Training Guide: Control Room Operations with the AIMSS Platform

Introduction

This training guide is for control room operators who are transitioning to or newly working with the AIMSS (All-Integrated Mobile Security Solution) platform. It covers the essential workflows, dashboard functions, and operational procedures you will use every day.

Audience: Control room operators, supervisors, and monitoring staff Training time: 2–3 hours to read and understand Practice time: 1–2 days of live observation alongside an experienced operator

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Module 1: Platform Orientation

1.1 What AIMSS Is

We have a Client/Server and Web based AIMSS platform. It brings together tracking, communications, and evidence management from three independent platforms into one unified dashboard view.

1.2 The Three Platforms

AIMSS is distributed across three platforms. Each platform has its own web browser interface — there is no single combined dashboard. It is important to understand which platform each product belongs to:

| Platform | Products | What You See | |---|---|---| | AIMSS Platform | eGuard, eGuard-K9, eTrac, eTrac-IS, RapidTrac Compact | GPS tracks, patrol verification, K9 safety status | | Communications Platform | ePatrol, ePatrol Pro, ePatrol Mobile, eSmartPatrol | Voice comms events, visual verification, PoC logs | | Data Ecosystem Platform | RapidCam, eVision, Data Armour, RADR | Evidence footage, AI-generated reports, storage status |

Why this matters: If one platform has an issue, the other two continue working. If ePatrol Pro has a comms issue, eGuard tracking still works. If RapidCam has an upload delay, ePatrol voice still works. This is called three-platform resilience — it is the core reliability principle of AIMSS.

1.3 Cloud-First — What This Means

• You do not manage servers or software updates
• You access each platform's interface through a web browser
• Data is stored in secure cloud infrastructure — not on-site
• If your internet goes down, devices continue collecting data and sync when you reconnect
• No data is lost during connectivity interruptions

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Module 2: Dashboard Fundamentals

2.1 Logging In

1. Navigate to your AIMSS dashboard URL
2. Enter your username and password
3. You will see the operations overview on your platform's landing page

Security note: Your login is tied to your individual account. Do not share credentials. Every action you take in the dashboard is logged against your account.

2.2 Dashboard Layout

The dashboard is organised into four main panels:

| Panel | Location | What It Shows | |---|---|---| | Live Map | Centre | Real-time GPS positions of all tracked assets (guards, K9s, vehicles) | | Alert Panel | Right | Active alerts requiring attention (tamper events, patrol deviations, comms issues) | | Roster | Left | List of all personnel and their current status (active, off-duty, alert) | | Activity Stream | Bottom | Recent events: comms, patrols completed, evidence uploaded |

2.3 The Live Map

The live map is the central operational view. Each dot represents a tracked asset:

• Blue dots — guards with eGuard active
• Green dots — K9s with eGuard-K9 active
• Orange dots — vehicles with eTrac or RapidTrac Compact active
• Red dots — assets with an active alert (tamper, deviation, safety event)

Key interactions:

• Click a dot to view the asset's details (name, current patrol, last comms, battery level)
• Click and drag to pan the map
• Scroll to zoom in/out
• Use the layer toggle to show/hide patrol routes

2.4 The Alert Panel

The alert panel is on the right side of your dashboard. Alerts are sorted by severity:

• Critical (red) — requires immediate action (tamper event, safety alert, patrol deviation)
• Warning (amber) — requires acknowledgement (battery low, comms delayed)
• Information (blue) — for your awareness (patrol completed, report generated)

Workflow: Always address Critical alerts first. Acknowledge Warnings when you have a moment. Information alerts need no action.

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Module 3: Alert Management

3.1 What Is an Alert

An alert is a system notification that something needs your attention. AIMSS generates alerts automatically based on:

• Tamper events — a device was removed, or tampering was detected
• Patrol deviations — a guard moved outside their scheduled patrol route
• Safety events — a K9 safety status changed, or a lone worker triggered an alert
• Battery warnings — a device battery is low
• Comms events — a push-to-talk call was made, or a comms failure occurred
• Report generation — eVision generated a draft report for review

3.2 Handling a Tamper Alert

A tamper alert means a device was removed or tampering was detected. This is a serious event. Follow this procedure:

1. Read the alert — identify which guard or K9 is affected and their last known location
2. Attempt contact — use the dashboard to initiate a push-to-talk call to the guard (if they have ePatrol Pro)
3. Dispatch a response — if you cannot reach the guard, dispatch a response to their last known location
4. Log the outcome — record what happened in the incident log
5. Clear the alert — once resolved, mark the alert as cleared

Never ignore a tamper alert. Even if the guard has returned and re-attached the device, the tamper event is logged permanently in the audit trail.

3.3 Handling a Patrol Deviation

A patrol deviation means a guard moved outside their scheduled patrol route. This may be:

• Legitimate — the guard detoured to address an incident
• Error — the guard is on the wrong patrol or has deviated from their assigned route

Procedure:

1. Contact the guard via push-to-talk
2. Confirm their current location and activity
3. If they are addressing an incident, log the deviation as justified
4. If they are on the wrong patrol, redirect them to the correct route
5. Clear the alert

3.4 Handling a K9 Safety Alert

A K9 safety alert means a canine security dog's safety status changed. This is a critical event in high-risk environments.

Procedure:

1. Immediately view the K9's location on the live map
2. Dispatch a supervisor to the K9's location
3. Do NOT clear the alert until the supervisor has confirmed the K9's safety status
4. Log the event in the incident log with the supervisor's confirmation

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Module 4: Patrol Verification

4.1 What Patrol Verification Does

Patrol verification is the process of confirming that guards completed their scheduled patrols. AIMSS does this automatically using GPS data from eGuard.

For each patrol, AIMSS checks:

• Did the guard start the patrol on time
• Did the guard visit all required zones
• Did the guard complete the patrol within the expected duration
• Did the guard stay within the patrol route

4.2 The Patrol Verification Report

At the end of each patrol, AIMSS generates a patrol verification report. You can access it by:

1. Click the Patrols tab in the navigation
2. Select the date and site
3. View the list of patrols for that day
4. Click any patrol to view the full verification report

The report shows:

• Guard name
• Patrol start and end times
• GPS track (visualised on a map)
• Zones visited (checkmarked or missed)
• Any deviations or alerts during the patrol

4.3 Handling a Missed Patrol

If a patrol shows as "missed" or "incomplete":

1. Check whether the guard was on leave or had a schedule change
2. Contact the guard's supervisor to confirm
3. If the patrol was genuinely missed, escalate to the operations manager
4. Log the outcome in the incident log

Client reporting: Missed patrols appear on the client's monthly accountability report. Accuracy in logging the reason for the missed patrol is important for client relations.

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Module 5: Incident Reporting with eVision

5.1 How eVision Works

eVision is the AI-powered reporting tool in the Data Ecosystem Platform. It converts audio and video captured during an incident into a structured first-draft report.

The workflow:

1. During the incident, audio/video is captured (via RapidCam or ePatrol Pro)
2. The audio is transcribed automatically by AI
3. AI structures the transcription into a formatted report (fields, sections, timestamps)
4. The first-draft report appears in your dashboard for review
5. You review, edit if necessary, and approve the report
6. The final report is stored in Data Armour and is available for client reporting

5.2 Reviewing an eVision Report

When eVision generates a draft report, you will see a notification in your Activity Stream. To review:

1. Click the notification to open the draft report
2. Read through each section
3. Check the accuracy of names, times, and locations
4. Edit any fields that need correction
5. Attach any additional evidence if required
6. Click Approve to finalise the report

Key principle: eVision produces a first draft. You are the human reviewer. Your review is the quality-control step — do not approve a report without reading it.

5.3 When eVision Cannot Generate a Report

Sometimes eVision cannot generate a report (for example, if the audio was too unclear). In these cases:

1. You will see a notification that report generation failed
2. Open the raw audio/video from the incident
3. Write the report manually using the incident report template
4. Log the reason for manual reporting in the incident log

Manual reporting is the fallback — eVision handles most cases, but you should know how to write a report manually when needed.

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Module 6: Evidence Management with RapidCam

6.1 What RapidCam Does

RapidCam is the body-worn camera that captures evidence footage. The footage is:

• Stored in anti-tamper memory on the device
• Uploaded to Data Armour as soon as connectivity permits
• Logged with a complete chain-of-custody record

6.2 Viewing Evidence Footage

To view evidence footage from RapidCam:

1. Click the Evidence tab in the navigation
2. Filter by date, site, or guard
3. Click any footage entry to view it
4. The footage will show with its chain-of-custody log (who captured, who accessed, when)

Security note: Every time you view footage, your access is logged in the chain-of-custody record. This is an audit trail that demonstrates who accessed the footage and when.

6.3 Downloading Evidence for Client Reporting

To download footage for a client report:

1. Open the footage you want to download
2. Click Export
3. Select the format (video file or still image)
4. The download will include the chain-of-custody log as a separate file

Important: The chain-of-custody log travels with the footage. When the client receives the footage, they receive the audit trail showing that the footage has not been tampered with since capture.

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Module 7: Daily Operational Workflow

7.1 Start of Shift

At the start of your shift:

1. Log in to the AIMSS dashboard
2. Review any alerts from the previous shift that were not cleared
3. Check the roster to confirm all expected guards are active
4. Review the patrol schedule for the day
5. Confirm all ePatrol Pro devices are online (check the roster status column)

7.2 During the Shift

Throughout your shift:

1. Monitor the live map — watch for any red dots (alerts)
2. Address alerts as they appear — Critical first, then Warnings
3. Respond to push-to-talk calls — when a guard calls, their location and visual field appear on your screen
4. Review eVision draft reports — as they appear in your Activity Stream
5. Log any incidents — use the incident report template for anything significant

7.3 End of Shift

At the end of your shift:

1. Ensure all Critical alerts are resolved or handed over to the next shift
2. Review the patrol verification report for the day
3. Confirm all eVision reports have been reviewed and approved
4. Log your shift summary in the operations log
5. Log out

Handover note: If you are handing over to another operator, brief them on any open alerts or ongoing incidents before logging out.

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Module 8: Common Scenarios

8.1 A Guard Is Not Showing on the Map

If a guard is not appearing on the live map:

1. Check the roster — is the guard marked as active?
2. Check the guard's eGuard battery level — if battery is at 0%, the device is offline
3. Check for a tamper alert — if there is a tamper alert, the device was removed
4. Contact the guard's supervisor to confirm
5. If you cannot confirm, dispatch a response to the guard's last known location

8.2 A Guard Needs to Report an Incident

If a guard needs to report an incident:

1. The guard pushes the push-to-talk button on their ePatrol Pro
2. You receive the call and see their location and visual field
3. The guard describes the incident verbally
4. If RapidCam is active, footage is being captured
5. After the incident, eVision generates a draft report from the audio
6. You review and approve the report

If eVision is not available: The guard can also use the incident report template on their ePatrol Pro device to submit a manual report, which appears in your dashboard.

8.3 A Client Requests a Report

If a client requests a report:

1. Navigate to the Reports tab
2. Select the client and date range
3. Choose the report type (patrol verification, incident report, accountability summary)
4. Generate the report
5. The report will include all relevant data, evidence footage, and chain-of-custody logs
6. Download or email the report to the client

Monthly accountability reports are the most commonly requested — they summarise all patrol activity, incidents, and evidence for a month and are typically generated on the first day of the following month.

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Module 9: Security and Data Protection

9.1 Your Responsibilities

As a control room operator, you are responsible for:

• Not sharing your login credentials with anyone
• Logging out when you leave your workstation
• Not downloading evidence footage to personal devices
• Reporting any suspicious activity to your supervisor immediately
• Following your organisation's data protection policies

9.2 What AIMSS Protects You

AIMSS protects you through:

• Audit logging — every action you take is logged against your account
• Role-based access — you can only see data your role permits
• Encrypted storage — all data is encrypted at rest and in transit
• No local storage — data is never stored on your workstation

9.3 Handling Sensitive Data

If you are handling sensitive client data:

• Only access it through the AIMSS dashboard
• Do not copy it to emails, spreadsheets, or personal devices
• Use the AIMSS report sharing feature to share reports with clients
• Follow your organisation's data classification policy

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Module 10: Getting Help

10.1 In-Platform Help

• Click the Help icon (question mark) in the top right of the dashboard for context-specific guidance
• The Knowledge Hub on the BetaTrac website has articles, guides, and FAQs
• The Training section has video tutorials for common workflows

10.2 When to Contact Support

Contact BetaTrac support when:

• The dashboard is not loading
• You see an error message you do not understand
• A device is not appearing on the map and you have confirmed it is active
• You need a new user account or role change

Do NOT contact support for:

• Patrol schedule changes (contact your operations manager)
• Guard personnel issues (contact the guard's supervisor)
• Client billing questions (contact your account manager)

10.3 Escalation Path

If you cannot resolve an issue:

1. Check the Knowledge Hub for a relevant article
2. Ask your shift supervisor
3. Contact BetaTrac support
4. If urgent and unresolved, escalate to your operations manager

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Training Completion Checklist

Use this checklist to confirm you have covered all modules:

• [ ] Module 1: Platform Orientation — I understand the three platforms and cloud-first architecture
• [ ] Module 2: Dashboard Fundamentals — I can navigate the dashboard and use the live map
• [ ] Module 3: Alert Management — I know how to handle tamper, patrol deviation, and K9 safety alerts
• [ ] Module 4: Patrol Verification — I can view and interpret patrol verification reports
• [ ] Module 5: Incident Reporting with eVision — I can review and approve AI-generated draft reports
• [ ] Module 6: Evidence Management with RapidCam — I can view footage and understand chain-of-custody
• [ ] Module 7: Daily Operational Workflow — I know the start-of-shift, during-shift, and end-of-shift procedures
• [ ] Module 8: Common Scenarios — I can handle guards not showing, incident reporting, and client report requests
• [ ] Module 9: Security and Data Protection — I understand my responsibilities and AIMSS protections
• [ ] Module 10: Getting Help — I know where to find help and when to contact support

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Next Steps

After completing this training:

1. Shadow an experienced operator for 1–2 shifts to observe live workflows
2. Practice handling mock alerts in a training environment if available
3. Review the Knowledge Hub for deeper articles on specific topics
4. Attend the monthly operations review to see how reports are used in practice

For additional training resources, visit the Knowledge Hub or contact our team for a live training session.