What a Client Actually Asks For When They Ask You to Prove the Patrol Happened

The question rarely arrives as "prove it". It arrives as a line in a tender document, or a phone call on a Monday morning after something went missing over the weekend.

"Can you send us evidence the patrols were carried out?"

What the client is asking for is narrower than it sounds, and it is worth being precise about it, because the answer decides whether you win the contract or spend a fortnight rebuilding a paper trail.

What they are actually asking

Strip out the procurement language and a client wants four things:

1. That someone was there. A named individual, not "a guard".
2. When. A time they can cross-reference against an incident, a delivery, a camera clip.
3. Where, specifically. Not "the site" — the loading bay, the fire exit on level 3, the server room door.
4. That the record was made at the time, not written up afterwards from memory.

The fourth is the one that decides it. Everything else can be produced after the fact by someone with a pen and a good memory of roughly what happened, and every client procurement team knows that.

What a paper patrol sheet can and cannot prove

A signed patrol sheet is not worthless. It shows intent, it shows a route was defined, and in most disputes nobody is actually accusing anyone of fraud.

But held up against those four questions, it answers the first two weakly and the fourth not at all. The times are written by the person whose work they describe. A sheet completed at 06:00 for a shift that ran from 22:00 looks identical to one filled in hourly. There is no way to tell them apart from the document, which means there is no way for your client to tell them apart either.

Then there is retrieval. When the request is "the last six months for the north gate", a folder of sheets means someone spends a day with a photocopier — and the delay itself reads as doubt.

What changes with NFC checkpoints

NFC checkpoints are physical stickers fixed at the locations that matter on a site. A guard taps their phone against the sticker as they pass. The scan is recorded automatically with a timestamp and the guard's ID.

The difference is not that the record is digital. It is that the record is made by being in the right place. A scan cannot be produced from the office at the end of a shift, which is precisely the gap a paper sheet leaves open.

In practice that gives you:

• Scan history per checkpoint — every guard, date and time recorded at that tag, with any notes the guard added at the time of the scan.
• Checkpoint visits attached to the patrol report automatically, each with its exact timestamp. No manual entry, and nothing for a supervisor to transcribe.
• A "last scanned" column across your checkpoints, so a tag that hasn't been visited recently surfaces on its own instead of being discovered by the client.

That last one is the part firms tend to underrate. Most of the value is not in answering the evidence request — it is in knowing, before the client does, that the north gate hasn't been walked since Thursday.

Worth saying plainly what this is and isn't: it is tamper-resistant proof of presence at a point, at a time, by a named guard. It is not footage, and it does not capture a photograph at the point of scan. If a bid asks for visual evidence, checkpoint scanning is not the answer to that part of it.

Where this sits in TacDesk

TacDesk is patrol, incident and workforce software for UK security companies. NFC checkpoint scanning is part of it, sold as the Enhanced Patrols (NFC) add-on — £99/month on TacStarter and TacPro, and included as standard on TacCommand.

Being straight about the free tier, because it matters here: TacFree is free forever for up to 10 guards, and it does not include NFC checkpoints. What it does give you is GPS clock-in and clock-out, incident reports, a Digital Occurrence Book, site instructions and rota — timestamped digital records instead of a paper file, which answers the first two questions on that list properly and is a long way ahead of a folder. Checkpoint-level proof is the paid add-on.

What to do about it

Under 10 guards? Start on TacFree. It costs nothing, there is no card and no trial clock, and it gets your occurrence book and your incident reports out of paper today.

→ Start free at tacdesk.co.uk/signup

10 guards or more, or you have a bid asking for checkpoint evidence? Book 30 minutes and we'll go through your actual sites and what your clients are asking you to evidence.

→ Book a demo

Paid plans start at £79.98/month — see current pricing. No setup fee, no contract.

The desk the big contractors have, priced for a firm your size.

#SecurityIndustry #ManGuarding #SIA #PatrolManagement #UKSecurity

Related Articles

• → The 7 ACS Compliance Criteria Explained
• → Digital vs Paper Compliance: Why Spreadsheets Are Killing Your ACS Score
• → How to Prepare for an ACS Audit: A Practical Checklist

Explore all TacDesk features · View pricing