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Candidate onboarding that stands up to inspection.

Guardgate simplifies the onboarding compliance process, with an accurate and defensible audit trail - all powered by AI.

  • Cut follow-up admin by up to 80%
  • Onboard candidates faster
  • Instant audit readiness
Up to 80%
less admin time
Faster
candidate completion
Audit-ready
evidence trail

Candidate onboarding

3 of 5 steps complete
Personal details
Complete
Right to work
Complete
SIA licence
Waiting on upload
Employment history
Not started
Final review
Not started

For compliance and onboarding teams in security and high-trust roles.

Audit trail by default

Actions and decisions are time-stamped and attributable.

Mobile app that guards will actually use

Short steps, clear progress, and uploads that work properly on a phone.

Works with your existing checks

Keep your providers. Guardgate handles the chasing, gaps and evidence trail.

This is how GuardGate simplifies onboarding.

Requirements are defined

Every guard follows the same structured onboarding path with clear checkpoints.

Progress is tracked

Each check, document, and response is logged against the guard's record.

Completion is deliberate

No one is cleared without review, approval, and a recorded trail.

What changes with Guardgate

Your team stops chasing

Guardgate runs the follow-ups across WhatsApp and email, then escalates only what needs a human decision.

Candidates complete faster

Short, mobile-first steps, with nudges on the channel they actually respond to.

Audits get boring again

One record per person. Every request, upload, check and sign-off logged and easy to export.

Engage with candidates where they actually reply

Most candidates live on their phone. GuardGate uses a dedicated AI employee to handle WhatsApp communication on your behalf.

The AI sends requests, reminders, and follow-ups, linked to the correct guard and the correct requirement. When something needs judgement, your team can step in and take control of the conversation.

Candidates still complete onboarding in the GuardGate app. WhatsApp is used for structured nudges and document requests, with every exchange captured back into the candidate record.

  • AI-led WhatsApp communication tied to each onboarding requirement
  • Escalation to your team when review or judgement is needed.
  • Full conversation history stored in the guard's record
  • Convenience without losing control of the audit trail

Guardgate records what was requested, when it was sent, and when it was completed. Your evidence trail stays intact.

All information, available in one place. Instantly.

Evidence pack preview

One record per person, structured for export.

Export pack
Candidate
Role
Site / client

Right to work

On file

SIA licence

Current

Proof of address

Verified

Gaps & notes

Resolved

Audit log

Time-stamped actions for one candidate.

Timeline
  1. 09:14

    Invite sent to candidate.

  2. 09:27

    SIA licence uploaded via app.

  3. 09:41

    Proof of address approved.

  4. 10:03

    Employment gap note added and reviewed.

  5. 10:18

    Final sign-off recorded.

Admin workload

Illustrative hours per 50 candidates.

Before / after
Before GuardgateAdmin-heavy
With GuardgateMore structured

Focus shifts from chasing paperwork to reviewing exceptions and signing off.

Illustrative preview. We baseline your workflow and show the before/after.

Evidence you can stand behind

  • Single record per person across documents, checks and decisions
  • Time-stamped actions and sign-offs
  • Exportable evidence pack for audits and client requirements

Frequently asked questions

Want to see it on your workflow?

We map your current process and baseline admin time. Then we show what it looks like when chasing is automated.

Get a walkthrough