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SoftClean GmbH
Building Trust and Accountability in Digital Security Rounds
Gerd Allmendinger, Managing DirectorSoftClean GmbH has built its expertise around addressing these practical challenges.
Through its Online Guard Control System (OWKS), the company provides security organizations with a digital platform that helps plan, monitor, and document security rounds. The solution is designed to support companies ranging from smaller security providers building their operations to large organizations looking to modernize established processes.
For SoftClean, technology is not only about replacing paper-based methods. It is about creating a reliable record of what happens in the field and giving security companies better control over their operations.
“Security providers need solutions that combine reliability, legal compliance, and ease of use. Our goal is to provide a system that supports their daily work while creating trustworthy documentation,” says Gerd Allmendinger, Managing Director, SoftClean GmbH.
Platform Built Around Real Security Challenges
Security companies today face several operational pressures. They must meet customer expectations, comply with changing regulations, protect sensitive information, and maintain accurate records of completed assignments. These challenges become even more significant when working with critical infrastructure, where requirements around data protection and IT security are especially demanding.
SoftClean’s OWKS platform addresses these needs through a modular web portal that enables digital and tamper-proof proof of object controls. The system records security rounds electronically, creating a clear overview of activities and allowing organizations to review information whenever required.
The platform combines multiple technologies to improve accuracy. NFCenabled checkpoints allow security employees to confirm completed inspections, while GPS positioning provides location-based verification. Once a checkpoint is scanned, information is transmitted to the web portal through mobile networks or WiFi, allowing administrators to access updated records.
This approach reduces uncertainty around patrol activities. Instead of relying on manual reports or delayed documentation, security companies receive structured data that shows when and where inspections took place.
Improving Patrol Management Through Automation
In everyday operations, OWKS simplifies the process of organizing security rounds. Administrators can create patrol routes, assign schedules, and define specific rules for different locations. Security employees then access their assigned tasks through the OWKS application.
When a patrol is due, employees can begin their assigned route directly from the application. By scanning NFC tags placed at control points, they receive confirmation that the checkpoint has been successfully completed. Any additional instructions or comments from administrators can also be delivered through push notifications, ensuring that employees have the required information before completing their tasks.
The system also supports employee safety. Through integrated functions such as a fall sensor, OWKS can detect potential emergencies during patrols. If an incident occurs, the system activates a configurable pre-alarm that allows the employee to cancel it if necessary. If confirmation does not occur, stored contacts or emergency service control centers can be notified through available interfaces.
For security personnel working alone, these features provide an additional layer of protection while allowing companies to respond faster when unexpected situations occur.
Protecting the Integrity of Security Data
Documentation is one of the most important aspects of security operations. Records must not only exist; they must be accurate and trustworthy. SoftClean designed OWKS with this requirement in mind.
The platform includes protective mechanisms that help prevent manipulation of security records. It reduces the possibility of employees using outdated images for documentation or making unauthorized changes to device information. Each recorded event remains connected to relevant data, including timestamps, locations, and control points.
Security providers need solutions that combine reliability, legal compliance, and ease of use. Our goal is to provide a system that supports their daily work while creating trustworthy documentation.
The system also allows employees to document incidents discovered during patrols. If they notice issues such as property damage or graffiti, they can capture photographs and add written descriptions. These details can then be transferred into the integrated guard log, where they are stored in a write-protected format.
This creates a complete record of security activities and incidents, helping companies evaluate operations and provide customers with clear documentation.
Meeting the Changing Needs of Security Companies
Customer expectations in the security industry continue to evolve. Organizations increasingly look for solutions that support compliance, integration, and operational flexibility.
SoftClean has developed OWKS with these requirements in mind. Customers value features such as secure data center locations, certifications including ISO 9001:2015 and ISO/IEC 27001:2022, and the ability to connect the platform with other systems, including customer portals, control room software, and HR solutions.
The company also focuses on practical requirements that directly affect daily operations. Offline functionality, form documentation, and tamper-proof bookings help security teams continue working in different environments while maintaining accurate records.
Rather than forcing customers into a fixed workflow, SoftClean focuses on adaptability. The platform can be adjusted according to different operational requirements, making it suitable for organizations with varying structures and security needs.
Real-World Example of Improved Security Operations
One example of OWKS implementation involved a large logistics center that needed better control over extensive warehouse areas and access roads. Before adopting the system, the organization faced difficulties monitoring multiple locations efficiently, which created gaps in security processes and made resource management more challenging.
With OWKS, the logistics center gained improved visibility into patrol activities. NFC technology and GPS tracking allowed security rounds to be recorded accurately, while automatic notifications helped ensure faster responses to incidents.
The implementation resulted in better coordination of patrols and more complete documentation of security activities. By having access to reliable information, the organization was able to improve the management of its security resources and strengthen overall operational control.
Customer Support as Core Strength
For SoftClean, software development is closely connected with customer relationships. The company provides direct support rather than relying on external call centers, allowing customers to communicate with people who understand the platform and its practical applications.
Customers also appreciate SoftClean’s approach to flexibility. The company handles device setup and repairs internally, allowing technical issues to be addressed efficiently. Feedback from users plays an important role in future improvements, with customer suggestions often influencing new features and modules.
“Our approach has always been to listen to customers and develop solutions around their requirements. When customers have new ideas or challenges, we look for ways to build those needs into the platform,” says Allmendinger.
Looking Toward the Future of Security Technology
SoftClean continues to explore new opportunities to improve its platform. One of the company’s current areas of focus is artificial intelligence. However, the company approaches AI development with careful attention to data sovereignty and responsible implementation.
Future projects include AI integration, expansion of the intervention module, and improvements to time-tracking capabilities. These developments are aimed at reducing administrative workloads and providing customers with additional tools for managing security operations.
SoftClean has been named Online Guard Control System of the Year in Europe 2026. The recognition highlights the company’s work in developing digital solutions that help security providers improve documentation, monitoring, and operational efficiency.
By combining practical industry knowledge with adaptable technology, SoftClean continues to support security companies in managing their daily responsibilities with greater clarity and confidence. Its OWKS platform reflects a simple idea: when security activities are recorded accurately and managed effectively, organizations can make better decisions and provide stronger protection for the people and assets they serve.
What Guard Control Systems Must Prove on Patrol
Security patrol software is often bought to prove that rounds happened, but evidence quality depends on how the system captures each checkpoint and what happens when a patrol deviates from plan. A scan that records only completion can leave gaps around location and timing. It can also obscure whether required tasks were missed. Buyers should examine whether the platform produces tamper-resistant records and ties activity to a specific point. The record must preserve enough context for later review without adding clerical work for guards. Supervisors also need a clear distinction between completed rounds and exceptions that still require action. The system should reduce the chance that staff can substitute old images or alter records after the event.
Coverage becomes harder when guards move through large sites, weak-signal areas or mixed indoor and outdoor routes. A usable guard control system must keep patrol work moving even when connectivity drops, then synchronize data once service returns. GPS and geofencing can add location context, while NFC gives a physical checkpoint that is harder to fake remotely. The key is how those methods work together. Executives should verify whether timestamps and location data are captured automatically. Control-point records should follow the same rule rather than depending on manual entry that adds friction during a round. Device behavior under weak connectivity should be tested before rollout because a patrol system loses practical value when field staff must improvise around the application.
“SoftClean GmbH’s offline capability supports patrol work when connectivity is unreliable, while tamper-proof bookings and write-protected documentation strengthen the audit trail.”
Incident handling deserves the same attention as checkpoint logging. Security personnel may need to acknowledge instructions or trigger an alarm without leaving the patrol workflow. Damage reports may also require photos and text at the point of discovery. A system that routes those records into a protected guard log can shorten the path from discovery to documentation. Buyers should look at lone-worker safeguards such as fall detection and configurable alarm escalation, especially where guards operate alone or across dispersed facilities. Alert logic should be configurable enough to distinguish a correctable pre-alarm from an event that requires an external response.
Back-office controls can determine whether the platform scales beyond a pilot. Patrols should be planned centrally and assigned by area, while supervisors monitor performance without assembling reports manually after every shift. Automated evaluations can help surface missed or incomplete rounds, while permissions and user assignments limit access to the right district or role. Integration matters where security data must pass into customer portals or control-room software. Links to HR systems may also be required. Data-center location and retention rules can become procurement requirements in regulated environments. Provider certification may carry additional weight when the system supports critical-infrastructure sites where IT governance is part of the purchase.
SoftClean GmbH’s OWKS records patrol activity through NFC-enabled smartphones. It sends control-point data and location information into its TimeScan Online portal, where patrol events can also be monitored. Its offline capability supports patrol work when connectivity is unreliable, while tamper-proof bookings and write-protected documentation strengthen the audit trail. Automatic evaluations can flag incomplete activity, and interfaces allow patrol data to connect with other business systems. The platform also supports configurable lone-worker protection, including fall detection and alarm escalation. Direct support and in-house device service add a defined service path around the software. For security providers that need traceable patrol evidence and controlled reporting, plus integration flexibility and lone-worker safeguards, SoftClean warrants a close evaluation.
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Online Guard Control Systems in Europe Info
Q1
What Are Online Guard Control Systems Used For?
Online Guard Control Systems assist security organisations in planning their patrols, checking that patrols have been completed and in maintaining a reliable record of all field activity. They take the place of the disparate paper based reporting that so many organisations currently have and provide digital documentation which can be reviewed by supervisors as and when required. By recording the visit to a checkpoint, the time of the visit and the location of the visit it becomes much easier to spot a missed round and to investigate an incident. A good system will also facilitate the scheduling of patrols, the reporting of incidents and the communication between the admin side and the field staff, enabling the organisation to maintain the requisite level of oversight without having to add any additional admin burden.
Q2
How Do Online Guard Control Systems Improve Patrol Accountability?
Online Guard Control Systems work by creating a verifiable record of guard patrols. NFC checkpoints confirm that the guard has been at the required location and GPS provides location data. The data is automatically transmitted so that supervisors can go through the completed rounds without having to wait for the guard to produce a report. This is particularly useful on large sites or where there are a number of inspection points as it eliminates the possibility of incomplete records and makes it far easier to assess performance. Buyers should look at how the timestamps, checkpoint scans and location data are captured and protected against tampering.
Q3
What Capabilities Should Security Organizations Evaluate Before Choosing a System?
When comparing Online Guard Control Systems, organizations should examine checkpoint verification, scheduling, incident documentation, offline functionality and data protection. The platform should allow administrators to assign routes, communicate instructions and review patrol completion. Photo evidence and written incident reports can help preserve details about damage or other problems discovered during inspections. Integration with existing control-room software, customer portals and HR systems may also matter. Reliable documentation, practical usability and safeguards for employees working alone are important considerations during evaluation.
Q4
How Does SoftClean GmbH Apply Digital Technology to Guard Control?
SoftClean GmbH develops Online Guard Control Systems through its Online Guard Control System, known as OWKS. The platform combines NFC-enabled checkpoints, GPS positioning and a web portal to record and monitor security rounds. Employees can access assigned routes through the application, scan checkpoints and document incidents with photographs and written descriptions. The system also includes offline functionality, write-protected reporting and configurable fall detection with alarm escalation. These features help security organizations maintain more complete patrol records while supporting personnel operating in the field.
Q5
How Can Online Guard Control Systems Support Security Operations Across Large Sites?
Online Guard Control Systems can be a real asset in terms of improving coordination when you've got a number of properties, warehouses or access roads to cover. Centralised scheduling enables the supervisor to effectively assign patrol routes. Digital checkpoints provide the evidence of the inspection having taken place. Automated alerts can assist with the speed of communication when an incident does need to be brought to the attention of the appropriate people. One example of this in action was a large logistics site who utilised SoftClean's OWKS platform to enhance their visibility across the various warehouse areas and access roads. The use of NFC, GPS and automatic alerts all contributed to better patrol coordination, more complete documentation and better management of the security resources.
Q6
Why Do Documentation, Support and Integration Matter in Guard Control Software?
Online Guard Control Systems must provide dependable records while fitting the operational requirements of the organizations using them. Secure data handling, system compatibility and responsive technical support can influence long-term usefulness. SoftClean GmbH holds ISO 9001:2015 and ISO/IEC 27001:2022 certifications and provides direct customer support, including in-house device setup and repairs. The company also incorporates customer feedback into product development. Its planned improvements include artificial intelligence integration, expanded intervention capabilities and enhanced time-tracking functions, with attention to data sovereignty and responsible implementation.
Company
SoftClean GmbH
Management
Gerd Allmendinger, Managing Director
Description
SoftClean GmbH develops digital security solutions that simplify patrol management, monitoring, and documentation. Its OWKS platform combines NFC, GPS, automation, and secure reporting features to help security companies improve operational visibility, compliance, and efficiency across diverse environments.
