Everything your control room and field teams need.
The operational features behind officer safety, Command Bridge, BS7858 and SIA compliance, Working Time, scheduling, guard tours, and client billing.
Manage guards, clients, and sites from one hub.
A single registry of guards, clients, sites, departments, and subcontractors that every other module draws from.
- Guard profilesEmergency contacts, employment type, SIA licence, pay rate, and right-to-work status.
- Client managementClient records with contacts, site assignments, invoicing preferences, and portal credentials.
- Site managementSite addresses, NFC and QR checkpoint locations, shift requirements, and tour routes.
- Subcontractor managementOnboard third-party providers, assign them sites, and give them a filtered workspace (Command plan).
- DepartmentsOrganise guards into departments with dedicated management permissions.
- Roles and permissionsFine-grained access control across admin, manager, guard, client, and subcontractor roles.
Alarms that escalate until a person answers.
Officer safety is on every plan and never switches off, even if a payment fails.
Panic alarm
- Two ways to raise itHold the panic button in the app, or text PANIC, SOS, or HELP to your company’s number.
- Re-alerts that can’t be switched offEvery 60 seconds by default. You can set anywhere from 30 to 120 seconds.
- Tiered escalationAfter 3 unanswered alerts it moves up a tier: about 3 minutes to tier 2 and 6 minutes to tier 3 at the default pace. Earlier tiers keep being alerted.
- Every channelPush and in-app on every alert. Email the first time each tier is alerted. SMS to anyone whose push didn’t reach their phone, and to everyone on every alert from tier 2 onwards.
- Stops only when a person acknowledgesEvery delivery attempt is logged for control to see.
- “I’m safe” PINAn officer can enter their PIN to report they’re safe. The alert stays open, and still escalates every 10 minutes, until someone confirms.
Missed check calls
- Missed after 15 minutesBy default. Change it for your company, or set it per site.
- Officer prompted, client toldThe officer gets a push to tell control they’re OK, and the client is emailed.
- Same escalation tiersControl is re-alerted every 5 minutes by default (2 to 10). After 3 unanswered rounds it moves up a tier, so tier 2 comes about 15 minutes after the miss.
- Never mistaken for a panicCheck-call texts always start “MISSED CHECK CALL” and never say PANIC.
- Stand-down noticesIt stops when the officer replies or staff acknowledge it with a note. Everyone who was alerted is told it has been stood down.
Your control room on one screen.
Every live shift and every alert in one place, so control sees problems as they happen.
- Live shift boardToday’s shifts as they run, with late and no-show detection.
- Alert centrePanic alarms, missed check calls, and other alerts in one place.
- Welfare panelEvery overdue, missed, or escalating check call, showing the officer, site, and how late it is. Acknowledge it with a note to stop the escalation.
- Safety sheetEveryone on shift or due on in the next 24 hours: their phone, emergency contact, whether they’ve clocked in, and the site’s address, access notes, and contacts. Control can clock an officer in from it, and it stays available even if your account is suspended.
- Advanced Command BridgeAdds the guard map and live patrol and incident feeds (Professional plan).
BS7858:2019 compliance, done properly.
A purpose-built BS7858:2019 vetting workflow. Every required check is tracked, timestamped, and linked to an audit trail.
- Full BS7858 workflowIdentity, DBS, right to work, employment and address history, references, medical, declarations, WTR opt-out, and equal opportunities.
- SIA licence checksThree layers of checks against the SIA’s public Register of Licence Holders: when rostering, hourly, and before each shift. Role, sector, status, expiry, and an audit entry are stored automatically.
- Vetting tasksAssign tasks with due dates and mark them pending, in progress, completed, or waived.
- Reference requests and chasingSend reference request emails, chase referees who haven’t replied, and store employment and character references against the workflow.
- Signed vetting recordA signed BS7858 vetting record PDF for every officer, included in your data export.
- Re-screening remindersReminders when an officer is due for their 5-yearly re-screen.
- SIA rostering blockOfficers with an invalid SIA licence can’t be rostered.
- Duplicate badges blockedThe same SIA licence number can’t be used for two active officers in your organisation.
- Audit trailEvery change to a compliance record is logged with the user, timestamp, and previous and new values.
Rotas that respect the Working Time Regulations.
On every plan, Working Time checks warn you and every override is recorded. Professional turns them into hard blocks.
Every officer
- 48-hour weekly average over 17 weeks, with the opt-out recorded
- 11 hours’ rest between shifts
- A maximum shift length (13 hours by default, adjustable)
Under-18s
- At most 8 hours a day and 40 hours a week
- 12 hours’ rest between shifts and 48 hours’ weekly rest
- A warning for any work between 22:00 and 06:00
- The 48-hour opt-out never applies
- Warnings or hard blocksWarnings on every plan; hard blocks on the Professional plan.
- Opt-out on recordWhether each officer has opted out, the date they signed, and the date they withdrew, if they did. Officers sign during onboarding, and any staff correction is logged. The 48-hour weekly limit applies again from the day an officer withdraws.
- Every override auditedOverrides are recorded and included in reports.
- Your limitsChanging the Working Time limits, such as the maximum shift length, is on the Professional plan.
Scheduling and rota management.
Assign qualified, compliant guards to the right sites at the right times, and see coverage gaps before they become shortfalls.
- Rota builderWeekly or rolling rotas with shift patterns, assigned by site requirements and qualifications.
- Open shiftsPublish shifts to eligible guards, who apply from their portal. Managers approve assignments.
- Shift tasksAttach duties to shifts — CCTV check, perimeter patrol, handover log.
- Demand forecastingAverage the demand you record for each day of the week to plan staffing (Command plan).
- Scenario modellingCompare staffing configurations on cost and coverage before committing (Command plan).
- Officer suggestionsSuggested officers never include anyone who would breach Working Time or SIA rules.
- Absence managementTrack holidays, sickness, and other absences.
- Events calendarTrack operational events and staff around key dates.
Accurate time records without the paperwork.
Replace paper sign-in sheets and manual timesheets with records that feed directly into payroll and billing.
Check-call management
Welfare check calls for lone workers. A missed call escalates through the same tiers as a panic alarm.
GPS clock-in and out
Officers clock in from the mobile app. GPS location is captured at clock-in to confirm they are on site.
SMS clock-in
Officers without mobile data can clock in and out by texting CLOCKIN or CLOCKOUT with their PIN to your company’s number. They can change their PIN by text too.
Digital timesheets
Timesheets are generated from shift data. Guards review, supervisors approve, and data exports for payroll.
Approval workflows
Multi-level sign-off, configurable per site or client, so every hour billed is authorised (Professional plan).
Earnings tracking
Earnings by pay rate and hours worked, including overtime, in a payroll CSV (hours, rates, gross pay, NI number) ready to import.
Profit modeller
Model gross profit per contract from billable hours, bill rates, pay rates, and overhead allocation (Command plan).
Automatic client alerts
Clients are emailed on a no-show, late clock-in, early or late clock-out, missed patrol, or missed check call. On every plan.
An app built for officers on site.
A native iOS and Android app, plus a web portal.
- Works offlineRecords the real time of each tap, so a clock-in made without signal isn’t marked late when it syncs.
- Push notificationsShifts, check calls, and alerts.
- NFC and QR checkpointsScan tour checkpoints on patrol.
- Photo incidentsReport incidents with photos on the spot.
- Panic buttonHold to raise an alarm that escalates until a person acknowledges it.
- SMS when there’s no dataClock in and out by text, or text PANIC to raise an alarm.
Visibility on every patrol and every checkpoint.
Live tracking of patrol activity, with alerts for missed or delayed checkpoints.
- Route definitionNamed patrol routes with ordered NFC and QR checkpoints around each site.
- Live dashboardTour progress, the last checkpoint scanned, and elapsed time between points.
- Missed-checkpoint alertsSupervisors are notified when a guard misses a checkpoint window.
- Tour summary reportsEach completed tour produces a timestamped report, available to clients in their portal.
- Historical audit trailA searchable log of every tour, scan, and exception for regulatory or insurance purposes.
Incidents and reporting
Guards raise incidents from the mobile portal in under 60 seconds, with structured fields, photos, location data, and automatic routing to the duty supervisor.
- Category-based incident types: theft, damage, medical, trespass
- Status workflow: open, actioned, resolved, closed
- Linked to site, shift, and guard automatically
- Included in client portal and management reports
- Site risk scoring from incident history (Command plan)
Keep clients informed, and get paid.
Your clients see your company’s name and logo, not ours.
- Automatic client emailsOn a no-show, late clock-in, early or late clock-out, missed patrol, or missed check call. On every plan.
- Client portalClients see their own sites: shift status, incidents, and tour reports (Professional plan).
- Client timesheet approvalsClients approve timesheets in the portal before you invoice (Professional plan).
- Client invoicingInvoices with PDF and VAT, emailed to the client (Professional plan).
- Overdue invoicesThe day after the due date, the invoice is marked overdue, your team is notified, and the client is emailed a reminder. Further reminders are one click (Professional plan).
- Payroll CSV exportHours, rates, gross pay, and NI number, ready to import. On every plan.
Reports your clients will want to read.
Client and management reports built from live data, not spreadsheets.
- Standard reports13 standard reports and exports on every plan.
- Report builderBuild your own reports and save them as presets (Professional plan).
- Scheduled report deliveryDaily, weekly, or monthly reports emailed to clients and managers (Professional plan).
- Site risk scoringA score per site from the last 30 days of incidents: count, severity, critical incidents, and trend (Command plan).
- Document storePolicies, procedures, SOPs, and guard-specific documents in one place.
- Audit logsA system-wide audit trail for compliance, insurance, and regulatory purposes.
Your data, under your control.
Security features are on every plan.
Two-factor sign-in
Two-factor sign-in (authenticator app or passkey) for admin and office staff, which the owner can make mandatory by role.
Isolated per organisation
Your organisation’s data is kept separate, and every request is checked against it.
Full audit trail
Changes are logged with who made them and when.
Support access you grant
Patrovix support can view your account only when you grant access, for 1 hour, 24 hours, or 7 days: view-only unless you allow changes, revocable any time, and every action recorded. In an emergency, a senior engineer can open a session with a recorded reason, and you’re told immediately.
Full encrypted export
Export all your data at any time, encrypted with AES-256 and protected by a one-time password.
Custom retention rules
Set how long each kind of record is kept (Command plan).
See Patrovix running your operation.
Founding places are open: 15 organisations, 40% off the plan price for 24 months, and direct input into the product.