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LiteLog — Guard Tour System (WKS) & Electronic Guard Book

:::info Download PDF

What LiteLog is as a guard tour system​

A guard tour system proves that a guard was at a certain place at a certain time and did what was agreed. In LiteLog the building blocks are the property (the guarded site), the control point (the spot that is scanned), the patrol (the planned sequence of control points), the incident report (an occurrence with photo), the form template (your own protocol) and the rule (the automation that reacts to deviations). Together they form the electronic guard book (German: E-Wachbuch): the audit-proof chain of evidence that you filter, send as PDF or show your client in their own access.

The page follows the order in which security services introduce LiteLog. Each section names the click path in the portal or the LiteLog app, the package from which the function is included, and the detail page. Questions in our customers' own words are answered on Frequently asked questions about the guard tour system.

1. Setting up and running a patrol​

Chip on the wall, phone on the chip, point turns green. Time, person and capture method are recorded. If a task is attached to the point, the app shows it on the scan: complete it, prove it with a photo, or report it as Not feasible with a reason.

Creating control points

  • Portal: Master data → Properties → open property → Tasks → Setup → Create control point. Every point has a QR code immediately; NFC, beacon and GPS are added as soon as you set them up.
  • App: More → Settings → Tasks → Manage control points → New control point. You bind the NFC chip in the linking wizard in four steps: choose the type, choose the target (filter Only without chip), hold the chip, done. Link another takes the next chip right away.
  • Large sites are structured into areas (floor, hall, outdoor area).

:::tip What is on the chip? There is no patrol information on the chip. The app writes only a LiteLog marker, verifies it by reading it back and locks the chip. The chip ID is assigned to the control point, not the other way round. That is why you can give a chip to another point at any time, and existing or third-party chips can be reused, see Third-party, locked and unformatted chips. :::

Planning a patrol

  • Portal: Tasks → Create ▾ → Create patrol, three steps: basic data, scheduling with a preview of the next runs, control points with order and mandatory flag.
  • Without planning: the guard starts a free patrol in the app via Start spontaneously; planned patrols appear in the task feed of the app's start page and start with Start now.

What happens on a scan

  • If a patrol that contains the point is running, the scan counts as patrol evidence and opens the due tasks and forms at the point.
  • If no patrol is running, the scan shows only the tasks and forms at the point.
  • If the chip is defective or torn off, the guard books the point via No control point available with a photo; the point then shows as inactive in the recognition column until the next scan succeeds.

Package: in every package.

Details: Create patrol · Control points · Run patrol (app) · Manage control points (app)

2. Proof for the client​

The proof is created while working and reaches the client without you doing anything. Three routes that can be combined:

Patrol log as PDF. Per patrol the log shows start, end, duration, scans (actual against target), person, capture method (NFC, QR, beacon, GPS, photo) and the incident reports with photos. Portal: Tasks → click the patrol row → download menu → PDF. The combined report Protocol (tasks, patrols, incidents & reports) with freely selectable content is generated under Export & dispatch.

Automatic dispatch. Portal: Property → Dispatch → Schedule dispatch: choose the report, set the rhythm (daily, weekly, monthly), enter several recipients, adjust subject and message. Every dispatch is listed in the property's history.

Customer access. The client signs in with their own account and sees only their properties. Portal: Master data → Customers → view Customer accesses → New opens Set up customer access; assign username and password there and choose the visible areas. LiteLog sends no invitation; you hand over the credentials yourself. You can enable eight areas: rounds, tasks, incidents, tickets, reports, material, work orders and attendance proof. People appear to the customer with their personnel number instead of their name by default; which type of proof a property carries is set under Property → Settings → Service proof. Customer accesses never occupy a seat.

Package: patrol log, dispatch and customer access in every package, Starter included. Active dispatch plans are limited per package (Starter 3, Standard 10, Premium unlimited). The areas Tickets and Material in the customer access belong to Premium. Your logo on the PDFs comes with the add-on Branding / White-label (included in Premium), set up under Settings → Branding.

Details: Electronic guard book (overview) · Patrol log · Dispatch (property) · Customer accesses · Customer portal · Branding

3. Alerts when something does not happen​

LiteLog reports not only what happened but also what was left out. Automation works with rules: trigger, waiting time, state check, action. If someone acknowledges, the escalation stops.

TriggerMeaning
Missed patrolA planned patrol was not run in its time window. The rule Missed patrol → e-mail is already active in every new account.
Missing control pointA mandatory point was not scanned during the patrol.
Patrol starting soonReminder before the planned start.
Check-in missing / Check-out missingThe shift was not started or not ended.
Tour missedA district tour across several properties did not take place.
Check-in overdue / Main alarmA lone worker has not reported in (add-on Lone worker protection).
Incident created / Incident classifiedA new incident report is in, or the AI has classified it.

Channels: push notification in the app, e-mail and in-app are included in every package. SMS and call need an add-on; without an add-on the quota is zero, see Quota for SMS and calls.

Click path: tile Automation in the Tools group at the bottom of the sidebar → Rules → New rule, or activate a template from the gallery. The rules of one property are under Property → Automation. The former property tab "Notifications" no longer exists: rules live under Automation, reports under Dispatch.

:::tip Too many e-mails? The delivered rule Control point scanned with photo → e-mail sends one mail per photo. It is off by default; switch it on only if you want to see every photo booking individually. For the overview the patrol log is enough. :::

Package: own active rules limited per package (Starter 3, Standard 10, Premium unlimited). Add-on SMS & Calls for unlimited SMS and calls; add-on Lone worker protection with check-in monitoring, force overview and 100 SMS and calls per month, included in Premium.

Details: Automation — rules · Create rule · Notifications & alert channels · Check-in monitoring · Force overview

4. Incident reports with text snippets, photo and form​

An incident report is done in the app in three steps: Create incident report, text or text snippet, photo, send. The report carries time, person, control point and up to eight photos; instead of typing, the guard records a voice note that LiteLog turns into text.

Text snippets. Legally relevant wording reads the same everywhere. Admin: Settings → Catalogs → Text snippets, there Adopt examples for the delivered catalog Public order / parking enforcement (parking, street, driving ban, leash requirement, camping, public space). Guard: button Text snippet below the Message field, also offline.

Fixed report forms. For recurring cases with their own fields ("cash drop in the safe") you build a form template. The library contains ready-made security templates: seizure protocol, seizure protocol (found item), statement of facts (criminal offence), statement of facts (insult, §185 StGB), narcotics offence, statement of facts (§§265a/263/267 StGB), theft report, observation and findings report, ban from premises, alarm response report, situation report / first report and criminal complaint. The form editor offers 18 field types, including photo, signature, OK/defect and repeatable sections; the PDF contains photos and signatures.

AI features (opt-in). The AI suggests category, severity and title and evaluates the photo as well; the AI text version turns keywords into a factual text that a person approves before the customer report. Both are off by default and are switched on per company and per property.

Without an app. Via the ticket QR at the property anyone reports an issue with description and photo, without signing in.

Package: incident reports, text snippets and ticket QR in every package. Own form templates limited per package (Starter 3, Standard 10, Premium unlimited). AI budget of €5 per month included, €20 with the add-on AI features.

Details: Incident reports · Create an incident report in the app · Text snippets · Form editor · AI features · Ticket QR

5. Several properties, districts and tours​

Every guarded site is a property with its own control points, patrols, rules and reports. You mix the capture methods freely, even at the same property: NFC chip at the factory gate, QR code in the hotel corridor, GPS point in the car park, beacon in the underground garage.

  • Tours connect several properties into one district run with stops in a fixed or free order; a missed run fires the trigger Tour missed. Portal: plan in the Schedule (Tasks → Schedule, layer Tours), runs under Tasks → List with type Tours.
  • The schedule shows target and actual of all patrols and tours per property and day; the coverage shows per control point and day whether it was scanned.
  • The force overview shows live who is on duty at which property (Premium or add-on Lone worker protection).

Package: properties and tours in every package.

Details: Properties · Tours · Coverage · Force overview

6. Subcontractors, people and qualifications​

  • Subcontractor access: an external company gets a role with visibility Own accounts only, creates its own people and sees only the released properties. Portal: Master data → Subcontractors; an admin enables the function under Settings → Features → Subcontractor access. The subcontractor's people occupy seats like your own.
  • Qualifications: a list of names (§34a, first aid, fire safety assistant) under Settings → Catalogs → Qualifications, assigned per person; shift planning suggests only matching people. LiteLog does not keep an expiry date.
  • Guard register number: as a custom field in every profile. Portal: Master data → Employees → open employee → Add field (short text, mandatory if you wish); the field then appears in every profile. It is entered by whoever may edit the account: your admin for your own people, the subcontractor for theirs. LiteLog does not check it against the official register.

Package: subcontractor access from Standard. Qualifications and custom fields in every package.

Details: Subcontractors · Qualifications · Custom fields · Hierarchy & roles

7. Multilingual and simple​

The LiteLog app and the portal are available in 15 languages: Arabic, Bulgarian, Czech, German, English, Spanish, French, Hungarian, Italian, Polish, Portuguese, Romanian, Russian, Turkish and Ukrainian. Each person chooses their language in the profile; reports to the client stay in your account language. Form templates are translated by the AI into the people's app languages on publishing (AI feature, opt-in). This manual is available in German and English.

Details: Profile and language · AI features

8. Hardware​

LiteLog needs no special devices. The guards' own phones are enough; for company phones at the property there is device binding.

Capture methodWhat you needNotes
NFC chipChips from the LiteLog shop or existing chipsOn metal only chips built for it (on-metal chips). Third-party and locked chips can be bound after a confirmation. An NFC chip has no GPS; the position comes from the phone.
QR codePrinterEvery control point has a QR code immediately. Portal: select control points → Download PDF; app: Print QR codes.
BeaconBluetooth beaconBooks the point automatically on approach during a running patrol. Managed under Settings → Devices → Beacons.
GPS pointnothingSet the location on the map and switch on Capturable via GPS; radius 20 to 1000 m, default 50 m. Books only during a running patrol.

Details: Manage control points (app) · Capturable via GPS · Beacons · License shop

9. Data protection and chain of evidence​

  • Hosting: production and backup data are located in Frankfurt am Main. You conclude a data processing agreement (DPA) with LiteLog.
  • Personal data in the guard book: the client sees people as personnel numbers by default; you release names deliberately per property. Location data arises only during a running patrol or shift, not permanently.
  • Audit-proof: submitted incident reports, forms and scans cannot be changed afterwards; corrections are created as a new entry with a reason. Configuration changes land in the change history.
  • AI only on request: every AI feature is off by default; the AI connection to external AI tools is set up by users themselves.

Details: Data protection & security · Data integrity & ALCOA+ · Audit trail principles

10. Interfaces: REST API, webhooks, AI connection​

  • REST API v1 (from Standard): read patrols with scans (GET /v1/patrols), control point coverage, incident reports, form responses, shifts and times; create tasks and incident reports. Keys with scopes under Settings → Features → REST API. There is no deleting via the API.
  • Webhooks (from Standard): LiteLog reports patrol.completed, patrol.missed, new incident reports and submitted forms to your system immediately.
  • AI connection: connect Claude, Claude Code or ChatGPT to LiteLog and ask: "Which control points were missed last night at guard site A?" The answer comes from LiteLog, with the rights of the signed-in user. Allowed as soon as the package includes the REST API; an admin can block it under Features → Connections.

Details: REST API keys · REST API reference · Webhooks · AI connection

What LiteLog does not do​

:::caution Deliberately not included

  • No GPS tracking history. Positions arise only on a scan, during a running patrol or a shift; there is no movement trail.
  • No video or camera integration, no connection of intruder alarm systems.
  • No control room protocol (VdS 2465, SIA DC-09) as standard; connections run via the REST API or webhooks.
  • No fleet module, no navigation between patrol locations, no ID checks.
  • Check-in monitoring is not a certified personal emergency signal system. It escalates via pre-alarm and main alarm but does not replace such a system where one is required. :::

Guides by target group​

Target groupGuideContent
Management / adminSetupAccount, customers, properties, people, control points, patrols, incident reports, alerts, evaluation, time tracking
Site managerGuide for site managersSet up property, install control points, create patrols, hang up time tracking QR code
Security guardsGuide for security guardsSet up app, run patrols, create incident reports, track shift times
EveryoneFrequently asked questions about the guard tour systemThe questions from chat, phone and e-mail, answered briefly