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Glossary

Discover key attendance tracking and guard patrol terms explained clearly. LiteLog’s glossary helps you understand core concepts of digital time tracking.

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 ID, timestamp and IP context.
  • Entries are cryptographically chained so that retroactive changes become detectable.
  • Logs are stored in append-only format. No record can be overwritten or removed.
  • 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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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 every attendance or patrol record. LiteLog generates these signatures automatically whenever a check-in, checkpoint or report is completed. Any later manipulation becomes visible immediately because the signature would no longer be valid. This provides legally robust, audit-ready evidence for all documented activities.

How it works

  • When a record is created, LiteLog computes a cryptographic hash of the data content.
  • The hash is signed with a secure key and attached to the record.
  • Any modification to the data changes the hash and breaks the signature.
  • Verification can happen at any time by recalculating the hash and comparing it to the stored signature.
  • Signed records are chained chronologically, forming a tamper-evident sequence similar to an audit trail.

Why it matters

Clients and regulators need assurance that records have not been altered after the fact. Digital signatures provide mathematical proof of data integrity. LiteLog applies signatures automatically, so guards and supervisors benefit from tamper-proof documentation without any extra steps.

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. LiteLog uses the cryptographic approach for stronger legal protection.

Do guards need to do anything to sign records?
No. LiteLog generates signatures in the background. The process is invisible to field staff.

Are digitally signed records accepted in court?
Cryptographically signed, timestamped records are considered strong evidence in most European jurisdictions. They meet the requirements for qualified electronic records under eIDAS.

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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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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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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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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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Litelog Glossary | Attendance And Guard Patrol Terms