The Comparison
Excel + WhatsApp
vs. GuardEinsatz
Most security companies plan today with spreadsheets, messenger groups and paper. That works, until it doesn’t. The direct comparison.
Shift scheduling
A spreadsheet with version chaos: who has the current file right now?
One central schedule, live for everyone. Conflicts and double-bookings show up instantly.
Communicating changes
A WhatsApp group: important messages get lost between emojis, who actually read it?
Push notification straight into the employee app, sent to exactly the people affected.
Time tracking
Paper timesheets, often filled in from memory days later.
GPS check-in on site: accurate to the minute, verified server-side, visible in real time.
Approving hours
Retyping, recalculating, back-and-forth: every correction turns into an email loop.
Digital timesheets approved with one click, discrepancies are flagged.
Payroll preparation
Two days of manual work at the end of the month, transcription errors included.
Payroll export as CSV: done in minutes instead of days.
Night, Sunday & holiday bonuses
Calculating bonuses by hand, looking up public holidays per federal state yourself.
Every shift is automatically split into the tax-free tiers under §3b EStG, with a public-holiday calendar per federal state.
Availability & open shifts
A round of calls on WhatsApp: "Who’s free Saturday night?" and waiting for replies.
Availability is recorded in the system, open shifts are released for self-signup or application.
Working time accounts
Overtime/undertime tracked in a separate spreadsheet nobody maintains.
Target vs. actual with a running balance, leave and sick days are credited automatically.
§34a certificates & documents
Folders in a cabinet, expiry dates remembered by one person or on their own calendar.
A digital employee file with automatic alerts before documents expire.
Leave & sick notices
A word in the hallway, a note on the desk, a phone call on Sunday evening.
Request and approval in the app, the schedule automatically accounts for absences.
Privacy
Employee data and shift details in private chat histories: a GDPR risk.
DPA under Art. 28 GDPR, role-based access, private document storage.
Cost
Seemingly free, actually expensive: unpaid time spent searching, mistakes, frustration.
Free for up to 5 employees, plans from €99 per month: transparent and cancel monthly.
See the difference live.
In a free demo, we’ll show you the switch using your actual sites, no obligation, no credit card.