HR
Everything about your people in one place, so you stop chasing paper.
- One record for every person: contact details, emergency contact, next of kin and a contact number you can always reach them on
- A document file for each person: passport, photo ID, proof of address, National Insurance, bank proof, driving licence, SIA licence, DBS, training and first aid certificates, uniform photo
- Extra documents when a role needs them, for example a photo of a dog and a van for dog handlers, or a DVLA check code
- An HR checklist: tick boxes that show what you hold for every person and what is missing, with one click to ask for the missing item
- Make the documents you choose required for everyone, or only for the people who need them
- Right to work checks: choose how your company does them, record each check with who did it and when, keep the evidence, and see when a follow up check is due
- A job application and induction form: send it to someone from their record, they fill it in on the GuardFlow app (including five years of work or education history), it is filed in their vetting file, you are told, and you check it and sign it off
- Download a staff sheet in Excel at any time (name, date of birth, SIA number, ID, address, right to work dates), or all of one person's documents as a single PDF. Each download is recorded
- New starter invitations and an onboarding checklist, with reminders if someone has not finished
- Holiday entitlement, balances, sickness and absence, leave approvals that clear the shifts they cover
- Appraisals for your team
- Digital ID card on the officer's phone, and printable badges
- When someone leaves: schedule the leaving date, archive them, remove their personal data when you must, or delete someone who was added by mistake
- Staff groups, and roles that decide exactly who can see and change what
Compliance
Know who is fit to work today, and be warned before anything runs out.
- Expiry dates on every licence and certificate, with reminders to the person and to your managers
- A report of what needs attention today, and a matrix of every person against every document
- SIA licence checks recorded against the official register, named and dated
- Right to work checks recorded with the evidence attached
- A rota gate: if someone's documents are out of date you can choose a warning with an audited override, or block them from being scheduled at all
- An optional daily email of what needs attention
- Vetting information kept together: identity, screening, references and five year history for each person
- Document requests: ask a person for a missing item and see when they send it
- A register of the subcontractor firms you use, with insurance and approval dates, and their officers held back if cover has lapsed
- Site compliance: who has read what at each site
- Martyn's Law readiness for venues: tier questions, procedures, staff acknowledgements, drills and an evidence pack
- An audit log of who did what and when
Rotas and shifts
Build the week, cover the gaps, keep everyone informed.
- Drag and drop weekly rotas with reusable shift templates and repeat shifts
- Work in draft; officers only see shifts once you publish
- Double booking is refused
- Open shifts, with cover alerts before an uncovered shift, and offers to agencies
- Shift swaps and leave requests approved by a manager
- Smart scheduling that suggests who is free and eligible
- Import a rota from a spreadsheet
- Reminders to officers before a shift, and an alert to managers when someone has not clocked in or has not clocked out
Clock in and out
Proof that the right person was on site at the right time.
- Clock in and out from the officer app, checked against the site's boundary
- Off site clock ins need a reason and are flagged for review, or you can block them
- Optional selfie at clock in, clock out or both
- Works with a poor signal: clock ins wait and send when the phone is back online
- Corrections sit alongside the original record, so nothing is quietly changed
- Timesheets built from the clock records, approved by a manager
Patrols
Checkpoints, rounds and reports your clients can see.
- Checkpoints by NFC tag, QR code, GPS or a manual code
- Schedules with grace times, and patrol runs created automatically each day
- Patrols tied to the shift, with a minimum number per shift if the contract needs it
- Late, missed and wrong checkpoint scans flagged, with alerts to the right managers by email and text
- Run sheets for a mobile patrol covering several customers
- Patrol reports as PDFs, including a daily site report you can send to each client
Lone worker welfare checks
Know an officer on their own is safe.
- Set a check interval for each site, and switch welfare checks off for a shift where they are not needed
- If someone does not answer, GuardFlow messages them, rings them, then alerts your managers and escalates
- A duress PIN that looks like a normal check in, and an I need help button
- Alerts go to the right team for each site, with your owners as the back stop so an alarm is never lost
- Sites worked from one shared device and login: checks and patrols go to that device, not to each officer's own phone
- These are alerts to your own team. GuardFlow is not a monitoring centre
Clients and sites
Every customer, every site, and what each site needs.
- Customers and their sites, with addresses, contacts, access instructions and key safe details
- Site instructions and documents your officers can read on their phone
- Who is allowed at which site, and people banned from a site
- Contracts and service lines, with the rates you charge
- Site briefings and toolbox talks, with a record of who attended
- Run more than one operation under one company, each with its own people, sites, alerts and records kept apart
Incidents and records
Write it down once, find it later.
- Incident reports from the officer app with photos and notes, with severity and an investigation trail
- An occurrence book for each site
- Officers can open their own reports to see the status
- A control room inbox for messages between your office and each officer
- Command centre view of what is happening now
Payroll and invoicing
Pay your people and bill your clients from the same hours.
- UK payroll: PAYE, National Insurance, pension auto-enrolment, holiday pay, sick pay and maternity pay
- Weekly, fortnightly or monthly runs, payslips in the officer app, and a BACS payment file
- RTI files for HMRC generated for you to submit, plus P60s, P45s, tax code updates and pension files
- Payroll and HMRC records kept separately for each operation
- Invoices built from approved timesheets at your charge rates, with VAT and the margin on every contract
- Exports for Sage, Xero and BrightPay
Reports and documents
Answers for you, and proof for your clients.
- Month end, operations, finance, compliance, safety and HR reports, with CSV export
- A daily site report for each client, listing the welfare check calls and patrols of the day's shifts, which you can email to the client's contact
- Company documents: a folder structure for policies, contracts and insurance, with access levels and an upload for whole folders
- Send a policy or document to staff to read or sign, and see who has and who has not
- An export centre for downloading your records
The officer app
What your officers use every day.
- On the App Store and Google Play, and in any phone browser
- Their shifts and directions, clock in with one button, and their hours
- Their licences and documents, with the dates each runs out, and uploads straight from the phone
- Forms from you to fill in, such as the job application form
- Patrols, welfare checks, incident reports and messages to the control room
- Digital ID with a live check that shows valid or not valid
Specialist modulesSwitched on per company
Switched on for a company when it needs them.
- Keyholding: a key register with a custody trail
- Alarm response timed against the targets in your contract
- Lock and unlock schedules with late alerts
- Response units and billing for each activity
- Cleaning: jobs, inspections and checklists
Control and privacy
You decide who sees what, and you can prove it.
- Roles and permissions, with access limited to chosen sites if you want
- Everything important is written to an audit log
- Privacy tools: retention periods, removing a person's personal data, and requests for a person's information
- Your logo and colours on invoices, emails and your login page
See it for yourself
Try GuardFlow free, or look at the plans and what each one includes.