Everything your control room and field teams need.
Explore the operational features that power shift scheduling, BS7858 vetting workflows, guard touring, incident reporting, and real-time client visibility.
Manage guards, clients, and sites from one hub.
The core operations module is your operational backbone — a unified registry of guards, clients, sites, departments, and subcontractors that all other modules draw from.
- Guard profiles — full details including emergency contacts, employment type, SIA licence, pay rate, and right-to-work status.
- Client management — client account records with contacts, site assignments, invoicing preferences, and client portal credentials.
- Site management — define site addresses, NFC/QR checkpoint locations, shift requirements, client linkage, and guard tour routes.
- Subcontractor management — onboard third-party security providers, assign them sites, and give them a filtered workspace portal.
- Departments — organise guards into operational departments with dedicated management permissions.
- Roles & permissions — fine-grained RBAC across admin, manager, guard, client, and subcontractor roles.
BS7858:2019 compliance, done properly.
Patrovix includes the only purpose-built BS7858:2019 vetting workflow in a security operations SaaS. Every required check is tracked, timestamped, and linked to a digital audit trail.
- Full BS7858 workflow — identity, DBS, right to work, employment/address history, references, medical, declarations, WTR opt-out, equal opportunities.
- Live SIA verification — instant licence check via the SIA API; stores role, sector, status, expiry date and audit entry automatically.
- Vetting task management — assign vetting tasks with due dates, track completion progress, mark as pending/in-progress/completed/waived.
- Reference requests — send automated reference request emails; store employment and character references against the workflow.
- Auto-activation — guard portal access is only granted when all BS7858 sections are verified, preventing premature platform access.
- Audit trail — every change to a compliance record is logged with user, timestamp, and the previous and new values.
Intelligent scheduling and rota management.
Build and manage rotas that adapt to your business — assigning qualified guards to the right sites at the right times, tracking coverage gaps and upcoming shortfalls.
- Rota builder — create weekly or rolling rotas, set shift patterns, and assign guards based on site requirements and qualifications.
- Open shifts — publish available shifts to eligible guards, who can apply directly from their portal. Managers approve assignments.
- Shift task management — attach tasks to shifts (e.g. CCTV check, perimeter patrol, handover log) so guards have structured duties.
- Demand forecasting — AI-assisted analysis of historical shift data to predict and plan for future staffing needs.
- Scenario modelling — model different staffing configurations to evaluate cost and coverage trade-offs before committing.
- Absence management — track holidays, sick days, and other absences; identify coverage needs automatically.
- Events calendar — track operational events and ensure adequate staffing around key dates.
Accurate time records without the paperwork.
Replace paper sign-in sheets and manual timesheets with a digital time and attendance system that feeds directly into payroll and billing.
Check-call management
Configure regular welfare check-calls on lone workers. Missed calls trigger automatic supervisor alerts with escalation paths.
GPS clock-in / clock-out
Guards clock in from the mobile portal. GPS location is captured at clock-in to verify they are on site.
Digital timesheets
Auto-generate timesheets from shift data. Guards review, supervisors approve, and data exports for payroll processing.
Approval workflows
Multi-level approval chains for timesheet sign-off. Configurable per site or client — ensuring every hour billed is authorised.
Earnings tracking
Track guard earnings by pay rate and hours worked, including overtime. Export pay data in formats compatible with common payroll systems.
Profit modeller
Model gross profit per contract by comparing billable hours, bill rates, pay rates, and overhead allocation — before and after commitments.
Real-time visibility on every patrol, every checkpoint.
Patrovix Guard Tours gives managers live tracking of patrol activity with automated alerts for missed or delayed checkpoints.
- Route definition — set up named patrol routes with ordered NFC/QR checkpoints at physical locations around each site.
- Live dashboard — see tour progress in real time, which checkpoint was last scanned, and elapsed time between points.
- Missed checkpoint alerts — automatic notifications to supervisors when a guard misses a checkpoint window.
- Tour summary reports — each completed tour generates a timestamped report available to clients in their portal.
- Historical audit trail — full searchable log of every tour, every scan, and every exception for regulatory or insurance purposes.
Incidents & Reporting
Field guards can raise incidents from the mobile portal in under 60 seconds — with structured fields, photo attachments, location data, and automatic routing to the duty supervisor.
- Category-based incident types (theft, damage, medical, trespass, etc.)
- Status workflow: open → actioned → resolved → closed
- Linked to site, shift, and guard automatically
- Included in client portal and management reports
- Risk scoring and trending across sites
Reports your clients will actually want to read.
Patrovix generates professional reports for clients and management automatically, using live data — no more manual report writing or spreadsheet exports.
- Scheduled reports — configure and auto-deliver daily, weekly, or monthly reports to clients and managers via email.
- AI report generation — AI-generated intelligent summaries of operational activity, incident patterns, and SLA performance.
- Demand forecasting — machine learning analysis of historical data to forecast staffing requirements for upcoming periods.
- Site risk scoring — automatic risk scores per site based on incident history, tour compliance, and staffing patterns.
- Command Centre — live operational dashboard aggregating data from all sites, enabling rapid supervisor decision-making.
- Document store — centralised storage for policies, procedures, SOP documents, and guard-specific documents.
- Audit logs — comprehensive system-wide audit trail for compliance, insurance, and regulatory purposes.
Ready to see Patrovix in action?
We are building the MVP with a select group of early partners. Join the waitlist for priority access, founder pricing, and direct input into the product.