Security guard time tracking: proof of presence at every post
Guards clock in at the start and end of each shift by scanning the QR code fixed at their post, or inside a GPS zone around the site. You know immediately if a post is uncovered, 12-hour and night shifts are calculated automatically, and you can show each client exactly when their site was staffed.
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Why time tracking is different in security
- Guards work alone, at the client's site, often at night, far from any supervisor.
- An uncovered post is a breach of contract – and you usually find out from the client.
- Long shifts: 12-hour days and nights, rotating patterns, cover at short notice.
- Hours are billed per site, so they must be provable.
- Handovers need a clear record of who held the post when.
How guards clock in at the post
| Method | How it works | Why it suits security |
|---|---|---|
| QR code at the post | A printed code fixed in the gatehouse or control point; the guard scans it when taking over and handing over | Shows the guard was physically at the post |
| GPS zone | Clock-in accepted only within the site radius | Large sites or mobile patrols |
| Tablet at the post | Guards clock in with a PIN, printed badge or personal rotating code | Fixed posts with several guards per shift |
| Selfie or Face ID (optional) | Photo deleted after 30 days, or a passkey check on the phone | So the shift isn't clocked by another guard |
Location is read only at the moment of clocking in or out, not throughout the shift. If the site has no signal, the punch is saved on the phone with the real time and sent when the connection returns. More in GPS time clock and QR code time clock.
Uncovered posts: know before the client does
- Set each post's schedule and the guards on shift; the "not in yet" list updates live.
- Control room and area supervisors use the team-lead app and see only their posts.
- Out-of-zone punches or a new phone show yellow or red; approve or reject them.
- Instructions ("access code at site X changes tonight") go through the built-in chat with read receipts.
- If your group has separate companies (security, cleaning, facilities), manage them from one account.
12-hour shifts and working time rules
Long shifts are common in security, and working time law allows some flexibility for the sector – but not unlimited hours.
| Rule | United Kingdom | Ireland |
|---|---|---|
| Average weekly hours | 48 hours, averaged over 17 weeks; workers can opt out in writing | 48 hours, normally averaged over 4 months; no individual opt-out |
| Daily rest | 11 consecutive hours | 11 consecutive hours |
| Security exemptions | Reg. 21 of the Working Time Regulations lets security and surveillance work requiring a permanent presence depart from the night work, daily rest, weekly rest and break rules – with equivalent compensatory rest | Exemption regulations allow similar flexibility for certain activities, with equivalent compensatory rest |
| Night workers | Average 8 hours in 24; free health assessment | Average 8 hours in 24 over 2 months; free health assessment |
Exemptions don't remove the need for records – they make records more important, because you must be able to show compensatory rest was actually given. QRtimetrack shows each guard's hours per day and week, rest between shifts and the running weekly average.
Night hours and public holidays
Night, weekend and public holiday hours appear in separate columns, ready for the premiums in your contracts. There's no statutory night premium in the UK or Ireland, but pay must average at least the minimum wage across all hours worked, including long nights. Details in night work rules in the UK and Ireland.
Hours per site, for invoicing
Each site is a location, so you know the hours delivered at every client – for invoicing, for proving coverage in a dispute and for pricing renewals. Export to Excel, CSV or PDF, filtered by site, or send hours to other systems through the API and webhooks on Standard.
Inspections and GDPR
Your records support working time compliance, minimum wage checks and holiday pay. If an inspector asks, create a read-only link showing the last 3 months of punches and corrections, which expires on its own. On privacy: no continuous tracking, no biometric data stored, selfies deleted after 30 days, data hosted in the EU, and a DPIA template to document your assessment.
Pricing
€1.99 per active employee per month, minimum 5 billed (€9.95/month), excl. VAT – the number of sites doesn't matter. 7 days free, no card, up to 10 employees. For a fixed post with several guards, the special offer includes a Samsung Galaxy Tab A9+ tablet, 3 months free and a step-by-step setup guide (about 10 minutes, done by you) for €299 outside Romania – limited stock of 100 systems.
Frequently asked questions
Are 12-hour shifts legal for security guards?
Generally yes, if the 48-hour average (UK, unless opted out; Ireland) and rest rules are respected. Security work requiring a permanent presence can depart from some rest and night work rules, but compensatory rest must be given. Record hours accurately so you can show it.
How do I prove to a client that the post was covered?
Each punch has server time, the GPS position at that moment and – with the post's QR code – proof the guard was physically there. Add an optional selfie if needed. Export the hours for that site as a PDF.
What if there's no signal at the site?
The punch is saved on the phone with the real time and location and sent automatically when the signal returns. The report shows the punch time, and a changed phone clock is flagged.
Is there a legal night premium for guards?
Not in the UK or Ireland. Any premium comes from the contract, a collective agreement or a sector order. Pay across all hours must still average at least the minimum wage, and night workers are entitled to a free health assessment.
Can I track guards by GPS for the whole shift?
QRtimetrack doesn't do that: location is read only when clocking in and out. Continuous tracking needs a strong justification under the GDPR, clear information to staff and usually a DPIA.