Security Guard App: Digitise Patrols and Save Time

Paper logbooks, illegible timesheets, missing proof of service – anyone running a security company knows these issues. A modern security guard app like COREDINATE solves them and streamlines your entire operation.

This article explains how you benefit from digitalisation – with concrete features, real-world examples and insights from more than 1,300 customers.

The challenge for today’s security providers

Security service providers face rising expectations: clients demand complete documentation, authorities require verifiable records and you need to keep a tight grip on costs.

Everyday reality often looks different:

• Paper logbooks are time-consuming, get lost or can’t be read
• Handwritten timesheets delay payroll by days
• No real-time data makes it harder to respond quickly to incidents
• Manual reports tie up valuable admin resources
• Lone working carries significant risk – without monitoring, no one notices when something happens

What is a security guard app?

A security guard app – also known as an online guard tour system (OWKS) – is mobile software that digitally records patrols. Unlike traditional data collectors that have to be read out manually, the app sends all data in real time to a central portal.

The unique thing about COREDINATE: you need no special hardware. Any Android or iOS smartphone with NFC is enough. Your team simply uses company phones – or even private devices if you allow it.

With over 1,300 customers worldwide – from small security firms to corporations with 6,000 sites – the system has proven itself in daily operations.

The key features at a glance

NFC checkpoint scans

Guards scan NFC tags at checkpoints with their smartphone. Every scan is recorded with a timestamp and GPS position and transmitted to the portal in real time.

If there is no connection – for example in underground car parks or basements – checkpoints, tasks and incidents can still be recorded offline. The only requirement: the employee has logged in previously with an internet connection. Data is synchronised automatically as soon as a connection is available again.

This means for you: no data collectors, no manual readouts, no expensive specialist hardware. Learn more in our article: Checkpoint scans in detail.

Digital guard logbook

All activities are recorded automatically in chronological order: checkpoint scans, incidents, shift start and end. The digital guard logbook replaces paper completely and is audit-proof.

Supervisors and – if you wish – your customers can access the documentation at any time. Via the client portal you grant individually configurable access to your clients. No manual re-entry, no illegible notes, no missing pages.

Incident reporting with photos

Incidents, damage and irregularities are documented on site – with photos and an optional voice dictation function. The incident capture feature sends data straight to the portal so you can react immediately to critical events.

Task management

Tasks can be linked to specific checkpoints. When scanning, the app automatically displays due tasks – scheduled by time if required. Staff confirm completion directly in the app.

Whether it’s a daily visual check, weekly maintenance inspection or a one-off special task: nothing falls through the cracks.

Lone-worker protection and man-down alarm

For employees working alone, COREDINATE offers lone-worker protection with a man-down alarm in accordance with DIN VDE V 0825-11. The system monitors activity patterns and automatically triggers an alarm after prolonged inactivity – following your defined escalation paths up to the control room or emergency centre.

Good to know: Combined with a current Crosscall smartphone, COREDINATE lone-worker protection meets the requirements of DIN V VDE V0825-11. Under the VBG bonus scheme, 40% of the total costs are subsidised within one year.

How the switch works in practice

1. Attach NFC tags: Your staff stick NFC tags to checkpoints – in just a few minutes per site. No technician required, no complex installation.

2. Install the app: Employees download the COREDINATE app from the App Store or Google Play. Setup is self-explanatory and takes about five minutes.

3. Scan patrols: Hold the smartphone to the NFC tag – that’s it. The scan is automatically sent to the portal.

4. Analyse and report: The dashboard shows all activities in real time. You create PDF reports for clients at the click of a button via the reporting function.

Common questions from operations managers

How can I prove to customers that patrols were actually carried out?

Every checkpoint scan is logged with a timestamp, GPS position and employee ID. This data is stored in a tamper-proof way. You can send customers automated PDF reports or give them direct access via a client portal – with individually configurable permissions.

What happens if an employee loses their work phone?

The device can be locked immediately via the portal. Because all data is stored in the cloud, no information is lost. A replacement device is operational within minutes – install the app, log in, continue working.

Does it also work in basements and underground car parks without mobile reception?

Yes. Once the employee is logged in, checkpoints, tasks and incidents can also be recorded offline. The data is automatically synchronised as soon as a connection is available again.

How do I train my staff on the new system?

The app is intentionally kept simple. Most employees – even without technical experience – understand how to use it within 10–15 minutes. COREDINATE offers free onboarding sessions and video tutorials. In practice, the training effort is considerably lower than with classic data collectors.

Can I manage multiple sites with different requirements?

Yes. You can define individual patrols, checkpoints and tasks for each site. Rights management lets you restrict employees to specific locations. Different client logins are also possible.

What if older employees can't use a smartphone?

The app only shows what really matters: scan button, task list, report incident. Most employees without smartphone experience cope after a 10–15 minute introduction. If required, we provide on-site training.

How much does it cost per employee?

COREDINATE starts at €32/user/month with a 2-year term. With a monthly cancellation option, it is €52/user/month. All core features – NFC scans, logbook, incidents, GPS tracking, time tracking – are included. Optional add-ons such as advanced forms or duty scheduling are charged separately. (as of January 2026)

Is it GDPR compliant?

Yes. COREDINATE is developed and hosted in Germany – strict data protection is part of our DNA. No data is transferred abroad. You receive a data processing agreement in accordance with the GDPR and can configure data retention to suit your requirements.

Conclusion

With a security guard app you document patrols end-to-end, generate reports automatically and give clients direct access to their data if required. Deployment takes hours, not weeks.

Most COREDINATE customers are fully up and running within one week.