Run your entire security operationfrom one platform.
Keyholding, alarm response, lock-ups and vehicle patrols — scheduled, tracked and evidenced. Plus officers, compliance, rotas and UK payroll, from the control room to the frontline.
- Patrol started — NorthgateM. Okafor · 06:22
- Checkpoint scanned · 6/8Riverside Estate · 06:23
- Incident escalatedDock Gate 3 · 06:24
- Officer clocked in · GPSK. Mensah · 06:25
Purpose-built for UK security firms
SIA, GDPR & HMRC-ready
What you deliver
Keyholding, alarm response and vehicle patrols — all evidenced
Every job your officers do at night has a place in GuardFlow, a time against it, and proof it happened.
Keyholding
Know exactly who holds every key
A register of every set you hold, sealed and numbered, with a custody trail that cannot be edited or deleted after the fact.
- Reference, seal number, key count and cabinet location per set
- Issued and returned logged against the officer who took them
- Key checked on a visit — present, missing, incorrect or damaged
- Set your own re-check interval; overdue sets are flagged for you
- History is append-only, so the record holds up when a client asks
Response vehicles
Run the fleet, not just the officers
Work is assigned to a vehicle and its call sign. Crews change through the night without the run sheet losing its thread.
- Call sign and registration per unit, with an off-the-road switch
- Crew on board recorded over time — answer “who was in Response 4 at 02:40?”
- Assign a night's run sheet to a unit in one click
- Tonight's workload per vehicle, so you can see who is free
Run sheets
One night, many customers, one sheet
Build an ordered run covering as many customers as the shift needs. Each visit carries its own due time and its own proof.
- Ordered stops across different customers in a single shift
- Per-visit due times with automatic late and missed alerts
- Recurring sheets you generate for tonight in one click
- Each client gets a report of their own sites only — never anyone else's
Billing
Bill per activity, not per guess
Price each type of work, and let completed activities price themselves into a monthly statement you can hand to the client.
- Rate card per service type, per customer, dated so old months stay correct
- Only a genuine completion bills — and never twice for the same visit
- Monthly statement per customer that reconciles to the activity records
- Lock a period once it's invoiced so the numbers stop moving
Keyholding, response vehicles, multi-customer run sheets and per-activity billing are switched on for your company when you need them — no upgrade project, no reinstall.
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, with SIA, DBS and right-to-work held against each guard.
SIA valid
DBS valid
RTW valid
Live operations
See who's on shift, on patrol and where — right now.
A real-time command view across every site and officer.
Patrol tracking
Proof every round was walked — routes and checkpoints.
Live progress with GPS trails and completion rates per site.
NFC checkpoints
Prove an officer reached each point on the route.
NFC tap on supported phones, or a manual checkpoint code.
6 of 8 checkpoints tapped
Incident reporting
Field reports with photos, location and escalation.
Severity-routed to the right manager in seconds.
Scheduling & rotas
Drag-and-drop rotas, open-shift pools and templates.
Expired-compliance officers can't be scheduled — the rota enforces it.
Compliance
SIA, Right-to-Work and DBS tracked with expiry alerts.
Warns at 30, 14, 7 and 0 days — full audit trail.
Payroll & reporting
Auto-generated timesheets and HMRC-ready UK payroll.
PAYE, NI, pension, payslips, P60s, P45s, BACS and FPS XML.
Net pay run
Ready · FPS XML
How it works in practice
Built for the way security operations actually run
From the control room, to the officer on site, to month-end payroll — one continuous flow.
Control room
See every operation as it happens
A live command view of who's on shift, which patrols are running and where incidents are unfolding — across every site at once.
- Real-time officer and patrol status
- Site coverage and GPS-verified clock-ins
- Incidents escalated the moment they're raised
Frontline
Give officers everything they need in the field
Officers see their assigned patrols, start a round, scan NFC checkpoints and file incident reports with photos — even with no signal.
- Guided patrols with NFC or manual checkpoints
- Photo and video evidence, captured with location
- Real-time sync with the control room
Get the officer app
Back office
Turn completed work into compliant payroll
Approved shifts and timesheets flow straight into UK payroll — PAYE, NI and pension calculated, with payslips and HMRC submissions produced for you.
- Auto-generated timesheets from real attendance
- Full UK statutory calculations and payslips
- P60s, P45s, BACS files and FPS XML for HMRC
Industries
Built for every kind of security operation
From a handful of door supervisors to thousands of patrol officers, GuardFlow adapts to how you work.
Manned guarding
Static site security, reception and lobby cover with verified on-site clock-ins.
- Geofenced attendance
- Site-level coverage
- Post orders on mobile
Security & compliance
Built for compliance-heavy security work
Precise controls for the obligations UK security firms actually carry—SIA, GDPR, HMRC and a complete audit trail.
SIA-ready compliance
SIA, DBS and Right-to-Work tracked per officer with expiry alerts and enforcement.
UK GDPR controls
Role-based access, tenant isolation and data export and erasure tools by design.
HMRC-ready payroll
PAYE, NI and pension calculated, with FPS submissions produced for HMRC.
Audit trails
Every clock-in, patrol, incident and approval recorded and time-stamped.
Role-based access
Owners, managers and officers see exactly what their role permits — nothing more.
Secure records
Documents and evidence held in secure UK cloud storage, ready for audit.
Pricing
Simple, transparent pricing
Three fixed packages — a one-time Setup & Implementation to get you live, then a fixed monthly subscription from £199. Every feature included, and your office team never counts as seats.
- Small £199/mo · Medium £249/mo · Enterprise custom
- Unlimited managers, updates & UK support
- Mobile apps, patrols & incident reporting
- SIA compliance tools & secure UK cloud hosting
- See full pricing
Why GuardFlow
Why UK security firms choose GuardFlow
Purpose-built for the way security operations actually run — from the control room to the frontline.
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.
FAQ
Common questions
Run a commercial cleaning company?
Our sister platform CleanFlow is built for cleaning operations.
Ready to run a sharper security operation?
Book a 20-minute walkthrough, or start setting up your account today.