Run your entire security operation from one platform
Officers, patrols, NFC checkpoints, incidents, compliance, scheduling and payroll — managed in real time for UK security companies running 10 to 500 guards.
The platform
Everything your security operation needs, in one place
One system of record — from the control room to the officer on the ground.
Guard management
Every officer, document and qualification in one record — onboarding to offboarding.
Live operations
A real-time command view of who's on shift, on patrol, and where, right now.
Patrol tracking
Routes, checkpoints and live progress — proof every round was walked.
NFC checkpoints
Prove an officer reached each point on the route — NFC tap on supported phones, or a manual checkpoint code.
Incident reporting
Field reports with photos, location and severity-based escalation.
Compliance
SIA, Right-to-Work and DBS tracked, with expiry alerts and full audit trails.
Scheduling & rotas
Drag-and-drop rotas, open-shift pools and recurring shift templates.
Mobile companion
Officers start patrols, scan checkpoints and report incidents from their phone.
Analytics
Patrol completion rates and performance across every site.
Payroll & reporting
Auto-generated timesheets, UK payroll and HMRC-ready exports.
How it works in practice
Built for the way security operations actually run
GuardFlow replaces the spreadsheets, the WhatsApp groups and the missed compliance reminders — one platform designed for UK security firms.
Attendance
Geofenced clock-in — every shift, every site
Guards clock in on their phones with GPS validation against your site's geofence. If they're not on-site, they can't clock in. Real-time visibility into who's actually working where.
- Real-time site coverage map
- GPS validated against your site geofence
- Offline-queued events sync when reconnected
- Optional selfie verification
Scheduling
Drag-and-drop rotas, built for UK security
Build next week's rota in minutes. Drag a guard onto a site, set the times, done. If their SIA, DBS or right-to-work has expired, GuardFlow won't let you schedule them.
- Weekly and monthly views
- Shift templates for recurring patterns
- Open shift pool with guard self-claim
- Expired-compliance guards can't be scheduled
Compliance
SIA, Right-to-Work, DBS — never expired
Every guard's documents in one place. GuardFlow warns you 30, 14, 7, and 0 days before expiry. Expired guards can't be scheduled. Manager-verified, GDPR-compliant, audit-ready.
- Per-guard document vault (SIA, DBS, RTW, training)
- Configurable mandatory document types per company
- Expiry alerts at 30, 14, 7 and 0 days
- Full audit trail
Payroll
Auto-generated payroll, FPS XML ready for HMRC
Click 'generate timesheets'. Click 'run payroll'. GuardFlow calculates PAYE, NI, pension and statutory pay — and produces payslips, P60s, P45s, BACS files and the FPS XML for HMRC.
- Full UK statutory calculations
- Branded payslips emailed to staff
- P60s and P45s on demand
- Exports to Sage, Xero, BrightPay if needed
Incidents
Incident reporting with photos and video
Guards report from the field — photos, video and location captured automatically. Severity-routed to managers through a full escalation chain, with GDPR-safe evidence storage.
- In-field mobile reporting
- Automatic location and timestamp
- Severity-based escalation
- Audit-ready records
Reporting
Reports that make sense at month-end
Revenue by customer. Payroll cost per site. Compliance status across the team. Hours by staff and site. 10 ready-made reports, each exportable to CSV.
- Revenue and cost reports
- Compliance and hours analytics
- Configurable date ranges
- One-click CSV export
Getting started
From spreadsheets to running smoothly in a working day
Designed so non-technical security operators can be live quickly.
Set up your account
A guided 10-step wizard covers company details, branding, pay rules, pension and compliance settings. Most companies finish in about 15 minutes.
Manage your team in real time
Officers download the GuardFlow app. Managers see who's where on a live map — schedule, reschedule and respond instantly.
Run payroll automatically
At month-end, generate timesheets, run payroll, download the FPS XML for HMRC, pay your staff and send invoices — in one flow.
Mobile companion
Your officers' patrol app, in their pocket
Officers see their assigned patrols, start a round, scan NFC checkpoints and report incidents — even with no signal. Everything syncs the moment they're back online.
Industries
Built for every kind of security operation
Whether you run 10 doormen or 500 patrol officers, GuardFlow adapts to your operation.
Manned guarding
Static site security, reception, lobby cover
CCTV monitoring
Control rooms, remote video monitoring
Dog handling
K9 patrols, search teams
Construction site security
Site protection, access control
Property guarding
Residential and commercial property
Concierge security
Luxury residential, corporate reception
Event security
Festivals, conferences, public events
Mobile patrols
Mobile response and patrol routes
Key holding
Out-of-hours access and lockup
Alarm response
First response to alarm activations
Why GuardFlow
Why security companies switch to GuardFlow
Cut the paperwork
Replace spreadsheets, WhatsApp groups and paper logs with one system of record.
Officer accountability
Geofenced clock-in and NFC checkpoints prove who was where, and when.
Real-time visibility
See patrols and incidents as they happen — not at the end of the shift.
Instant incident reporting
Critical incidents reach the right manager in seconds, with the full picture.
Compliance made simple
Expiring documents are flagged early; non-compliant officers can't be scheduled.
One operation, centralised
Sites, officers, patrols, compliance and payroll — managed from a single platform.
Pricing
Simple, transparent pricing
One implementation & onboarding fee to get you live, then a monthly subscription with a set number of active guards included and a simple per-guard rate beyond that. Managers and admins are always free, and UK support is included.
- Active-guard pricing — managers always free
- Unlimited managers, updates & UK support
- Mobile apps, patrols & incident reporting
- SIA compliance tools & secure UK cloud hosting
FAQ
Common questions
Ready to run your security operation on GuardFlow?
Book a 20-minute walkthrough, or start setting up your account today.