A guard tour system helps patrol security teams track patrols, improve accountability, and stay organized. They use advanced tech like Near-Field Communication (NFC), Radio Frequency Identification (RFID), and more so you can see where guards are and when they checked in last. 

In this article, we’ll cover: 

• What a guard tour system is and how it works
• Its key features and benefits
• How to choose the best system for your needs

Let’s start by defining what a guard tour system is.

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What is a guard tour system?

A guard tour system is a tool that helps track and manage security patrols. It helps patrol security teams be more accountable and efficient at their jobs. 

Essentially, guard tour systems are designed to confirm that security personnel complete their patrols as scheduled and follow assigned routes or checkpoints.

These systems are widely used across industries, including security companies obviously, but also in facility management and critical infrastructure, where it’s important to maintain a reliable patrol routine.

Nowadays, there are three main types of guard tour systems:

• Basic: These are the traditional systems that use RFID or iButtons manually placed at checkpoints. Guards carry a reader to scan these tags during their patrols. Data is stored on the scanner device and later uploaded to a computer for review. 
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• Online: These are advanced systems that allow for real-time data transmission. They can incorporate various technologies, including RFID, NFC, and GPS, to offer real-time patrol management. 
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• Apps: Like online systems, apps allow managers to monitor patrols live, receive instant alerts, and access detailed reports remotely. The difference is apps leverage the technology in everyone’s pockets — smartphones.

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Guard tour management software vs. guard tour system

The terms "guard tour system" and "guard tour management software" often get used interchangeably, but the truth is they aren’t exactly the same. Let’s explore the small differences below.

A guard tour system typically refers to the full setup, which includes both the hardware (like RFID or NFC devices, GPS trackers, or mobile devices) and the software that processes the data.

On the other hand, guard tour management software focuses solely on the digital side of things. It’s the platform or application that collects, stores, and analyzes patrol data. This software works in sync with the hardware, providing tools like real-time tracking, incident reporting, and performance analytics.

In short, the system is the complete package, while the software is one key component.

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How does a guard tour patrol system work?

We’ve established that guard tour patrol systems help teams organize and track patrols effectively. But how exactly do they work? Let’s take a look:

• Setting up patrol routes and checkpoints: Managers plan routes and assign checkpoints along the way. These checkpoints are placed manually and may use tools like RFID tags (like iButton), NFC stickers, QR codes, or GPS markers.
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• Security guards perform the patrols: Guards follow the assigned routes and visit each checkpoint during their shifts.
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• Guards scan the checkpoints to collect the data: Using a handheld device or smartphone, guards scan each checkpoint, logging the time, date, and location of their visits. This is how they stay accountable and show that they are performing their duties as expected.
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• Reports and real-time monitoring: The data collected when guards scan checkpoints gets uploaded to a centralized platform either at every stop or all at once at the end of the tour, providing managers with updates and detailed reports to review patrol performance and identify any gaps in security coverage.

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Manual vs. automated systems

Manual systems rely on verbal updates or paper logs. It’s easy and cheap, but can lead to incomplete data and delays. Because they rely on guards being responsible and accountable, you open yourself up to dishonesty and human error.

Automated systems use technologies like RFID, GPS, and cloud-based platforms for real-time tracking and accurate data collection. These systems also support data-driven decision-making by offering clear insights into patrol patterns and team performance. They cost more to install and run, but offer more accuracy and accountability for your roving guards.

Which should you use? If you want accurate data and patrol accountability, automated systems are the way. 

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Key features of a high-quality guard tour system

A high-quality guard tour system is adaptable to various needs and comes packed with features that make managing patrols easier. Here are some key features you can look for:

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1. Automated reporting

With automated reporting, you can wave goodbye to messy, time-consuming paper logs. A good system automatically collects and organizes patrol data, making it easy to review performance, track progress, and generate reports. 

For example, managers can quickly see which checkpoints were covered, when they were visited, and if there were any missed stops. This is especially helpful during audits or when providing clients with detailed security reports. Management can ask guards about why stops were skipped or missed, holding them accountable and making sure they do their jobs as required.

Another bonus of automated reporting is that it eliminates the risk of human error that comes with manual documentation.

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2. Mobile integration

Mobile integration means guards can use their smartphones or tablets for their patrols. They can scan checkpoints, report incidents, or update their progress using a device they’re already familiar with, no need to purchase expensive, specialized equipment. 

For example, a guard could scan an NFC tag at a checkpoint, snap a photo of an issue (like a broken lock), and submit the report instantly. This saves time, makes the system more accessible, and simplifies operations for the entire team.

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3. Cloud-based accessibility

When a guard tour system is connected to the cloud, managers can access patrol data anytime, anywhere. Whether you’re at the office, traveling, or even at home, you can monitor activity, review reports, or respond to alerts in real time. 

For example, if a checkpoint is missed, a manager can log in remotely to see what went wrong and take immediate action. This flexibility is especially useful for multi-site security operations or businesses with a mobile management team.

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4. Customizable checkpoints

Every site has unique needs, and a high-quality system should adapt to them. Customizable checkpoints let you tailor patrols to match the specific requirements of different locations. 

For instance, checkpoints in a warehouse might focus on entry doors and fire exits, while a residential patrol might include parking lots, stairwells, and common areas. This flexibility ensures the system fits seamlessly into any job, whether it’s a small office building or a massive industrial complex.

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5. Scalability

Your security needs might start small, but they can definitely grow over time. A good guard tour system should grow with you. 

For example, if you’re managing a handful of guards now but plan to expand to multiple sites, the system should handle more users, devices, and locations without breaking a sweat. 

Cloud-based systems are particularly useful for scalability since they often support unlimited users and can adapt to larger operations easily.

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6. Real-time monitoring and alerts

Real-time monitoring keeps managers in the loop while patrols are happening. Instant alerts notify you of missed checkpoints, delays, or incidents, so you can respond quickly. 

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Benefits of implementing a security guard tour system

A guard tour system isn’t just about tracking patrols — it’s about making security operations more effective and reliable. These systems offer a range of benefits that improve how guards perform their jobs, how incidents are handled, and how managers oversee their teams. 

Here’s what makes them so valuable:

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1. Increased accountability

A security guard tour system keeps guards accountable by providing a clear record of patrol activities. By logging checkpoints and time stamps, it’s easy to verify that guards are completing their assigned routes as planned. 

This increased accountability reduces the chances of guards skipping duties or accidentally missing checkpoints as they go through their route.

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2. More efficiency

With a guard tour system, patrols become more organized and easier to manage. Routes and schedules can be planned in advance, and guards can follow their assigned tasks without confusion. 

Automated tools, especially mobile apps, can make for clearer communication between guards and managers to reduce miscommunications and delays.

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3. Improved safety

Real-time updates and alerts improve how quickly teams can respond to incidents. If a guard encounters an issue, they can report it immediately through the system, triggering an instant notification for the management team. 

Management can then act fast and mount an appropriate response, so that issues like environmental hazards or suspicious loitering can be addressed before they become bigger problems.

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4. Better compliance

If your industry or clients have specific security rules to follow, a guard tour system can make it easier to stay on top of them. Tour systems automatically create detailed patrol logs that can be used to show compliance during audits or reviews. 

This is especially helpful in industries like healthcare, utilities, or critical infrastructure, where you need to meet strict standards.

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5. Data-driven insights

Guard tour systems don’t just track patrols, they also provide valuable insights. The reports can highlight patterns, like areas where incidents happen more often or guards who might need extra training. 

With this information, managers can make smarter decisions to improve security and keep things running smoothly.

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How to choose the best guard tour system

Choosing the right guard tour system is all about finding something that works for your team now — and grows with you in the future. 

Here are the most important things to think about when deciding:

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Ease of use

The system should be simple for everyone to use, from guards to managers. If it’s confusing or hard to navigate, it could lead to mistakes or frustration. Look for something with an intuitive design, like a mobile app that lets guards scan checkpoints or report incidents quickly. 

For example, a system with clear instructions and easy menus can save you time on training and reduce the chances of your guards’ making mistakes.

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Integration with existing systems

If you’re already using tools for scheduling, incident reports, or access control, make sure the guard tour system can work with them. When everything syncs together, you can avoid double work and make things more efficient. 

For instance, if your scheduling software connects to the tour system, you can assign routes directly without hopping between programs. You can even make billing easier if the software tracks shifts and hours worked automatically.

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Cost and ROI

A cheap system might save you some money upfront but could lack features you’ll need later. Find one that fits your budget while offering solid benefits, like real-time alerts or detailed reports. 

For example, a system that reduces missed patrols or speeds up response times can improve client satisfaction and lower risks, making it a worthwhile investment in the long run.

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Customer support and training offered by the vendor

Even the best system can be frustrating without good customer support. Look for a vendor that offers training for your team and is there when you need help. 

For example, vendors who offer live demos, clear tutorials, and quick support can make all the difference when you’re starting out or troubleshooting. 

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Scalability for future growth

Your guard tour system should be ready to grow with your business. Whether you’re hiring more guards, covering larger areas, or managing additional sites, the system should handle it all without needing a complete upgrade. 

For example, a cloud-based system that supports unlimited users and devices is perfect for adapting to bigger operations down the line.

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Why Belfry’s guard tour software is the best choice

We’ve talked about how a modern guard tour system is essential for improving patrol efficiency, guard accountability, and overall security operations. Good systems should offer real-time updates, mobile integration, scalability, and long-term ROI. That’s where Belfry comes in.

Belfry is an all-in-one security management platform that can track and monitor your guards as just one of its features. 

Here’s how it can help you improve your operations:

• Simplified scheduling: Reduce gaps in your security coverage thanks to Belfry’s automated scheduling features that assign shifts based on offer certifications and training as well as site requirements.
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• GPS tracking and geofencing: Belfry’s real-time GPS tracking features help you monitor your roving guards to make sure they’re performing their assigned tours. Geofencing alerts notify you if they leave the designated area.
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• Improved accountability: Besides GPS tracking, Belfry also offers NFC-based guided tours to help you verify that guards complete their assigned rounds. Activity logging provides you with real-time updates to ensure they perform their duties as expected.
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• Easier incident reporting: Belfry’s mobile app allows your roving guards to send their incident reports digitally, keeping you up-to-date on things they see during their tours. They can also attach any evidence if needed.
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• Instant communication: Communicate with your guards using the technology that is right at their fingertips — their phones. Belfry’s mobile app also offers instant messaging, allowing your guards to get in touch with you as needed, no matter where they are.

See how Belfry’s integrated platform can help you make your patrol security operations more efficient. Schedule a Free Demo Today.