Audit Trail & Audit Log
An audit trail -- also known as an audit log -- records every relevant action in LiteLog together with timestamp, user and context. This makes it possible to trace who created, changed or confirmed information at any time. The protocols are stored tamper-resistant and form the basis for legally compliant archiving. Security providers obtain a complete chain of evidence that supports internal controls and external audits.
How it works
- Every action (scan, edit, approval, deletion) is logged with user, timestamp and context.
- Corrections remain possible, but every edit creates its own log entry with user, timestamp and reason — retroactive changes always stay visible.
- Authorised users can filter, search and export the trail for audits or client reports.
Why it matters
Regulators and clients increasingly demand proof that records have not been altered. A reliable audit trail turns every checkpoint scan, incident report and shift confirmation into court-ready evidence. LiteLog builds the audit trail automatically, so teams stay compliant without extra work.
Related terms
Frequently asked questions
Who can access the audit trail?
Only users with the appropriate role. LiteLog uses role-based access control so that field staff, supervisors and auditors see exactly the data they need.
How long are audit logs retained?
Retention periods are configurable. LiteLog supports archiving durations that meet GoBD and other regulatory requirements.
Does the audit trail slow down daily operations?
No. Logging runs in the background. Guards and service staff interact with the app as usual. The trail is generated automatically.
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Audit-proof compliance
Audit-proof compliance means that digital records cannot be altered without detection after they have been stored. Businesses must retain relevant documents in a way that is complete, traceable and properly organized for any inspection. In Germany, the GoBD regulations define the specific requirements for audit-proof archiving.
How it works
- Every action in LiteLog is logged with a timestamp, user ID and device context.
- Stored entries are immutable – corrections create a new record linked to the original.
- All logs are encrypted and hosted in ISO-27001-certified data centres in Germany.
- Automatic checksums verify the integrity of every record.
- One-click exports deliver audit-ready reports.
Why it matters
Missing audit-proof documentation can have serious consequences during audits, insurance claims or legal disputes. Recording patrols, incidents and working hours in a tamper-proof system reduces liability risk. LiteLog provides the unbroken evidence trail without adding overhead to daily operations.
Related terms
Frequently asked questions
What is the difference between audit-proof compliance and regular backups?
Backups protect against data loss. Audit-proof compliance additionally ensures that records cannot be changed undetected and remain fully traceable at all times.
Does LiteLog meet GoBD requirements?
Yes. All entries are stored immutably, timestamped and protected by checksums. This satisfies the core GoBD criteria.
Can exported reports serve as legal evidence?
Yes. Exports include all metadata and are suitable for internal audits, insurance documentation and regulatory inspections.
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Chain of evidence
A chain of evidence is an unbroken sequence of documented events that proves the course of a process from start to finish. It ensures that every action – such as a patrol or an incident report – is traceable by time, location and person. In disputes or audits, the chain of evidence serves as reliable proof.
How it works
- LiteLog links every entry automatically to a timestamp, GPS position and user identity.
- Digital signatures confirm authorship and prevent retroactive tampering.
- All entries are chained chronologically – gaps become visible immediately.
- Photos, notes and checklist results are stored directly with the event.
- Exported reports present the complete chain in an audit-ready format.
Why it matters
Without a continuous chain of evidence, documents lose their probative value. Insurers, clients and regulators now expect gap-free records. With LiteLog the chain of evidence is created automatically during daily work – without additional documentation effort for field staff.
Related terms
Frequently asked questions
When do I need a chain of evidence?
Whenever actions must be proven to third parties – for example during insurance claims, customer complaints or regulatory inspections.
How does LiteLog prevent gaps in the chain?
Through automatic timestamps and GPS linking on every scan or input. Missing entries are flagged as deviations in the dashboard immediately.
Can the chain of evidence be altered after the fact?
No. Stored entries are immutable. Corrections create a new record linked to the original.
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Checkpoint
A checkpoint is a designated location where security or service staff routinely perform inspections to document the proper condition of facilities, buildings, or process steps. The time, location, and any special notes are electronically logged and summarized in tour reports.
How it works
- An NFC tag, QR code or RFID marker is attached at the physical location.
- Guards scan the marker with a smartphone during their patrol round.
- The system records timestamp, GPS position, user identity and any attached tasks.
- Optional task lists prompt the guard to check specific conditions such as locked doors, fire extinguisher status or lighting.
- All checkpoint data feeds into shift reports automatically.
Why it matters
Checkpoints turn vague patrol claims into verifiable events. Each scan proves a guard was at the right place at the right time. LiteLog links checkpoint scans to task lists, photos and incident reports, giving supervisors a complete picture of every round.
Related terms
Frequently asked questions
How many checkpoints can a single route have?
There is no practical limit in LiteLog. Routes can include dozens or hundreds of checkpoints, depending on the site layout.
What happens if a checkpoint is missed?
LiteLog flags the missed scan in real time. Supervisors receive a push alert and the gap appears in the shift report.
Can checkpoints include tasks beyond scanning?
Yes. Each checkpoint can carry a task checklist, require photo documentation or prompt a condition rating. This turns a simple scan into a structured inspection.
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CJEU ruling on working time recording
In 2019 the Court of Justice of the European Union ruled that employers must provide an objective, reliable and accessible system for recording working time. LiteLog delivers this by automatically documenting shifts, protecting records with digital signatures and making evaluations available centrally. This creates transparency for employees, clients and regulators alike.
How it works
- The ruling requires every EU member state to ensure employers record daily working time of each employee.
- The system must be objective (not based on self-reporting alone), reliable (tamper-proof) and accessible (employees can view their own records).
- LiteLog captures clock-in and clock-out events via app, NFC scan or geofence entry.
- All records are digitally signed, stored immutably and available to employees through the app.
- Reports can be exported for labour inspections or client audits at any time.
Why it matters
Non-compliance exposes companies to fines and legal disputes over unpaid overtime. The ruling affects all employers in the EU, regardless of industry or size. LiteLog provides a ready-made solution that meets the ruling's requirements for objectivity, reliability and accessibility without complex IT projects.
Related terms
Frequently asked questions
Does the ruling apply to small businesses too?
Yes. The CJEU ruling applies to all employers in the EU. There is no exemption based on company size.
What counts as an "objective" system?
A system that records time independently of employee self-reporting. Automated scans, NFC check-ins and GPS-verified clock events qualify.
What penalties exist for non-compliance?
Penalties vary by member state. In Germany, labour inspectorates can issue fines, and employees can use missing records to support overtime claims.
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Consumption record
A consumption record proves which material went in and out at a site during a period. It answers the client's questions – what was delivered, what was used, what did it cost – not with a claim but with documented entries.
How it works
- The foundation is the journal principle: every refill, withdrawal and correction is an entry with date, quantity and person; stock is the sum since the most recent count.
- The record summarizes inflows, outflows and the latest count per site and period.
- Costs are locked in at the price valid at booking time – later price changes do not distort past evaluations.
- Consumption is captured where it happens: on completing the work in the app, even without an internet connection.
- On this basis, consumption can be proven to the customer or re-billed directly as an invoice position.
Why it matters
Material costs are a recurring point of dispute between service providers and clients. A consumption record replaces the discussion with evidence – and turns documented consumption into billable revenue instead of silent cost where appropriate.
Related terms
Frequently asked questions
How does a consumption record differ from an inventory list?
The inventory is a snapshot of stock. The consumption record shows the movements in between – who booked what and when.
Why is a maintained stock figure not enough?
A typed-in number cannot be proven. Only when stock is calculated from entries can every deviation be traced back to a single booking.
Can consumption be billed directly?
Yes. When material articles are linked to invoice articles, the documented consumption of a period becomes a draft invoice.
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Digital guard book
A digital guard book replaces the traditional paper logbook with an electronic solution for documenting incidents, patrols and shift handovers. All entries are captured in real time, stored centrally and available to all stakeholders immediately. The result: less paperwork, faster response times and audit-proof documentation.
How it works
- Security officers record incidents, observations and handovers directly in the LiteLog app.
- Every entry is automatically tagged with a timestamp, GPS position and user ID.
- Photos and voice notes can be attached to any entry.
- Operations managers see all reports in real time on the dashboard.
- Shift handovers are documented digitally – no handwritten logs required.
Why it matters
Paper guard books get lost, are hard to read and offer no protection against retroactive changes. A digital guard book creates transparency for clients and meets the requirements for audit-proof documentation. With LiteLog every incident becomes visible immediately – even for dispatchers who are not on site.
Related terms
Frequently asked questions
Can a digital guard book fully replace a paper logbook?
Yes. LiteLog meets all requirements for gap-free documentation and additionally provides real-time access and audit-proof archiving.
How quickly do entries appear for operations managers?
Instantly. New entries show up in real time on the dashboard and can be forwarded as push alerts to the responsible persons.
Does the digital guard book work without an internet connection?
Yes. Entries are stored locally and synchronised automatically once the connection is restored.
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Digital/Electronic Signature
A digital or electronic signature attaches a cryptographically secured fingerprint to a document or data record. Any later modification invalidates the signature, making manipulation mathematically provable. The term comes from the eIDAS regulation, which distinguishes simple, advanced and qualified electronic signatures.
How LiteLog secures evidence
For patrol and attendance data, LiteLog relies on audit-proof logging with a complete change history:
- Server-side timestamps: Every scan and check-in is recorded server-side with time, GPS position and user.
- Change history: Corrections remain possible, but every edit is logged with user, timestamp and reason — there are no silent changes.
- Role-based access control governs who can view or correct entries.
- Encrypted transfer and hosting in Germany protect the data in transit and at rest.
Why it matters
Digital evidence is only as strong as its traceability. What clients, auditors and courts need to see is whether a record is the original or was corrected later. That is exactly what LiteLog's change history provides.
Related terms
Frequently asked questions
Is a digital signature the same as a handwritten signature on a screen?
No. A digital signature is a cryptographic operation that verifies data integrity; a handwritten signature on a screen is a simple electronic signature in the eIDAS sense.
Does LiteLog use qualified electronic signatures under eIDAS?
No. LiteLog secures records through audit-proof logging with change history and server-side timestamps. Qualified signatures (e.g. on contracts) require an external certificate provider.
Do guards need to do anything extra?
No. Logging runs automatically in the background and is invisible to field staff.
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Geofencing
Geofencing automatically checks whether a person is inside a defined geographic zone when performing a check-in. LiteLog places virtual fences around sites, checkpoints or patrol routes. If the check-in happens outside this zone, the system warns users and can block confirmation. This ensures that evidence is created exactly at the required location.
How it works
- Administrators draw virtual boundaries on a map for each site or checkpoint.
- When a guard or employee checks in, the device sends its GPS coordinates to LiteLog.
- The system compares coordinates against the defined zone in real time.
- Check-ins outside the fence trigger a warning, are flagged, or are rejected entirely, depending on the configuration.
- All geofence events are recorded in the audit trail for later review.
Why it matters
Location fraud is one of the biggest risks in mobile workforce management. Geofencing eliminates guesswork by providing GPS-backed proof that staff were physically present. LiteLog makes geofence setup simple -- draw a zone on the map, assign it to a checkpoint, and enforcement starts immediately.
Related terms
Frequently asked questions
How accurate is geofencing?
Accuracy depends on the device GPS. In most outdoor scenarios, precision is within 5--10 metres. LiteLog allows configurable fence radii so you can adjust tolerance per site.
Does geofencing drain the phone battery?
LiteLog only activates location services during check-in events, not continuously. Battery impact is minimal.
Can geofencing work indoors?
GPS is less reliable indoors. For indoor verification, combine geofencing with NFC tags or QR codes at checkpoints for precise proof of presence.
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GoBD
GoBD stands for the German principles for properly maintaining, storing and accessing books and records in electronic form. They define how digital business records must be kept to satisfy tax authorities. LiteLog helps security providers comply by documenting data immutably, logging every action and archiving evidence in an audit-proof way. Digital guard books and working time records therefore meet GoBD expectations.
How it works
- GoBD requires that digital records are traceable, verifiable, complete, accurate, timely and unalterable.
- Every entry in LiteLog receives a timestamp, user attribution and digital signature at the moment of creation.
- Records are stored in append-only format. Corrections create new entries rather than overwriting originals.
- The audit trail logs all access, changes and exports, providing a full history for tax auditors.
- Retention periods are enforced by the system. Records cannot be deleted before the legally required timeframe expires.
Why it matters
GoBD violations can lead to rejected bookkeeping, tax estimates and financial penalties. Security providers that maintain digital guard books, shift records and invoices must ensure their systems meet these standards. LiteLog builds GoBD compliance into its architecture, so no manual archiving effort is needed.
Related terms
Frequently asked questions
Does GoBD apply only to accounting records?
No. GoBD covers all tax-relevant documents, including invoices, contracts, delivery notes, shift records and digital guard books.
How long must records be stored under GoBD?
Depending on the document type, retention periods are six or ten years. LiteLog supports configurable retention rules.
Can cloud-based systems be GoBD-compliant?
Yes, provided the system meets all requirements for immutability, access logging and data sovereignty. LiteLog hosts data in certified European data centres.
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Guard Tour System
A guard tour system is a digital solution for planning, executing and evaluating patrols by security and service personnel. It replaces manual punch clocks with mobile data collection via app, enables real-time monitoring, GPS-based tracking and automated reporting.
How it works
- Patrol routes are defined with checkpoints, time windows and task lists in the admin dashboard.
- Guards scan NFC tags, QR codes or RFID markers at each checkpoint using their smartphone.
- Every scan records time, location (GPS), user identity and optional notes or photos.
- The system validates each scan against the planned route and flags missed or late checkpoints instantly.
- Supervisors and control centres receive live dashboards and automated shift reports without manual effort.
Why it matters
A guard tour system creates verifiable proof that patrols happened as planned. Clients receive transparent documentation, and security providers reduce liability risk. LiteLog combines guard tour management with digital guard books, attendance tracking and incident reporting in one platform, so all operational data stays connected.
Related terms
Frequently asked questions
What is the difference between a guard tour system and a watchman clock?
A watchman clock requires physical key turns at fixed stations. A guard tour system replaces this with digital scans, adds GPS verification, real-time alerts and automatic reporting. Data is available instantly, not after a shift ends.
Can a guard tour system work offline?
Yes. LiteLog caches all scans locally when there is no network connection. Once the device reconnects, data syncs automatically. No checkpoint is lost.
How quickly can a guard tour system be set up?
With LiteLog, setup takes minutes. Attach NFC tags or QR codes at checkpoints, define the route in the dashboard, and guards can start scanning immediately with the mobile app.
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Man-down alarm
A man-down alarm protects lone workers in security when they run into trouble or remain motionless. LiteLog monitors sensors such as motion detectors, orientation sensors or manual panic buttons. If no activity is detected within a predefined time window, the system automatically sends an alarm including location data. Control centres and colleagues can react immediately and dispatch help -- fully documented in the audit trail.
How it works
- The guard activates man-down monitoring at the start of their shift in the LiteLog app.
- The app uses the phone's accelerometer and gyroscope to track movement.
- If no motion is detected for a configurable interval, a pre-alarm vibrates and sounds on the device.
- If the guard does not respond, LiteLog escalates to a full alarm with GPS coordinates sent to the control centre.
- The entire event chain -- activation, pre-alarm, escalation, response -- is logged in the audit trail.
Why it matters
Lone workers face higher risks because help is not immediately available. A man-down alarm closes this gap by triggering automatic escalation. LiteLog integrates the alarm directly into patrol workflows, so guards do not need a separate device or app.
Related terms
Frequently asked questions
Does the man-down alarm work without internet?
The pre-alarm works offline. For escalation to the control centre, a data connection is required. LiteLog queues alerts and sends them as soon as connectivity is restored.
Can sensitivity be adjusted?
Yes. Administrators set the inactivity threshold and pre-alarm duration per site or role. This prevents false alarms during stationary tasks.
Is a man-down alarm legally required?
German occupational safety law (Section 17 ArbSchG) requires employers to ensure lone workers can call for help. A man-down alarm is one of the most effective ways to fulfil this obligation.
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Material issue
A material issue is the documented handover of equipment or work items to a person – workwear, keys, radios or machines. It is only done properly when it is recorded who received what and when, and when receipt has been signed for. Without a receipt there is no basis to demand a return or to attribute a loss.
How it works
- Every issue records recipient, date, positions and quantity; for serialized items also the specific unit with its serial number.
- The recipient signs for receipt – digitally, directly on screen; this produces the issue receipt as a PDF.
- Everything issued sits on the person's equipment account: returns, loss reports and handovers to another person are recorded there as well.
- Units can be identified via NFC chip or QR label on the device – one scan shows the current holder.
- An issue from a site's stock lowers that stock; minimum-stock monitoring continues as usual.
Why it matters
Equipment is company property in other people's hands. Only a signed issue turns "somewhere in circulation" into a reliable attribution – essential at staff changes, in case of loss, and for knowing how much equipment is actually in use.
Related terms
Frequently asked questions
Does every issue need a signature?
For evidential value: yes. The receipt proves the handover – it is the basis for reclaiming items, for loss cases and at offboarding.
What about handovers between colleagues?
The handover is recorded as well so the holder stays current – as a dialog in the portal, on site via device scan.
How are serialized items distinguished from consumables?
Consumables are tracked by quantity and get used up; serialized items carry a serial number and are tracked per unit, including states such as issued or lost.
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Minimum stock level
The minimum stock level is the quantity of an article that should not be undercut at a given location – say ten rolls of paper at the residential complex or forty in the central warehouse. It is the alert threshold of supplies management: once stock falls below it, resupply must be triggered before the shelf is empty and the client notices first.
How it works
- A target quantity is maintained per article and site (or central warehouse): the minimum as the threshold, the target quantity as the refilled state.
- Stock itself is never typed in but calculated from entries – every refill, withdrawal and correction is a journal entry.
- When the calculated stock falls below the threshold, the system raises the alert automatically, for example by e-mail or push.
- The alert fires once per shortfall episode: only after stock has recovered above the threshold will a new shortfall alert again.
- When requesting resupply, the quantity is sensibly pre-filled: target quantity minus current stock.
Why it matters
Without a defined threshold, missing material only becomes visible when it is missing – on site, in front of the customer. A maintained minimum stock level moves the responsibility from individual memory into the system and makes resupply plannable instead of hectic.
Related terms
Frequently asked questions
How high should the minimum stock level be?
High enough to bridge the procurement time: average consumption until the next delivery plus a reserve for peaks.
What is the difference between minimum stock and target quantity?
The minimum is the warning threshold, the target quantity the state after refilling. The difference between target and current stock is the sensible reorder quantity.
What happens when calculated stock turns negative?
Then the bookings no longer match reality. Instead of an alert, a count is due – it resets the starting point of the calculation.
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NFC Tag
NFC (Near Field Communication) is a special form of RFID for close-range communication of about 10 cm. An NFC tag is a passive chip that stores data and transfers it when placed near an NFC-enabled device. Typical use cases include contactless payment, access control and quick data exchange.
How it works
- A small, passive NFC chip is mounted at a checkpoint, entrance or asset.
- The guard holds their smartphone within a few centimetres of the tag.
- The phone reads the unique tag ID and sends it to LiteLog together with timestamp and GPS data.
- The system matches the tag ID to the assigned checkpoint and logs the scan.
- No battery, pairing or internet connection is needed at the tag itself.
Why it matters
NFC tags are inexpensive, durable and nearly impossible to duplicate. They provide physical proof of presence that GPS alone cannot deliver. LiteLog supports NFC tags as the primary scanning method for indoor checkpoints where GPS accuracy is limited.
Related terms
Frequently asked questions
How durable are NFC tags?
Industrial NFC tags withstand moisture, extreme temperatures and UV exposure. LiteLog-compatible tags are designed for long-term outdoor and indoor use.
Can NFC tags be copied or faked?
High-quality NFC tags use unique, read-only identifiers that cannot be cloned with standard equipment. This makes them far more secure than QR codes.
Do all smartphones support NFC?
Most modern Android phones and iPhones support NFC. LiteLog checks device compatibility during setup and offers QR code fallback if needed.
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Punctuality rating
The punctuality rating is the automatic classification of check-ins and check-outs relative to the scheduled shift time. Instead of a simple yes/no assessment, the system assigns every check-in and check-out one of three statuses: early, on time or late.
How it works
- Early: The employee checked in before the shift started, or checked out before the shift ended.
- On time: The check-in or check-out falls within the configured tolerance around the shift time.
- Late: The check-in or check-out falls outside the tolerance.
In addition, the system calculates the deviation in minutes — for example -30 minutes (30 minutes early) or +10 minutes (10 minutes late). The rating always refers to the actual shift time, not to the boundaries of the check-in or check-out window.
How it differs from the check-in window
The check-in window defines a period during which a check-in counts as punctual — for example 10 minutes before to 5 minutes after the shift start. The punctuality rating uses this period as its tolerance, but measures the deviation against the shift start itself. A supervisor therefore sees "the employee arrived 5 minutes before the shift started", not merely "was inside the window".
Special case: early arrivals
Anyone who arrives before the check-in window opens and is still working when the window begins counts as present for the requirement assessment. The punctuality status still correctly shows "early".
Why it matters
Rating punctuality by hand is time-consuming, subjective and error-prone. Automatic rating creates transparency, fairness and verifiable documentation — especially in shift-based organisations such as security providers, cleaning companies and care facilities.
Related terms
Frequently asked questions
What is the difference between the punctuality status and the check-in window?
The check-in window defines when a check-in is tolerated. The punctuality status shows how far the check-in deviates from the shift start — in three levels (early, on time, late) and as a minute-level deviation.
Can punctuality data be exported?
Yes. Punctuality status and deviation are part of the working time analysis and can be exported as CSV.
Does the rating also work in 24/7 shift operations?
Yes. Where several shifts run at the same property, the system automatically assigns each check-in to the closest shift and rates punctuality accordingly.
Push alert
A push alert is an instant notification on smartphones or control rooms that LiteLog triggers automatically when deviations or incidents occur. Typical scenarios include missed checkpoints, emergency calls, man-down alarms or geofencing violations. Decision makers receive all relevant information in real time, can issue instructions and document corrective actions. The alert history becomes part of the audit trail for full traceability.
How it works
- Rules define which events trigger a push alert: missed scans, overdue patrols, SOS buttons, geofence breaches or custom thresholds.
- When the rule fires, LiteLog sends a notification to all configured recipients instantly.
- The alert contains event type, timestamp, location, affected person and a direct link to details.
- Recipients can acknowledge, escalate or add notes directly from the notification.
- Every alert and its response chain is stored permanently in the audit trail.
Why it matters
Delayed reactions cost time and increase risk. Push alerts ensure that the right people know about problems the moment they happen. LiteLog lets administrators configure alert rules without code, so the notification setup grows with the operation.
Related terms
Frequently asked questions
Can push alerts be sent to multiple people at once?
Yes. Alert rules support recipient groups. A single event can notify guards, supervisors and the control centre simultaneously.
Are push alerts available on all devices?
LiteLog sends push alerts to Android and iOS devices. Web dashboard users see alerts as in-app notifications.
How do I avoid alert fatigue?
Use precise rules and escalation levels. LiteLog supports tiered alerting so that minor issues go to team leads first, while critical events reach management immediately.
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Quality management (facility services)
In facility services, quality management means systematically checking the delivered work on site: Was the cleaning done properly, were defects spotted and fixed, and can you prove it to the client? LiteLog covers this operational loop – from a digital inspection form through defect capture with photos to an inspection report per site and period. To be clear about scope: this is operational quality management at the site level, not a document-control QMS under ISO 9001.
How it works
- Inspection by digital form: After the work is done, the site supervisor checks item by item – sanitary areas, floors, waste – and completes the digital form on a phone.
- Scoring with weighting: Every answer earns points, and individual check items can be weighted. The result is a score that is measured against a defined pass threshold.
- Defects with mandatory photos: If a check item fails, the defect is recorded – with a mandatory photo, so the condition is documented.
- Follow-up task via automation rule: An automation rule turns the defect into a follow-up task and assigns it – no phone calls, no waiting.
- Inspection report as PDF/A: All inspections, defects and follow-ups feed into an inspection report per site and period, exported in the long-term PDF/A format.
Why it matters
The client says yesterday's cleaning never happened – your team says it did. Without proof, doubt wins. A documented quality loop replaces gut feeling with numbers: a score per area, defects with photos, follow-ups with completion dates. For contracts that include measured cleaning quality, DIN EN 13549 serves as the common reference – the inspection report provides the underlying data.
Related terms
Frequently asked questions
Does LiteLog replace an ISO 9001 QMS?
No. LiteLog covers operational quality management on site – inspections, defects, follow-ups and inspection reports. A document-control QMS under ISO 9001 is a different tool.
How is the pass threshold defined?
You set the threshold yourself in the form template. If the achieved score falls below it, the inspection counts as failed and the follow-up process starts.
What does DIN EN 13549 have to do with it?
The standard is the common reference for cleaning contracts with measured quality. The inspection report per site and period provides the documented basis for such agreements.
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Real-time tracking
Real-time tracking refers to GPS-based position capture of security personnel and field teams at short intervals. In LiteLog, location data is updated every 15 seconds and displayed on a central dashboard. Operations managers always know where staff are located and can react immediately when deviations occur.
How it works
- The LiteLog app captures the employee's GPS position at configurable intervals starting from 15 seconds.
- Positions are shown live on a map view in the dashboard.
- Geofencing zones trigger automatic notifications when an employee enters or leaves a defined area.
- Historical movement data is available as reports for analysis and proof of service.
- All location data is processed in compliance with GDPR and transmitted with encryption.
Why it matters
Without a real-time overview, deviations from the deployment plan go unnoticed until it is too late. Real-time tracking enables fast dispatching, increases employee safety and gives clients transparent proof of performance. LiteLog combines live positions with checkpoint scans to create a complete operational picture.
Related terms
Frequently asked questions
How accurate is GPS tracking in LiteLog?
Accuracy depends on the device and typically ranges from 3 to 10 metres. Combined with NFC or QR scans at checkpoints, LiteLog delivers a precise operational picture.
Is real-time tracking GDPR-compliant?
Yes. LiteLog processes location data on a purpose-limited basis with encryption. Access rights can be configured granularly so that only authorised persons can view positions.
Does tracking work inside buildings?
GPS is limited indoors. LiteLog supplements tracking with NFC and QR code scans at checkpoints to ensure gap-free documentation inside buildings as well.
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RFID Technology
RFID (Radio Frequency Identification) is a wireless method for automatically identifying and tracking objects or people. An RFID system consists of passive or active transponders (tags), a reader and an antenna. It is used in logistics, access control, inventory management and many other fields.
How it works
- A transponder (tag) stores a unique identifier and is attached to an object, person or location.
- A reader emits radio waves that power the passive tag and retrieve its ID.
- Active tags carry their own battery and can broadcast over longer distances.
- The reader sends the ID to the connected software for validation and logging.
- Read ranges vary from a few centimetres (like NFC) to several metres depending on frequency and tag type.
Why it matters
RFID enables fast, contactless identification without line of sight. In security operations this means guards can scan checkpoints even through protective cases or in harsh environments. LiteLog supports RFID-based checkpoint scanning alongside NFC and QR codes, giving operations flexibility in choosing the best technology per site.
Related terms
Frequently asked questions
What is the difference between RFID and NFC?
NFC is a subset of RFID operating at 13.56 MHz with a range of about 10 cm. RFID covers multiple frequency bands and can work over longer distances. For checkpoint scanning, NFC is the most common choice.
Are RFID tags reusable?
Yes. Passive RFID tags have no battery and last for years. They can be read millions of times without degradation.
Does LiteLog require dedicated RFID readers?
No. Most modern smartphones include NFC readers, which cover the RFID frequency used for checkpoint tags. No extra hardware is needed.
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Section 17 ArbSchG
Section 17 of the German Occupational Safety Act obliges employees to report hazards and defects without delay. LiteLog offers digital reporting channels embedded in patrol workflows, incident reports or man-down systems. Security staff can document risks, notify responsible managers and record follow-up actions -- all fully traceable in the audit trail.
How it works
- During a patrol, a guard identifies a hazard such as a broken railing or a blocked emergency exit.
- The guard creates an incident report in LiteLog directly at the checkpoint, including photos and a description.
- LiteLog notifies the responsible manager via push alert with all details and location data.
- The manager assigns corrective actions and sets a deadline within the system.
- Once resolved, the follow-up is documented and the incident record is closed with a full audit trail.
Why it matters
Unreported hazards can lead to accidents, liability claims and regulatory penalties. Section 17 ArbSchG makes reporting a legal duty, not just good practice. LiteLog ensures that reports reach decision makers immediately and that every step from detection to resolution is documented.
Related terms
Frequently asked questions
Who is covered by Section 17 ArbSchG?
All employees in Germany, regardless of industry. Security staff, cleaning personnel and facility managers are equally affected.
What qualifies as a reportable hazard?
Any condition that could endanger health or safety. Examples include damaged equipment, chemical spills, blocked escape routes and inadequate lighting.
Can digital reports replace paper-based hazard logs?
Yes. Digital reports with timestamps, photos and audit trails are accepted by occupational safety authorities. They are typically more reliable than handwritten logs.
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Workflow automation
Workflow automation means controlling recurring processes with rules instead of manual attention — and without programming. A rule consists of three building blocks: a trigger (an event from day-to-day operations), optional conditions (which narrow down the case) and one or more actions (which notify or act directly). In LiteLog you connect these blocks on a canvas in the graphical workflow editor.
How it works
- Pick a trigger: Events from every area are available — missed patrols, skipped checkpoints, new incidents, submitted forms, missing check-in or check-out, unmet attendance requirements, proof-of-life checks, SOS alerts, overdue tasks or breached service levels.
- Set conditions: Property, severity, time of day or category narrow down which cases the rule applies to at all.
- Define actions: Notification by email, push or in-app; SMS and automated phone call with the SMS add-on. Rules can also create tasks, assign them, move them to another phase, and open incidents.
- Test run before saving: The simulation shows what would happen without sending anything.
- Review the history: Every execution is logged, including recipients and deliveries.
Escalation chains
For critical events a single notification is not enough. An escalation chain staggers the response across several stages: first a group is offered the handover, and the first acceptance wins. If nobody responds, the rule waits for a defined period, re-checks the current state and only then notifies the next stage. Nothing is left unattended just because one person did not answer the phone.
Creating a rule from a single sentence with AI
Instead of connecting the blocks one by one, you describe in a single sentence what should happen — for example: "If a patrol is missed, notify the site manager by SMS." The AI turns this into a complete rule draft with trigger, conditions and actions. You review the draft and activate it deliberately.
Why it matters
Without automation, the response to a deviation depends on attention: somebody has to notice the gap, reach the right person and document all of it. In practice this happens inconsistently and cannot be proven afterwards. Rule-based processes make the response uniform, verifiable and independent of the shift in which the deviation occurs. The history of each execution doubles as evidence for clients and auditors.
Related terms
Frequently asked questions
Do I need programming skills?
No. Rules are assembled in the graphical editor by selection. For the fastest start, adopt a ready-made recipe from the template catalogue or let the AI build the rule from one sentence.
What is the difference between a notification and an automation?
A notification informs. An automation can go further and act — create and assign a task, open an incident or start a multi-stage escalation.
Can I test a rule before it goes live?
Yes. The test run simulates the rule before saving and shows the result without sending any messages.
Which channels are used for notifications?
Email, push and in-app notifications are included in every plan. SMS and automated phone calls are added with the SMS add-on.
Is it documented who was notified and when?
Yes. The history records every execution, including the recipients and deliveries at each stage.
Further reading
