Guard scheduling, geofenced clock-in, NFC and QR patrols, lone worker welfare checks, SIA compliance, client invoicing and UK payroll, plus keyholding and alarm response modules. One system for the office and the officer at the gate.
See plans for every team sizeIllustration of the GuardFlow command centre, the officer app clock-in screen and a digital officer ID card.
Built for UK security companies running
GuardFlow Companion for officers
One night shift, end to end
Follow one officer through one night. Every step is something GuardFlow does today, and every step leaves a record you can hand to a client, an insurer or your ACS assessor.
18:00
A reminder pops up in the officer web app to acknowledge. Your board shows who has seen it, who hasn't and who needs a call. Not clocked in ten minutes after the start? It's flagged for a supervisor to follow up.
How shift reminders work19:52
GPS checks the officer is inside the site boundary. Off site, they give a reason, can add a photo, and it's flagged for review. No signal in the basement? The officer web app holds the clock-in, encrypted, and sends it when signal returns.
How GPS clock-in works20:05
The site manager scans the officer's digital ID. The live QR opens a public page that says VALID or NOT VALID, right now.
How the digital ID works22:00
NFC tag, QR code or GPS at each checkpoint, with photos where you ask for them. Late, missed and wrong-point scans are flagged, and overdue patrols alert your managers.
How patrols work01:30
A prompt in the web officer app: I'm OK. Silence starts the ladder: text, automated phone call, then your managers. A duress PIN checks in as normal and quietly raises the alarm.
How welfare checks escalate03:40Module
Log the activation, sign the key out of the register, dispatch a responder and time every stage against the contract. The key's custody trail can't be edited.
How keyholding works06:02
Clock out and see "You worked 10h 2m". The occurrence book has already written itself from the night's records, and the hours are waiting on the timesheet for payroll and the invoice.
How the occurrence book worksWhy GuardFlow
Many firms still run a patchwork: a rota spreadsheet, a clock-in app, a guard tour system, a lone worker service, a key book, payroll software and invoices rebuilt by hand. GuardFlow is security company software that puts all of it on one record.
| The job | Often a separate tool | In GuardFlow |
|---|---|---|
| Rota and cover | Often: Spreadsheet and WhatsApp | GuardFlow: Drag and drop rota, open shifts, cover alerts |
| Attendance | Often: Paper sign-in or a phone call | GuardFlow: Geofenced GPS clock-in, late and no-show alerts |
| Patrol proof | Often: A guard tour system | GuardFlow: NFC, QR and GPS checkpoints, PDF patrol reports |
| Lone worker safety | Often: A lone worker service | GuardFlow: Welfare checks with SMS, automated call and duress PIN |
| Keys and alarms | Often: A key book and a call log | GuardFlow: Key register with custody trail, timed alarm response (module) |
| Pay | Often: Payroll software or a bureau | GuardFlow: PAYE, NI, pension, payslips, RTI files |
| Invoicing | Often: Rebuilt from timesheets by hand | GuardFlow: Invoices from actual hours, margin per contract |
Rota and cover
Build the week by dragging shifts onto officers, publish when it's right, and let GuardFlow chase the gaps before they happen.
Illustration of a weekly rota in draft with a Publish rota button, an uncovered open shift with a cover alert, and a clash refused message.
Weekly rotas with reusable shift templates. Work in draft; officers only see shifts once you publish, and they're told once.
Double booking is refused by the database itself, so no screen or import can create one.
Missing SIA, right to work or another required document? Choose a warning with an audited override, or a hard block.
Ranks who fits each shift by leave, clashes, SIA, right to work and DBS status, site history and home postcode area. You make the call.
Post open shifts for officers to claim, with your approval. Uncovered shifts trigger alerts 48, 24 and 4 hours before the start.
Offer shifts to partner agencies. Agencies with lapsed insurance are blocked automatically.
Officers request swaps and you approve. Approving leave cancels the shifts it covers and tells the officer.
Clock-in and control room
Every clock-in is checked on the server against the site boundary, and every exception lands in front of a manager.
Illustration of the GuardFlow command centre listing officers on shift with their status, overdue patrol and late start alerts, recent GPS clock-ins, and a Daily Occurrence Book with system-witnessed and written-in entries.
A clock-in only counts inside the site boundary: 150 metres by default, set per site. Off site, the officer must give a reason, can add a photo, and it's flagged for review.
Late starts, no-shows and missed clock-outs are checked every five minutes and flagged to managers.
Officers report with photos and video. With no signal, the web app saves the report and photos are added once back online. High and critical reports go straight to managers: review, escalate, resolve and close, with a police reference and a timeline.
Clock records can't be edited or deleted through GuardFlow; a correction or an undo sits alongside the original. An officer can only be clocked in to one shift at a time, so overlapping hours aren't paid twice.
It writes itself from clock-ins, patrols, incidents, keys and more, and every line is marked system-witnessed or written in. Written entries can't be edited or deleted; system lines come straight from the underlying records.
Two hours before each shift, officers acknowledge a reminder. Your board shows sent, acknowledged, clocked in, running late and cover arranged, and it escalates ten minutes after the start.
Who is on shift, site cover, today's incidents, live patrols and recent clock-in locations, on one screen.
Ask for a selfie at clock-in, clock-out, both or neither. Selfies are stored for review; GuardFlow does not use facial recognition.
Officers request a correction on their own shift, a manager approves it, and the original punch is kept alongside the change.
An officer can open the incidents they reported to see the status, the outcome and their own photos. Evidence added by managers stays with managers.
Every shift in one spreadsheet view: officer, SIA number, client, scheduled against actual times, worked hours, pay and bill rates. Export to CSV.
Officer app
Officers open GuardFlow and see their current or next shift with a live countdown, directions, site instructions and one button to clock in. Everything else is one tap away.
Swipe for more screens.
Your rules: require a reason for early clock-in, or let officers sign in at a nearby site without a scheduled shift, giving a reason.
GuardFlow Companion is on the App Store (UK) and Google Play for shifts, clock-in, patrols, incidents, documents and payslips. The full officer app, including the digital ID, runs in any phone browser and installs to the home screen.
Duty of care
Set a check interval for each site. If an officer goes quiet, GuardFlow chases them, then your managers, without anyone watching a screen.
To anyone watching, it looks exactly like a normal check-in. Your managers get a silent alarm.
Press and hold in the web officer app, or press 9 during the automated welfare call, and your managers are alerted at once.
Welfare check escalation
Prompt
A prompt in the web officer app: confirm you're OK.
Officer chased
Text and email to the officer.
Automated call
GuardFlow rings the officer. Press 1 or enter a PIN to check in, or press 9 for help.
Managers alerted
Your managers get a text, a call, an email and an on-screen alert.
Emergency
An urgent alert to treat it as a person at risk until proven otherwise.
Timings shown are the defaults, and you can change them. Alerts go to your own managers: GuardFlow is not an alarm receiving centre and does not provide 24/7 monitoring.
Guard patrols
Build routes, schedule them, and know when a patrol is late, missed or cut short.
Illustration of a night patrol route at Harbour Car Park with six of eight checkpoints scanned, one late and one pending, plus a list of scans with times.
NFC and camera QR scanning work in Chrome on Android. On other phones, officers enter the checkpoint code.
Keyholding and response
Run keys, alarms and lock-ups as real, timed, billable jobs, not a phone log.
Illustration of key set K-114 at Canal Street Depot, issued to response unit Bravo 2 at 03:41 and returned at 04:37 with an append-only custody record, and an alarm activation dispatched at 03:41 and on scene at 03:58 against a 20 minute target.
ModuleThese are modules we switch on for your company. Alarm activations are entered by your team: GuardFlow does not take a direct feed from an alarm receiving centre.
Compliance and people
Every officer's licence, right to work and documents in one place, with reminders before anything lapses.
Illustration of officer compliance: one SIA licence valid to March 2027, one right to work expiring in 14 days, and one officer with a missing DBS check blocked from the rota.
SIA licence, right to work, DBS, training, first aid and NI documents, in private storage, verified or rejected by your office.
At 30, 14, 7 and 0 days before anything lapses.
Each check of the official SIA register is logged with its date. GuardFlow tracks the result; the check itself is made on the SIA register.
Warn, or block, when a required document is missing or expired, or an officer hasn't finished onboarding.
A public application form that turns applicants into invited officers.
Personal details, NI, bank, ID, address, right to work, SIA, DBS, training and company documents to sign, with progress and reminders.
Send company documents to officers to sign or acknowledge, on the web or in the app, and see who has done it.
Kit, emergency contacts, pay rates and sites. Suspend, schedule offboarding with access ending automatically, archive or anonymise, and export a full staff record as a ZIP.
Insurance expiry and ACS registration for every partner agency.
Radios, body cams, uniforms and vehicles, assigned, returned and serviced on time.
About 120 permissions, custom roles, and staff scoped to their own sites and clients.
Your logo and colours on invoices, emails and your officer login and job application pages.
Send a change to everyone due at a site and see who has confirmed.
Payroll and billing
Clock-ins become timesheets, and timesheets become payslips and invoices. Nobody retypes hours.
Illustration: a GPS clock-in becomes an approved timesheet of 50 hours 10 minutes, which feeds a payslip with income tax, National Insurance, pension, a BACS file and an FPS file ready to submit, and an invoice to the client at the charge rate with VAT and the contract margin.
Built from real clock events, with weekday, weekend and bank holiday rates per site. Pay and charge rates are kept separate, and managers approve.
PAYE, NI, student loans, pension auto-enrolment, overtime, holiday pay, SSP and SMP. Payslip PDFs in the officer app, P60 and P45, a BACS Standard 18 file, and FPS and EPS RTI files generated for you to submit to HMRC. Prefer your own payroll? Export to Sage, Xero or BrightPay.
Invoices built from hours actually worked at your charge rates, with VAT, numbering and your branded PDF, emailed from GuardFlow. See the margin on every contract. Charge per visit? The activity billing module adds monthly statements that reconcile to the records.
Martyn's Law
Included and switched on by default. For each venue: the tier questionnaire, the four public protection procedures (evacuation, invacuation, lockdown and communication), staff acknowledgements, a drill log, enhanced-tier measures and an exportable evidence pack, plus a link for the venue to acknowledge. Review reminders keep it current.
GuardFlow documents and evidences readiness. The venue remains the responsible person, and no software makes a venue compliant on its own.
Security and data
GuardFlow is made by FORGEAI STUDIO LTD, a UK company registered in England and Wales, company no. 17175307. UK support by email at support@guardflowapp.com on every plan, with step-by-step help guides inside the app.
Switching to GuardFlow
If you're coming from a spreadsheet, a WhatsApp group or a system you've outgrown, here is exactly what moving across involves.
Upload your clients, sites and staff from CSV with the templates provided. Duplicate clients and sites are flagged and skipped, and you get a report for every row.
Your dashboard counts what's done from your real data: company details, clients, sites, checkpoints, officers and prices, and shows the next step.
On Small Company and Medium Company, the one-time setup covers configuration, data migration, account and staff setup, and go-live support.
Small Company and Medium Company have a 12 month initial term, then run month to month on one month's notice. Starter is month to month: cancel at the end of any billing period. Your data stays yours: export it as CSV at any time, and for 30 days after you leave.
Pricing
No per-officer seat maths: pick the plan for your size. Managers, HR, finance and admin users are free on every plan. Prices exclude VAT.
Swipe for all 4 plans.
Every plan: the core platform (rotas, GPS clock-in, patrols, welfare checks, compliance, payroll and invoicing), the officer app on iPhone, Android and web, unlimited office users, UK support and step-by-step guides. Specialist modules (keyholding, alarm response, lock and unlock, run sheets, response units, activity billing and site briefings) are switched on per company when you need them: ask us which suit your contracts.
Security guard software cost, worked through for a 40 officer firm.
£199 a month
Small Company, plus £495 one-time setup, on a 12 month initial term, then monthly.
Comparing with a cheaper rota app? Check whether it covers these. On GuardFlow they come with the plan:
Straight answers, including what GuardFlow does not do.
Ask us something elseIt is one system for running a security company: the rota, clock-in, patrols, incidents, officer compliance, timesheets, payroll and client invoicing. GuardFlow is built for UK security companies, so it works in SIA licences, right to work, occurrence books, keyholding and PAYE.
Starter is £79 a month for up to 20 staff and 10 client sites with no setup fee. Small Company is £199 a month plus a £495 one-time setup, Medium Company is £249 a month plus £1,495 setup, and Enterprise is priced to your operation. Prices exclude VAT. Managers, HR, finance and admin users are free on every plan.
Yes. GuardFlow is self-service. Choose a plan, sign the agreement online and pay by card, and your account is set up automatically. An in-app checklist walks you through sites, staff and pay rates, and you can import staff, sites and clients from CSV.
Small Company and Medium Company have a 12 month initial term, then run month to month on one month's notice. Starter is month to month: cancel at the end of any billing period. Your data stays yours: export it as CSV at any time, and for 30 days after you leave.
Yes. GuardFlow Companion is on the App Store (UK) and Google Play, and the officer app also runs in any phone browser and installs to the home screen. Officers see their shifts, clock in with a location check, run patrols, report incidents, sign documents and view payslips. The web officer app also has the digital ID, an undo for a mistaken clock-in tap and the I need help button.
Each site has a boundary, 150 metres by default and adjustable. GuardFlow checks the officer's location on the server when they clock in. Off site, they must give a reason, can add a photo, and the clock-in is flagged for review; or you can block off-site clock-ins until they reach the site. You can also ask for a selfie; selfies are stored for review, not matched by facial recognition.
Yes. Set a welfare check interval per site. If an officer doesn't respond, GuardFlow texts and emails them, rings them with an automated call, then alerts your managers by text, call and email, and finally raises an emergency alert. A duress PIN looks like a normal check-in but silently alerts managers. Alerts go to your own team; GuardFlow is not a 24/7 monitoring centre.
Yes. Checkpoints can use NFC tags, QR codes, GPS or a manual code. NFC and camera QR scanning work in Chrome on Android; on other phones officers enter the checkpoint code. Missed and overdue patrols alert managers, and you get PDF patrol reports.
Yes. It calculates PAYE, NI, student loans, pension auto-enrolment, holiday pay, SSP and SMP, and produces payslips, P60s, P45s, a BACS Standard 18 file, and FPS and EPS RTI files for you to submit to HMRC. If you'd rather keep your current payroll, export to Sage, Xero or BrightPay.
Every officer has a digital ID in the web officer app with a live QR code. Scan it and a public page shows whether the ID is valid right now. The company can revoke or reissue an ID instantly. The SIA status shown is the one the employer recorded after checking the official SIA register.
No. You check the official SIA register and record the check in GuardFlow with the date. GuardFlow then tracks every expiry, reminds you at 30, 14, 7 and 0 days, and can block officers with expired documents from the rota.
Yes, as modules we switch on for your company: a key register with a custody trail that can't be edited, alarm response timed against your contracted targets, lock and unlock schedules, multi-customer run sheets and per-activity billing. Alarm activations are entered by your team.
No software can. GuardFlow helps you and your venue clients document and evidence readiness: procedures, staff acknowledgements, drills and an exportable evidence pack. The venue remains the responsible person.
Each company's data is separated at database level with row-level security on every table, files are private with short-lived links, data is encrypted in transit and at rest, and records such as clock-ins, written occurrence book entries and key custody can't be edited or deleted through GuardFlow. See our Trust page for details.
Production data is hosted in Zurich, Switzerland, which the UK recognises as providing an adequate level of data protection. Where a supplier is outside the UK, the EEA or Switzerland, transfers are covered by the UK Addendum or Standard Contractual Clauses.
There's no self-serve free trial. Starter is £79 a month with no setup fee and runs month to month, so you can start small and cancel at the end of any billing period. Or book a 20-minute demo first, shaped around your operation.
Start on Starter today with no setup fee, or book a 20-minute walkthrough shaped around your operation.
Self-service setup with an in-app checklist. UK support and step-by-step guides included.
Over 20 staff or 10 client sites? Small Company is £199 a month for up to 50 guards and 15 client sites, plus £495 one-time setup.
