Why proof matters
Most disputes between a security company and its client come down to one question: was the guard there, and did they do the job? It comes up when a client queries an invoice, when something is stolen overnight, when an insurer investigates a claim, and when a contract is up for renewal.
A signature on a paper sheet answers it weakly. Records captured at the time, with times and locations, answer it well. Proof falls into two parts: proof of attendance (the guard was on site for the hours billed) and proof of patrol (the guard did the rounds and checks agreed).
The evidence clients accept
| Evidence | What it proves | What makes it strong |
|---|---|---|
| Clock-in and clock-out records | The guard started and finished on site, at the times billed | Captured on site with the time and location, not typed in later |
| Geofence records | The guard stayed within the site during the shift | Alerts when a guard leaves the area, with the time they left and returned |
| Checkpoint scans | The patrol reached each point at the time it was due | Each scan carries the guard, time and location, checked against where the checkpoint is |
| Daily activity reports | What happened on each patrol and shift | Timed entries written during the shift, specific about places and actions |
| Photos | The condition of something at a point in time | Taken in the app at the moment, so the time is recorded with the photo |
| Incident reports | How an event was handled, step by step | Written promptly, factual, with who was told and when |
| Supervisor visits | An independent check that the post is staffed and run properly | Logged with time, findings and the supervisor's name |
| An audit trail | Who changed a record, and when | Changes to times or reports kept and visible, not overwritten |
No single item settles every question. Attendance records without patrol records show a guard was present but not that they patrolled; scans without reports show where the guard went but not what they found.
How to build proof into every shift
- Clock in on site. Require guards to clock in and out from the site itself, not from home or the car park down the road. A geofence around the site does this automatically.
- Patrol against checkpoints. Put checkpoints where the agreed checks happen, and schedule tours with time windows so late or missed rounds are flagged. Our guide to guard tour systems compares the options.
- Report during the shift. Make the daily activity report a running log, with photos where they help.
- Control corrections. Mistakes happen, such as a guard who forgets to clock out. Allow corrections, but require a supervisor's approval and keep the original.
- Review daily. A supervisor who checks attendance and patrol records each morning catches problems before the client does.
- Share it with the client. Proof that only lives in your office is only used after a complaint. Regular reports, or a portal the client can open, build trust before anything goes wrong.
When a client disputes an invoice
- Start from the records, not from memory: clock times, geofence events, scans and reports for the dates in question.
- Show the full picture for those shifts, including any corrections and who approved them.
- Be candid about gaps. If a patrol was missed, say so and say what you have done about it. Clients forgive a missed patrol more easily than a cover-up.
- Fix the cause: a checkpoint in the wrong place, a schedule that leaves no time for the route, or a guard who needs retraining.
Proving attendance and patrols in ForceVera
In ForceVera, guards clock in with a 4-digit PIN in the guard app, and only inside the site's geofence. The time clock flags off-site clock-outs and sends geofence exit and idle alerts, and manual time entries need approval. Guard tour scans are recorded with the guard, time and location, checked against the checkpoint, and missed tours are listed on the admin dashboard. Admins and dispatchers review daily activity and incident reports, which can carry photos (filing them from the guard app is coming soon), and on Pro and Enterprise clients see attendance, patrol results and reports in the client portal, with PDFs to download.
If you are still on paper, the free patrol log template is a good place to start recording patrols consistently.