Import clients and post sites into Guardix from a CSV file

A guard company that moves to new software starts with a list: every client and every post site. In Guardix you can import clients and post sites from a CSV file, using a template that Guardix provides, and any rows that fail are listed so you can fix them. Then each site is ready for its post orders, report forms and patrol checkpoints.

Key points#

• Clients and post sites can be imported from a CSV file, using a template that Guardix provides.
• Rows that fail the import are listed, so they can be fixed and imported again.
• Every new site starts with ready-made incident forms, such as Trespassing, Vandalism and Police Onsite, which can be edited.
• Post orders, report forms and patrol checkpoints are then set up for each site.
• Guardix does not import employees, shifts or schedules: officers are invited from the Employees page.

The problem it solves#

A guard company's client list often lives in a spreadsheet, an accounting tool or someone's memory. Typing dozens of clients and sites into a new system by hand is slow, and every typing mistake turns up later in a schedule, an invoice or a client report.

A CSV import puts the list in once. The template tells you which columns Guardix expects, so you can copy your data into it instead of guessing the format.

How the import works#

1. Download the template. Guardix provides a CSV template for clients and post sites.
2. Fill it in. Copy your clients and their sites from your spreadsheet into the template's columns.
3. Import the file. Guardix reads each row and creates the clients and sites.
4. Fix the rows that fail. Rows that cannot be imported are listed, so you can correct them in the file and import them again.

The list of failed rows matters. A file with a few bad rows does not leave you guessing which ones made it in.

What each new site starts with#

Once a site exists, it is ready for the work at that post.

Incident forms. Every new site starts with ready-made incident forms, such as Trespassing, Vandalism and Police Onsite. You can edit them, and you can build your own report forms from headings, text boxes, checkboxes, dates, times, signatures and file uploads, then choose which sites use each form.

Post orders. Managers write post orders for each post site, with formatted text and attachments, and assign them to chosen officers or to everyone at the site. Officers read and acknowledge them in the mobile app.

Patrol checkpoints. Each checkpoint belongs to a post site and is an NFC tag, a QR code or a GPS point. Managers download the QR codes from the web app, and in the manager mobile app they can write and register NFC tags or add a GPS checkpoint where they stand. Then guard tours can be scheduled for the site.

Clock-in area. By default, an officer outside the site's geofence (the area set around the site) cannot clock in. A company can relax this for the whole company, one site or one officer, and then clock-ins from outside are recorded and flagged.

What the client sees#

After the clients and sites are in, each client can be given access to the client portal. There they see their own sites and post orders, reports, the schedule, a live map of on-duty officers, time cards, invoices, requests and notifications. What each client sees is controlled by client roles.

What the import does not cover#

Guardix does not import employees, shifts or schedules, and there is no Excel import. Officers are invited from the Employees page, and shifts are built in the scheduler, as one-off or recurring shifts or from shift templates.

Plan your first week with that in mind: bring in the clients and sites first, invite officers next, then build the schedule by hand.

A simple order to set up#

1. Import clients and post sites from the CSV template, and fix any failed rows.
2. Invite officers from the Employees page.
3. Write the post orders for each site and assign them.
4. Review the ready-made incident forms and add your own report forms.
5. Add patrol checkpoints and schedule guard tours.
6. Give each client access to the portal, with the right client role.

Frequently asked questions#

Can I import my clients into Guardix?#

Yes. Clients and post sites can be imported from a CSV file, using a template that Guardix provides. Rows that fail are listed so they can be fixed and imported again.

How do officers and shifts get into Guardix?#

Guardix does not import employees, shifts or schedules, and there is no Excel import. Officers are invited from the Employees page, and shifts are built in the scheduler.

What does a new post site start with in Guardix?#

Every new site starts with ready-made incident forms, such as Trespassing, Vandalism and Police Onsite, which can be edited. Managers then add post orders, report forms and patrol checkpoints for the site.

Do clients see their sites after the import?#

Each client can be given access to the client portal, where they see their own sites and post orders, reports, the schedule and more. Client roles control what each client sees.