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LiteLog Solution
Digital Guardbook
The digital guard book (e-guard book) logs patrols, incidents and shift handovers automatically – legally sound, with unalterable entries and PDF reports for your client. No paperwork, no special hardware.
E-Guard Book – digital & automated
The e-guard book logs every patrol live and combines checkpoints, incidents and photos into a central record. Reports can be filtered by time period, site or incident type and sent automatically as PDF to clients or internal recipients. This gives clients regular audit-proof documentation in corporate design — without any manual effort from your team. What belongs in a guard book and how to move off paper is explained in our article guard book for security services. On demand you can activate AI categorization, which sorts incoming incidents automatically, and with forms & templates – including a security template library you can activate on demand – you digitize every checklist. For how to plan and run patrols in detail, see the patrols & rounds feature page.
- ✓Real-time logging of photos & events
- ✓Filterable reports by time period, site & type
- ✓Automatic PDF reports in corporate design
- ✓Audit-proof archiving of all entries
What belongs in a guard book – and what does the law require?
The guard book is the written record of every shift: who was on site and when, which patrols were carried out, and what happened. For security companies this record is not optional. In Germany, the Bewachungsverordnung requires records for every guarding contract, § 34a GewO governs the reliability of the staff deployed, and DIN 77200-1 describes how services must be documented. An electronic guard book meets these requirements without paper.
- ✓Mandatory data per entry: Date, time, site, the person on duty and the event itself – set automatically in LiteLog instead of written by hand.
- ✓Patrols: Every round with start, end and the checkpoints confirmed.
- ✓Notable incidents: Alarms, damage, encounters and observations – with photo and note.
- ✓Shift handovers: Open items the next shift has to take over.
- ✓Retention: Records of guarding contracts must be kept for three years under the Bewachungsverordnung. Client contracts and tax rules often demand longer periods – in LiteLog entries stay archived permanently and can be exported as PDF.
- ✓Audit-proof: Submitted entries can no longer be changed. A correction creates a new entry with history instead of overwriting the old one.
Shift handover without loss of information
Most gaps appear between two shifts. In the digital guard book the next shift takes over the current state directly in the app: open items, ongoing cases and client instructions. Nothing depends on a note left on site or on what a colleague remembers.
- ✓Shift start: Check-in at the site via NFC, QR code or GPS – start time and person are on record.
- ✓Current state: Every patrol and every report lands in the guard book of that shift immediately.
- ✓Handover: The next shift sees open items and ongoing cases before entering the site.
- ✓Shift end: The report is closed and archived audit-proof.
- ✓Handover protocol: Stored as its own form that appears automatically at shift end.
Document incidents – with evidence, not from memory
An incident is only worth what you can prove. In the guard book staff record an alarm, damage or encounter right where it happens: photo, note, category and severity. Time and location are set by the app. Operations control sees the report instantly, the client later sees the evidence in the report.
- ✓Captured instantly: Photo and note from the app, offline too – the report is transmitted on the next connection.
- ✓Backed automatically: Timestamp, GPS position and user stay attached to the entry.
- ✓Escalated instantly: Critical incidents alert management via push, email or SMS.
- ✓Sorted cleanly: Category and severity make evaluations across sites and periods possible.
- ✓Filed as evidence: The entry stays unchanged in the guard book and can be handed to clients, insurers or authorities as a PDF.
Your own guard book – built as a form
Every site documents differently. With forms & templates you build your own guard book – shift report, handover protocol or incident entry with exactly the fields your client wants to see. Staff fill in the forms in the app, offline as well. All entries are collected in the reports view.
- ✓Form builder without IT: Freely combine required fields, mandatory photos on defects, signatures and OK/defect checkpoints.
- ✓Upload your log instead of rebuilding it: Upload your existing paper guard book as a PDF or describe it briefly – the AI creates the template from it.
- ✓Security template library: Adopt alarm response report, situation report, handover and further samples with one click and adapt them.
- ✓Linked to the shift: Forms appear automatically at shift start or shift end – no entry gets lost.
From the paper guard book to guard book software
The paper guard book stays on site, is rarely available after the shift and can be completed later. Guard book software solves exactly these three points: entries are centrally available at once, they carry time and location, and once submitted they can no longer be changed. The switch needs no new hardware – the smartphones your team already carries are enough.
- ✓Keep your existing log: Upload your paper guard book as a PDF or describe it briefly – the digital template is created from it.
- ✓No more retyping: Entries are created where they happen, not at the end of the month in the office.
- ✓Clients follow along: Reports go out automatically instead of being collected on request.
- ✓Search instead of leafing through: Every entry can be filtered by site, period and type.
- ✓Nothing gets lost: The guard book no longer sits on site but on GDPR-compliant servers in Germany.
More than 10 years experience in this industry
Companies already working with LiteLog
86M
People of aplio bank
Sekuris Security Services
Digital guard control and time tracking for 20+ nationwide sites
Read the customer story →Integrations
Connects with your tools
Hannah fits seamlessly into the software your company uses every day — calendar, CRM, messenger, and of course LiteLog.
How a guard tour system strengthens your business
More visibility. Less effort. Clear proof.
Keep patrols in view
Respond immediately to deviations
Reduce manual admin effort
Build trust with clear proof
Popular Digital Guard Book features
Time Tracking via QR Code
Clock in, break, clock out — one QR scan at the site is enough. Unlike plain time tracking, LiteLog also documents where the work happened: every stamp carries time, location and user, and becomes solid ground for payroll and client invoicing.
Learn more aboutShift & staff planning
Who works when at which site? Plan shifts on the planning board via drag-and-drop – with target vs. actual status lights per site and contract, cover suggestions and integrated leave management.
Learn more aboutRounds & Control Routes
Did the night shift really check every floor? Patrols built from NFC or QR checkpoints guide your staff step by step through the site — every scan is documented audit-proof, and if a patrol is missed, the alarm system triggers automatically.
Learn more aboutAlarm Notifications
Night shift not started, patrol skipped, check-in missing? LiteLog doesn't wait for the monthly report — it alerts immediately, via push, email, SMS or phone call, optionally as a multi-level escalation chain.
Learn more aboutAutomation & Workflows
You don't adapt to the software: LiteLog adapts to your processes. With the automation you freely combine 33 triggers and 10 actions into if-then rules — in the graphical editor without programming, and on request the AI creates the rule from a single sentence.
Learn more aboutIncident Documentation
Forced door, water damage, shift handover: your employee takes a photo or records a voice memo — the AI categorizes the report automatically, and serious cases escalate via workflow straight to the site manager.
Learn more aboutOur Standards
Secure, Flexible, GDPR Compliant
GDPR compliant
We comply with GDPR. Your data stays in Germany and we guarantee the highest security standards.
Servers in Germany
Your data is securely hosted on German servers, protected by strict German data protection laws.
Cross-platform
Backoffice works on any computer in the browser. We support iPhone and Android devices.
FAQ
Frequently asked questions about LiteLog
Is a digital guard book legally permitted?
Yes. No law prescribes paper. What matters is that the records are complete, traceable and unchangeable. A digital guard book does this better than paper: timestamp, location and user are set automatically, submitted entries cannot be overwritten, and every correction remains visible as its own entry. LiteLog stores the data GDPR-compliant on servers in Germany.
How long must a guard book be retained?
Under the German Bewachungsverordnung, records of guarding contracts must be kept for three years, counted from the end of the calendar year. Client contracts, insurer requirements and tax rules often demand longer periods, so check what applies to your contracts. In LiteLog all entries stay archived permanently and can be exported as PDF at any time.
What is the difference between a digital and an electronic guard book?
There is none. Both terms describe the same thing: software-based guard book entries instead of handwritten records. The terms e-guard book and guard book software are also common.
Which guard book software suits security services?
Suitable guard book software combines three things: patrol documentation with NFC, QR or beacon checkpoints, incident reporting with photo and timestamp, and automated report delivery to the client. Offline operation, hosting in Germany and a start without proprietary hardware matter as well. LiteLog covers these points in one system.
What belongs in a guard book entry?
Every entry needs date, time, site, the person on duty and the event itself. For incidents, add the type of event, the action taken, who was informed and, where possible, a photo. In LiteLog the app sets time, location and person automatically, staff only add the facts. The free guard book template shows the structure.