5 Common Problems You Can Solve With A Guard Tour System – Novagems

Key Takeaways

• A guard tour system improves security accountability and eliminates common manual patrol issues.
• It solves problems like missed patrols, delayed emergency response, and manual log errors.
• You can choose between RFID, QR code, GPS, or hybrid systems based on your needs.
• Real-time guard tracking offers visibility and fast response, saving time and money.

What is a Guard Tour System?

A guard tour system is a digital solution used by security companies to monitor, track, and verify guard patrols in real time. It replaces traditional pen-and-paper logs with mobile apps, GPS tracking, and smart checkpoints like QR codes or RFID tags.

The Guard Tour System Market Size was estimated at 2.64 (USD Billion) in 2022.The Guard Tour System Market Industry is expected to grow from 2.9(USD Billion) in 2023 to 6.7 (USD Billion) by 2032.

The system helps ensure that guards complete their rounds as scheduled, respond to incidents quickly, and leave behind a complete audit trail of their activity. From commercial buildings and hospitals to residential communities and warehouses, guard tour systems are becoming essential tools for maintaining security and accountability.

These systems are designed to answer key questions like:

• Did the guard complete the full route?
• Were all checkpoints visited?
• Was an incident reported on time?

With smart features like real-time alerts and incident reporting, a guard tour system becomes a powerful ally for both the field team and the management.

Businesses rely heavily on technology these days, and security companies are no exception. When you run a security company, your responsibility is to ensure the safety of your clients, their premises, and their surroundings. And for that, security companies seek assistance from a high-tech guard management system.

It is simple math – your security guards represent your company, and their performance speaks volumes about your reputation. So, keeping a close eye on their performance is a must.

What to Look for in a Guard Management System?

The software advancements today are innovative and problem-solving. To solve all the problems of a security company, a guard management system must possess these features:

• Daily Schedule and Report Management
• GPS Tracking and Geofencing System
• Guard Tour or Patrol Tracking
• Panic Alert and Emergency Response System
• Incident Reporting
• Real-time Communication and Chat

With these features, security management software can help you ensure the smooth functioning of a security company. It makes it easier for the management to keep a close eye on the performance of the security guards.

1) Scheduling and Reporting

Security companies usually have a decent number of guards working under them. All these guards are deployed or sent for patrolling to different locations. If you do the allocation task manually, there are greater chances of errors so, reporting becomes hard.

However, if you have a guard management system installed on the mobile devices of all the guards and managers, things become easier. The work allocation and reporting become much more transparent and easy, which helps the management record everything effectively. With feature-rich software like the Novagems Guard Tour System. , you can create schedules, copy them for the rest of the week or month, and even edit them as per requirements. Such systems also allow the guards to easily report to their supervisors through easy report management, making their work easy.

2) Fast Response

When your guards are on duty, they are vulnerable to dangers and risks. In situations like break-ins, robbery, theft, or even attacks, the criminals target the security guards to make way for themselves.

In such scenarios, the security guards must be well-prepared with arms, techniques, and alertness. A guard management system can also help them call for backup or emergency actions, as the situation demands

For such situations, the Novagems Guard Tour System provides features like live data, panic alert, incident reporting, and GPS tracking. These features help the supervisors send help fast to the guards in case of emergencies. So, you can respond in real-time and avoid dangers.

3) Supervision

The supervisors or managers of a security company need to keep a track of many things. From work allocation to managing the shifts, leaves, locations, devices, equipment, and everything else about the guards, the managers have a lot on their plate.

Making things easier, security management software lets the supervisors take a sigh of relief. Most things can be automated using such a system. You can check the reporting time, leaving time, current location, routes, and hours worked by the guards with just an app or system. You can track the punctuality of your guards in real-time and track their live movement with features like GPS tracking and Geo-fencing. With live incident reporting, you can also see what the guards are facing and handling in real-time. So, you can take action and send immediate help by dispatching a guard or supervisor to the location.

4) Legal Actions

With a guard management system, you can secure the data about the guards for months and years. So, the whereabouts of a guard on a previous date can easily be tracked.

Security services are a risky business and in case of an incident like theft, break-ins, attacks, or robbery, the client will hold the guards liable. There are chances of disputes and the clients might sue or threaten to sue the company.

In such a case, the reports about your security guards will help you safeguard your interest against such lawsuits. You can present these reports to avoid legal actions and lawsuits. These systems help you collect the data like site tours, location tracking, etc. that acts as evidence in favor of the guards.

5) Competition

If you have a line of competitors to stay ahead, getting security management software is a must. Whether your competitors have adopted this technology or not, getting such a system for your security company will help you stay ahead.

A security company that still follows the manual management of its guards and schedules is way behind the tech-driven companies. So, choose the technology to beat your competitors and have a competitive edge in the market.

So, these were the benefits you can avail of from security management software. In the absence of such a system, all the work can be confusing, slow, and retarded.

The 5 Most Common Security Gaps Solved

1. Missed or Skipped Patrols

According to a 2023 report by Allied Universal, 30% of security breaches in commercial facilities were linked to missed guard patrols or incomplete rounds.

One of the biggest problems in security operations is missed patrols. When a guard skips rounds or doesn’t check certain areas, your entire facility becomes vulnerable.

A GPS guard tour app ensures guards are tracked live during patrols. You can see if they’re following the right route, visiting all checkpoints, and spending enough time in each location. This prevents negligence and ensures complete coverage.

A GPS guard tour app ensures that every checkpoint is verified through live location tracking. Supervisors receive alerts if any round is missed or delayed, minimizing the risk of negligence.

2. No Proof of Guard Presence

How do you know your guard was really at a certain spot? In manual systems, there’s no reliable proof. Manual logs are messy. They’re hard to read, easy to fake, and prone to human error.

With a digital guard tour system, everything is logged automatically. Start and end times, checkpoint scans, incident reports, it’s all stored in one secure dashboard. Supervisors can generate professional reports with just one click, reducing paperwork and saving time.

Guard tour systems fix this by using QR codes, RFID tags, or NFC checkpoints. Guards scan these during patrols, and the data is uploaded instantly. Many systems also include selfie verification or photo evidence for added proof of presence. A common client complaint is: “How do I know the guard was really there?”

With a QR code or RFID-based system, guards scan checkpoints that automatically log their time and location. Some systems also use selfie verification and photo capture to confirm physical presence, reducing false claims or disputes.

3. Manual Logs & Reporting Errors

Manual logs are messy. They’re hard to read, easy to fake, and prone to human error.

With a digital guard tour system, everything is logged automatically. Start and end times, checkpoint scans, incident reports — it’s all stored in one secure dashboard. Supervisors can generate professional reports with just one click, reducing paperwork and saving time.

Modern guard tour systems automatically generate digital reports. Guards use mobile apps to log events, upload photos, and complete incident forms. This reduces human error and saves managers from spending hours reviewing paperwork.

4. Delayed Emergency Response

In an emergency, every second matters. Guards using pen-and-paper logs can’t raise alerts quickly.

Modern guard tour systems offer real-time alerting features. If a guard finds something suspicious or unsafe, they can instantly raise an alarm, send photos, or record voice notes using the app. Some platforms also include a panic button for immediate distress calls.

Guard tour systems with real-time alert features help guards notify supervisors instantly. Whether it’s a break-in, fire, or suspicious activity, the app can send panic alerts, voice notes, or images in seconds.

Companies that implemented real-time reporting saw a 40% improvement in response time within the first 3 months (Security Management Journal, 2023).

5. Poor Supervisor Visibility

Supervisors need visibility over their guards’ actions — but with manual systems, they only find issues after the fact.

A real-time guard tour system gives supervisors full oversight. They can track guards’ , view their progress, and intervene if something goes wrong. This level of transparency also builds trust with clients who want proof that their properties are being protected properly.

With real-time dashboards, supervisors can monitor multiple guards across sites, check active patrols, and ensure compliance with protocols. This reduces micromanagement while improving accountability.

Types of Guard Tour Systems

Not all systems are created equal. Here are the most popular types of guard tour systems used today:

1. RFID / iButton Systems

Guards scan a physical tag at each checkpoint. Data is stored on a handheld reader and uploaded later. Reliable, but outdated and lacks real-time features. These use handheld scanners and physical tags placed at checkpoints. Guards scan the tags during patrols. While accurate, these systems usually require uploading data manually from the device.

2. QR Code Systems

Simple to use. QR codes are placed at patrol points. Guards scan them with a mobile app connected to the cloud. Great for smaller teams or cost-conscious operations. QR codes are placed at each location. Guards scan them using a smartphone app. This is cost-effective and works well with cloud-based reporting.

3. GPS-Based Guard Tour Apps

These allow live tracking of guards using GPS on their smartphones. Supervisors can see real-time patrol progress, ideal for large outdoor areas or mobile patrols. These apps track the guard’s real-time location using GPS. Checkpoints can be geofenced, and supervisors can view movements on a live map. Ideal for large outdoor sites or mobile patrols.

4. Hybrid Systems

Many platforms now combine QR, GPS, RFID, and NFC for flexibility across indoor and outdoor locations. Some platforms combine GPS, QR, and RFID features for flexibility. These are great for businesses with varied security needs or large teams.

How Guard Tour Systems Save Money & Improve Security ROI

Investing in a guard tour system is not just about accountability; it also brings financial benefits and a higher return on your security investment.

Reduced Labor & Supervision Costs

With automated tracking and reporting, supervisors spend less time reviewing logs or micromanaging teams.

Lower Risk of Incidents or Lawsuits

Real-time alerts and proof of presence reduce liability. If something goes wrong, you have a complete audit trail to protect your business.

Faster Incident Handling

Guard tour systems streamline communication. Guards can report issues faster, and supervisors can respond immediately, preventing damage or escalation.

Higher Client Retention

Clients want to know they’re protected. Providing transparent reports, patrol summaries, and real-time updates helps build long-term trust and repeat business.

The 24% of business leaders reporting an increase in physical security incidents in 2023, with over half indicating they were more worried about crime, is published in American Security Force’s article.

Final Thoughts

A guard tour system is more than just a tool to track your security staff, it’s a smart investment in your company’s reliability, safety, and professionalism. From solving missed patrols to enabling real-time guard tracking, these systems transform how security teams operate.

Whether you manage a hospital, a warehouse, a residential complex, or a commercial office, choosing the right system can reduce risks, save costs, and boost your service quality

If you haven’t hopped on the bandwagon of advancing your security services company yet, Novagems Guard Tour System can be your best bet! With all the features we discussed above, our software will help you ensure better performance and productivity of your security guards. It will also help you keep your guards and clients safe from uncertain threats. Get in touch with us to get such a system for your security company. We will be happy to assist you!