FAQ’S
Frequently asked
questions
Q. Which details must appear on every invoice in Germany?
- Full name and address of the service provider - Full name and address of the customer - Date of invoice - Unique invoice number - Quantity and type of goods or services - Price per unit and total price - Applicable VAT rate and resulting VAT amount - Date of delivery or completion of service, if different from invoice date
Q. Which legal pitfalls exist when creating an offer?
- Compliance with GDPR when using data - Correct cancellation policy for consumers - Transparent pricing and contract terms
Q. How can I differentiate my offer from the competition?
- Tailor-made solutions for specific customer needs - Emphasising unique selling points (USPs) - Professional and appealing presentation of the offer
Q. What do I need to do to become a small business owner?
Registration with the tax office and proof of turnover limits.
Q. May I issue invoices without VAT as a small business?
Yes, VAT may not be shown; a note on the invoice is required.
Q. Do we need new devices?
No. iOS or Android smartphones are sufficient.
Q. How is data protection handled?
ISO 27001 data centre in Germany, end-to-end encryption, data processing agreement included.
Q. What happens without network?
The app stores entries locally and syncs once online.
Q. How do I plan patrol routes?
Create checkpoints via drag-and-drop, assign them to a route – the app guides your personnel step by step.
Q. Do I receive real-time alarm notifications?
Yes, SOS, man-down and deviation alarms are sent instantly via push and e-mail, including GPS position.
Q. Do I need special hardware?
Standard Android or iOS devices are sufficient; for harsh environments we offer IP67 scanners.
Q. How is data protection ensured?
Data is encrypted and stored in German ISO 27001 data centres; roles and retention periods are fully configurable.
Q. Does the system work without internet?
Yes. Offline mode buffers data locally and synchronises automatically once a connection is available.
Q. Can the Guardbook be used offline?
Yes. All entries are buffered offline and sync automatically once a connection is available.
Q. Is the solution DIN 77200 compliant?
All entries are tamper‑proof, logged end‑to‑end and meet the documentation requirements of DIN 77200.
Q. Where is the data hosted?
In ISO 27001‑certified data centers in Germany; all data are end‑to‑end encrypted.
Q. What does the pricing model look like?
Monthly per‑user licence with tiered packages (Starter, Pro, Enterprise) and a free 14‑day trial with no commitment.
Q. Can I integrate the Guardbook into my existing system?
Yes. An open REST API, webhooks and single sign‑on (Azure AD, Okta, Google) ensure seamless integration with guard tour, CAFM or ERP systems.
Q. Does every participant need a smartphone?
No. NFC badges or a kiosk tablet can be used instead.
Q. How long are personal data stored?
By default 14 days; periods can be adjusted to meet your compliance requirements.
Q. What additional hardware costs are involved?
Existing smartphones/tablets are sufficient; NFC readers start at €39.
Q. What does the rollout look like?
Pilot in one week, full rollout in 2–6 weeks including training.
Q. Is the system accessible?
Yes, the UI meets WCAG 2.1 AA and is fully keyboard operable.
Q. Is the solution truly GDPR-compliant?
ISO 27001 hosting in Germany, AES-256 encryption and a DPA under Art. 28 GDPR are included.
Q. Do cleaning staff need their own smartphone?
No. The app can be installed on shared devices. Each staff member logs in using their own PIN or QR code.
Q. How can I be sure that all tasks were completed?
Each job is recorded with time, location, and task details. You can also require photos and comments for full accountability – great for internal control and client reporting.
Q. Is this suitable for small cleaning companies?
Yes. The system is designed specifically for small and medium-sized businesses – it's easy to use, quick to set up, and requires no complex IT systems.
Q. Do we need special hardware?
No, any standard smartphone or tablet with a camera is sufficient. We supply pre‑configured NFC tags on request.
Q. Is the solution compliant in DE, AT and CH?
Yes, it meets GDPR (DE/AT), the revised FADP (CH) and church data protection regulations (EKD/KDG).
Q. How does onboarding work?
Setup wizard, personal kick‑off call and data import – everything in under 60 minutes.
Q. What will it cost us?
From €29 per site per month. Free up to 50 active persons. Individual discounts for federations from 1,000 active persons.
Q. Any real customer success stories?
Over 700 organisations and 1 million successful check‑ins in 2024 – read our case studies on the website.
Q. Do cleaning staff need their own smartphone?
No. The app can be installed on shared devices. Each staff member logs in using their own PIN or QR code.
Q. How can I be sure that all tasks were completed?
Each job is recorded with time, location, and task details. You can also require photos and comments for full accountability – great for internal control and client reporting.
Q. Is this suitable for small cleaning companies?
Yes. The system is designed specifically for small and medium-sized businesses – it's easy to use, quick to set up, and requires no complex IT systems.