Every feature your security company needs.
Nothing it doesn't.
Guardis was built in 2026 specifically for the UK security industry. No bloat. No features designed for retail or hospitality. No American compliance workflows. Just the operational software that British security companies actually need, built around how they actually work.
The most complete vetting workflow in UK security software
Every other platform treats vetting as an afterthought — a document upload folder, or a checklist you complete separately from your main system. We built vetting as the structural foundation of Guardis. An employee cannot be assigned to a single shift until they have completed the full 7-step onboarding flow and received explicit manager approval.
Personal details
Full legal name, date of birth, National Insurance number, nationality, place of birth.
Right to Work documents
Upload passport, Biometric Residence Permit, or Share Code. Document type is logged. Expiry dates recorded.
Address history
Every UK address for the past 3–5 years. Full format: line 1, line 2, city, county, postcode, dates.
Employment history
Previous employers, job titles, and dates for the past 3–5 years. Gaps must be declared and explained.
Professional references
Two referees required. Full name, job title, organisation, email, and phone number for each.
Declarations
Criminal record declaration (self-declared). Right to work self-declaration.
Contract acceptance
Full contract text displayed in-browser. Employee must check an explicit acceptance checkbox. System records: precise UTC timestamp, employee IP address, browser and device user agent. This record is permanent and cannot be modified by any user.
Legally defensible contract acceptance — built in, not bolted on
The timestamp, IP address, and user agent logged at contract acceptance create a record that stands up to legal scrutiny. It cannot be edited or deleted — including by administrators. This is how contract acceptance should work.
Manager approval workflow
Once an employee submits their completed vetting record, it appears in the manager's vetting queue. Three actions are available:
Approve
Employee status transitions to ACTIVE. Shift assignment is unlocked immediately. Approval is logged with manager ID and timestamp.
Request changes
Employee is notified with specific fields flagged. Vetting record returns to IN PROGRESS. All change requests are logged in the audit trail.
Reject
Employee remains in PENDING_VETTING status. Rejection reason is recorded and logged. Employee cannot be assigned to shifts.
The enforcement is in the architecture — not a setting.
It is not possible to assign a non-ACTIVE employee to a shift in Guardis. This is not a toggle you can accidentally turn off.
Plan your workforce. Fill your sites. Own your schedule.
- Site-based scheduling — shifts belong to specific client locations
- 8, 10, and 12-hour shift templates pre-configured
- Only ACTIVE employees can be assigned — enforced at the data layer
- No double-booking — overlapping shifts for the same employee are blocked
- Publish shifts instantly — employees see their schedule immediately
- Draft → Published → In Progress → Completed status lifecycle
- Weekly calendar view for managers
- Shift notes — post orders, special instructions, client requirements
Guardis enforces the rule you already have in your head:
no one gets assigned to a site without completing full vetting. It is enforced at the architecture level — not a configuration option that can be accidentally disabled.
Weekly Schedule
John Davies
Canary Wharf
Mon 27 Apr 2026 · 06:00–18:00
Sarah Chen
Canary Wharf
Mon 27 Apr 2026 · 18:00–06:00
Marcus Webb
Old Street
Tue 28 Apr 2026 · 07:00–19:00
Greyed out slot: PENDING_VETTING — cannot assign
Know who's on site. Know who isn't. Always.
Live Attendance
James Okafor
On siteCanary Wharf
Clocked in 05:58
Sarah Mitchell
On siteManchester Arndale
Clocked in 06:02
John Davies
LateOld Street
Late arrival 06:15
- Clock in and clock out — linked to shift, site, and employee
- Open attendance — for unscheduled presence (site inspections, meetings)
- Late arrivals flagged automatically against shift start time
- Duration calculated automatically per attendance record
- Real-time view — managers see current on-site employees
- Full attendance history per employee, per site, per day
- Manager attendance report view with date range filtering
- Every record permanently timestamped — immutable
Every clock-in and clock-out creates an immutable attendance record.
Timestamp. Employee. Site. Shift (if scheduled). You always know who was where and when.
8 steps. Under 10 minutes. Fully operational.
Step 1
Company details
Legal name, trading name, Companies House registration number.
Step 2
Admin account
Full name, job title, email address, phone, password.
Step 3
Registered address
Full UK address: line 1, line 2, city, county, postcode.
Step 4
System settings
Shift length preference (8hr / 10hr / 12hr), week start day.
Step 5
Access control
Employee login enabled (yes/no). Company PIN system (enabled + PIN value).
Step 6
Vetting rules
RTW required: ON (locked). Contract required: ON (locked). These settings cannot be disabled — they are compliance defaults.
Step 7
Branding
Company logo upload. Primary and secondary brand colours. Your workspace reflects your company identity.
Step 8
Legal agreement
Four compliance checkboxes: authorised to create workspace, accept Terms of Service, accept GDPR DPA, confirm responsibility for data accuracy.
On completing step 8, Guardis instantly creates:
- Your isolated company workspace (tenant)
- Your administrator user account
- All modules activated: Employees, Sites, Shifts, Vetting, Attendance
Your data. Your workspace. Completely isolated.
Every security company on Guardis operates in its own completely isolated workspace. Your employee records, vetting documents, shift schedules, and attendance history are stored under your company's ID and are never accessible — in any way — to any other company on the platform.
Architecture guarantees
- Every database record is tagged with your company_id at the data layer
- No query returns data from outside your workspace — enforced in the API
- Administrators of other companies have zero visibility into your workspace
- Your documents are stored in encrypted, access-controlled S3 storage
- Data hosted in AWS eu-west-2 — London region — UK data residency
Built for the full range of UK security operations
Guardis is built for:
- ·Single-site security companies (one location, small team)
- ·Multi-site guarding firms (dozens of locations, hundreds of officers)
- ·Close protection agencies (individual officer management, client confidentiality)
- ·Security staffing agencies (multiple client companies, separate workspaces)
A permanent record of everything. Always.
Every action on the Guardis platform is written to an immutable audit log. Not just the important things — everything. Every login. Every profile edit. Every vetting approval. Every shift assignment. Every clock-in. Every rejection.
Logged data per event
- →Timestamp (UTC, millisecond precision)
- →User ID and role of the actor
- →Action type (created / updated / approved / rejected / etc.)
- →Entity type and entity ID affected
- →Old values and new values (for updates)
- →IP address of the request
- →User agent (browser / device)
Your audit log is your evidence
Use it for:
- ·Home Office compliance inspections
- ·Client contract disputes
- ·Internal HR investigations
- ·Payroll discrepancy resolution
- ·Insurance and liability claims
Immutable records
Audit log records cannot be edited or deleted by any user — including company administrators and Guardis staff.