho People records geotagged attendance against their shifts, so attendance is verified by the guard's location at the site.
05
Supervision and incidents
Supervisors log site visits and incidents in Zoho Creator. When an incident is recorded, an alert is sent so the right people are notified about what happened at the site.
06
Payroll and billing
Verified attendance drives both guard payroll inputs and client billing. Contract hours become GST invoices in Zoho Books, so clients are billed from the same attendance used for payroll.

The solution

What we built for MMM Secure Service

Shyphan delivered the project on Zoho CRM, Zoho People, Zoho Creator, Zoho Books and Zoho Analytics, covering a 6-step process with 4 integration points.

Client contracts and sites

Zoho CRM interface — Zoho CRM product screenshot, for illustration

Geotagged attendance and shifts

Zoho People interface — Zoho People product screenshot, for illustration

Rosters, supervision and incident logs

Zoho Creator interface — Zoho Creator product screenshot, for illustration

GST invoices from contract hours

Zoho Books interface — Zoho Books product screenshot, for illustration

Site and contract dashboards

Zoho Analytics interface — Zoho Analytics product screenshot, for illustration

Who uses it

Contracts team

Record client security contracts and their sites in Zoho CRM as the basis for site manpower planning.

Operations and rostering

Plan manpower per site and build guard rosters and shifts in Zoho Creator for each contract.

Security guards

Mark attendance by device or on mobile, captured with a geotag in Zoho People against their shift.

Field supervisors

Log site visits and incidents in Zoho Creator, which sends an alert when an incident is recorded.

Finance and payroll

Use attendance and shift data for payroll inputs and raise GST invoices from contract hours in Zoho Books.

Architecture

How the systems connect

InputsAttendance devicesMobile attendance

Delivered by Shyphan

OutputsPayroll inputsGST invoicesIncident alerts

Integrations

Attendance to People
Device and mobile attendance.
Rosters to payroll
Shifts feed payroll inputs.
Contract hours to billing
Hours become client invoices.
Incident alerts
Site incidents notified.

Reports and dashboards

Site dashboard

Guards deployed, attendance and incidents for each site, reported in Zoho Analytics.

Contract dashboard

Contract hours delivered and invoiced for each client contract, reported in Zoho Analytics.

Attendance report

Geotagged attendance by guard, shift and site from Zoho People.

Incident log

Incidents and supervisor visits recorded per site in Zoho Creator.

The results

What the system does now

Manpower planned per site
Attendance verified by location
Incidents logged and alerted
Payroll and billing from the same attendance

Delivery

Five phases, discovery to support

01
Discovery
Process mapping, documents and data reviewed with each team.
02
Design
Target flow agreed across 5 apps and 4 integration points.
03
Build
Apps configured, custom logic built and integrations connected.
04
Test and train
User acceptance testing with real scenarios and role-based training.
05
Go-live and support
Cut-over, hypercare and ongoing improvements.

Local rules built in

GST

GST-compliant invoices with the right tax split.

E-invoicing

IRN and e-way bill readiness where turnover requires it.

DPDP Act

Personal data handled under India’s data protection law.

INR accounting

INR as base currency with export currencies where needed.

FAQ

Questions about this project

How is guard attendance verified?

Guards mark attendance through attendance devices or on mobile, and Zoho People records it with a geotag against their shift. This verifies attendance by location at the site, and the same records feed payroll inputs and client billing.

How do rosters and attendance connect to payroll and billing?

Rosters built in Zoho Creator define each guard's shifts, and those shifts feed payroll inputs. Contract hours from attendance become GST invoices in Zoho Books, so payroll and client billing are both based on the same attendance data.

How are incidents reported?

Supervisors use Zoho Creator to log their site visits and any incidents. When an incident is recorded, an alert is sent so the right people are notified. Over time the log builds a history of supervision and incidents for each site.

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MMM Secure Service

What MMM Secure Service needed to fix

What changed for the team

The business process, step by step

Security contract

Manpower plan

Rosters

Geotag attendance

Supervision and incidents

Payroll and billing