How Can I Use Command Cloud to Perform a Two-Person Headcount?

Headcounts are a critical safety and compliance procedure in correctional facilities, ensuring every inmate is accounted for while maintaining the principles of care, custody, and control. Accurate headcounts help manage inmate populations, prevent overcrowding, and protect both staff and inmates by quickly identifying absences or irregularities that may indicate possible escapes, emergencies, or safety threats.

Many agencies and governing bodies now legally require dual verification, which is why two-person headcounts have become a standard practice for a number of facilities and counting. Conducting a headcount with two officers adds an extra layer of accuracy and accountability, providing documented proof of verification and compliance.

In this blog, we’ll guide you on how to perform a two-person headcount in Command Cloud, helping streamline the process.

Using Command Cloud to Enhance Two-Person Headcount Efficiency 

Command Cloud leverages two components for headcount: the Headcount Module and the Headcount Dashboard. The two work in tandem for a seamless headcount, from how staff are alerted to how the data is collected and stored.

What is the Headcount Module?

The Headcount Module operates within Mobile Command XR, Command Cloud’s mobile inmate tracking solution. By using this module, officers can document headcounts in real time while also viewing comprehensive lists outlining which particular inmates should be assigned to a specific area.

Because the module is fully integrated with Command Cloud, inmate movements are automatically updated across the system. If an inmate is moved to medical, recreation, court, or any other location, that change is visible to staff conducting the count via their Mobile Command XR screen. If an inmate is not where they are expected to be, officers can quickly mark them as unaccounted for and, if necessary, add a justification that clarifies their absence.

Since Mobile Command XR is housed on the SPARTAN, staff can access the Headcount Module straight from their device, on the go. This gives staff real-time awareness and enables them to complete headcounts more accurately at the point of responsibility from anywhere in the facility.

What is the Headcount Dashboard?

The Headcount Dashboard, native to Command Cloud’s Mission Command platform, enables system administrators to start formal headcounts, monitor the progress of active ones in real time, and review and export data from both formal and informal headcounts. 

By navigating to the Headcounts tab on the left-hand navigation bar in Mission Command, users get a clear overview of statistics across facility locations. Each entry highlights key details such as the total number of inmates, gender breakdown (male, female, unknown), and whether they are marked as In or Out of their cell.

At the top of the dashboard, three clickable boxes allow users to toggle back and forth between different reports, including:

1. Active Formal Headcount: Displays all formal headcounts currently in progress within the facility. This real-time view enables users to monitor headcounts as they happen, quickly identifying which inmate is or isn’t accounted for and their intended location. 
2. Completed Formal Headcount: Shows formal headcounts that have been completed within the selected timeframe. Each entry includes essential information such as location, start and end time, and can be expanded for deeper detail. 
3. Completed Informal Headcount: Similar to Completed Formal Counts, this report displays all informal headcounts within the chosen timeframe. Each entry includes essential information such as location, count time, and can be expanded for deeper detail. 

How do you complete a two-person headcount with Command Cloud?

Command Cloud has a built-in feature within Mission Command’s Headcount Dashboard that supports two-person formal headcounts. To begin a formal two-person headcount in Command Cloud, system administrators enter the Headcount Dashboard and follow these steps:

1. Toggle on the Two-Person Headcount feature
2. Click the Select Location dropdown and select the desired location where the headcount will begin
3. Press the red Start button

After the system administrator presses Start, a new view appears showing two sets of data: the Unaccounted Inmates List and the Headcount Dashboard.

1. The Unaccounted Inmates List highlights each inmate’s name, gender, current location, and home location. When completing a two-person formal headcount, the Accounted By and Updated Time columns appear to identify when each inmate is counted by a single officer. Names disappear from the Unaccounted Inmates List when they are counted by a second officer. This enables users to track headcounts in real time and quickly identify any missing inmates or second counts. 
2. The Headcount Dashboard displays information for the location(s) where the headcount is active. This includes the location, total number of inmates, breakdown by gender, the number of inmates are In and Out of their cell, how many have been accounted for, the types of scans completed, and the last updated time. When completing a two-person formal headcount, the Accounted and Accounted #2 columns appear to ensure every inmate is counted by both officers and to identify any inmates who still need to be counted a second time.

Once the formal headcount is initiated in Mission Command, an alert is sent to each officer’s SPARTAN and appears on their Mobile Command XR screen. After receiving the headcount alert, officers complete the headcount by following these steps:

1. Navigate to the Headcount Module in Mobile Command XR.
2. Scan your location tag to display the list of inmates assigned to that location.
3. Scan inmate IDs to automatically mark them as present, or manually swipe right to mark them as Present. 
4. If an inmate is not present, swipe left to mark them as Not Present, move them by selecting the appropriate location block, and provide a justification by using talk-to-text or typing a custom note, to clarify why they are not present for headcount.
5. SWIPE TO SAVE. All updates will automatically sync and appear in Mission Command.

Once all inmates are accounted for, the headcount administrator selects Finish to end the headcount in Mission Command.

Can I cancel a headcount if I forgot to enable two-person headcount?

Mistakes happen—it’s easy to press Start without first toggling on the Two-Person Headcount feature. To make the process more user-friendly and prevent unnecessary confusion, a Cancel button is accessible from the Headcount Dashboard. 

Cancelled headcounts will still appear in the Headcount Dashboard’s Completed Formal Headcount report, but will be marked as Cancelled under the Status column to clearly indicate that it was not completed.

Where Can I View Previously Recorded Two-Person Headcounts?

All recorded two-person formal headcounts can be found by clicking the Completed Formal Headcount box at the top of the Headcount Dashboard. After selecting a timeframe in the From and To fields, an itemized report of all completed headcounts in that timeframe will appear.

Each headcount can be viewed in detail by clicking the red View button. This opens a comprehensive overview of the selected headcount, including the inmates’ name, gender, status, scan type, and location, the names of both officers who completed the headcount, as well as the times they each completed the count, and lastly any justifications for inmates not accounted for.

All of these reports can be downloaded from the dashboard in either PDF or CSV format and distributed as necessary.

By leveraging the Headcount Module and Headcount Dashboard, staff can capture headcount data in real time, completing two-person headcounts with ease and documenting every step in the process for officer accountability and added defensibility. Whether scanning IDs or manually marking presence, Command Cloud ensures that inmate headcounts are thorough, auditable, and aligned with state and agency standards—helping facilities protect both inmates and staff while streamlining daily operations.