Approve off-duty work with the credentials in view.
Secondary employment is usually approved once, from a form, and the qualifications behind it are rarely looked at again. Connect each approved off-duty assignment to the licenses, permits, and training it depends on — and keep watching them after the permit is signed.
Request → Credentials → Ongoing status
- Secondary employment requestsOfficer, employer & postKeep each approval attached to the work it authorizes.
- Licenses & permitsStatus & renewalsReview the credentials behind a request before it is signed.
- After approvalStatus changes & alertsSee a lapse or a suspension when it happens, not at renewal.
See what the approval is actually based on
A secondary employment request usually arrives as a form: the officer names the employer, the site, and the hours. What sits behind it — whether the hiring company holds a current license, whether the officer holds the permit the post calls for, whether required training is on file — is often not attached to the request at all. Connect the request to those records so the approving supervisor reviews the assignment and the qualifications together, in one place, before signing.
Approval is a moment; credentials keep moving
A permit approved in January says nothing about March. Licenses expire, permits are suspended, and registrations are revoked between reviews, and a department that checks only at approval will not hear about any of it. Ongoing monitoring surfaces those status changes as they are published, so an officer working a post on a credential that has since lapsed becomes visible while the assignment is still running. Near-real time California BSIS syncs and broader 50-state tracking support that review; source availability and update frequency vary by authority.
Keep a record of what you reviewed and when
When an off-duty assignment is questioned — in an internal review, by counsel, or after an incident — the question is what the department knew and when it knew it. Documented reviews, alerts, and follow-up keep that answer connected to the approval itself rather than scattered across inboxes. MyGuardForce helps organize this evidence. It does not approve secondary employment, determine an officer’s eligibility, or replace your department’s policy, your collective bargaining agreement, or the law that applies in your jurisdiction.
An off-duty permit outlives the check behind it.
The form records the employer and the post. Whether that employer is currently licensed, and whether the officer holds the permit the post requires, is reviewed from memory or not at all.
The permit stays valid for its term. A license that expires, is suspended, or is revoked during that term changes nothing in the approval record and reaches no one who approved it.
An incident or a public records request asks what the department reviewed and when. The answer lives in email threads and paper files, assembled after the fact.