Late reports, missing details, and zero visibility into what’s happening on-site can cause real problems fast. Security teams need more than a digital form, they need security incident reporting software that’s actually made for field work.

Here’s what that looks like:

• Mobile-first tools: Guards can file reports from their phones while they’re still on post, not hours later when they’ve already forgotten what happened.
  
• Live visibility for supervisors: Clock-ins, incidents, and patrols show up in real time, so back-office teams don’t have to guess what’s going on.
  
• Centralized reporting: Every incident is logged in one place, searchable and ready for audits or client reviews.
  
• Built-in compliance tracking: Licenses and certifications don’t expire without warning. With the right tools, you’ll know what’s missing before it becomes a problem.
  
• Real-time messaging: Radios and group texts get replaced with team-wide updates and direct messages tied to posts and shifts.

This article walks through five security reporting software options that help solve these problems. We’ll start with Belfry, a full platform made for guard teams, then break down other tools that might fit depending on your size, setup, and day-to-day needs.

TL;DR: Top 7 security incident reporting software for guard teams

1. Belfry: Best all-in-one tool for guard reporting, scheduling, and real-time team visibility
2. Resolver: Best for structured incident tracking and compliance workflows
3. THERMS: Best for teams that want flexible, security-first reporting
4. TrackTik: Best for integrated reporting, scheduling, and patrol tracking 
5. Donesafe: Best for mobile-friendly, customizable incident reporting
6. Silvertrac: Best for guard companies that need incident reporting with basic tour tracking and client access
7. OfficerReports: Best for simple mobile reporting and daily activity logs without added complexity

1. Belfry: Best all-in-one tool for guard reporting, scheduling, and real-time team visibility

Belfry helps guard companies run tighter security operations by giving them one system to handle reports, track activity, schedule shifts, manage compliance, and keep teams in sync — all in real time.

It’s built for the jobs your guards and supervisors are doing every day, with tools that make reporting faster, scheduling simpler, and client updates easier to manage.

Here’s how Belfry supports your day-to-day:

• Mobile-friendly incident reporting: Guards use templates on their phones to submit reports right away — no delays, no second-guessing what to include.
  
• Live dashboards for supervisors: You can see who’s on-site, view shift activity, and follow up without needing a call or text.
  
• Centralized reporting hub: All your incident reports and logs are in one place, ready when clients or auditors ask.
  
• License and cert tracking: Built-in reminders and record-keeping keep your team compliant without spreadsheets or sticky notes.
  
• In-app messaging and announcements: Everyone stays on the same page with direct messages and site-wide updates tied to posts and shifts.

When you’re ready to roll it out, we’ll walk your team through setup and help you configure Belfry to match your company’s needs. 

Want to see how Belfry can support your team? 

Schedule a Free Belfry Demo. 

Let’s take a look at some of Belfry’s features and how they support your team:

File incident reports directly from the mobile app

When reports are written hours after the fact or skipped entirely, important details get lost. Belfry makes it easy for guards to report incidents on the spot using pre-built templates on their phones.

Here’s how it helps:

• Faster reporting: Guards can submit reports as soon as the incident happens
  
• Cleaner data: Templates guide officers to include the right info every time
  
• No delays: Reports appear instantly in the Bell Tower dashboard for review
  
• Client-ready: Reports are professional, organized, and ready to send

Guards start by opening the Belfry app and picking the kind of report they need to file — whether it’s a broken gate, a suspicious person, or an injury on-site. The app loads the matching template automatically, so they don’t have to scroll through options or remember what details to include. There’s space for incident numbers and checkboxes if police or EMS got involved.

You can build different templates for each client, post, or job type, which keeps reporting consistent across the board. Once the report’s filled out and submitted, it pops into the Bell Tower instantly. Supervisors can read it, approve it, and route it wherever it needs to go. If the officer doesn’t have service, the app holds onto the report and uploads it as soon as the signal’s back.

See guard activity and site status in real time

Belfry gives supervisors a live view of all guard activity across every site, right from the Bell Tower dashboard. You’ll see patrol updates, shift statuses, incident logs, and location data, all in real time.

Here’s how it helps:

• Real-time status updates: Know who’s clocked in, on break, late, or off-site
  
• Live incident feed: See what’s been reported and where, as it happens
  
• Full site overview: View activity by site, post, or officer to spot issues fast
  
• Trackable dispatches: Follow assignments from dispatch to completion

From the Bell Tower dashboard, you can open the Activities tab to see which guards are active and what they’re doing, like accepting a post order, clocking out late, or finishing up a patrol. If something’s off, you’ll spot it right away without needing to call or ask for updates.

You can also use the dispatch dashboard to track jobs in progress. Each one shows up with a status like pending, accepted, on-site, or completed. If a job is stalled or skipped, you’ll know exactly where it dropped off and who to follow up with. 

Keep all incident reports in one place

When reports are scattered across folders, inboxes, or random drives, it’s a pain to find what you need. Belfry stores every incident report, log, and update in one searchable dashboard, so you can pull up records fast and send them out with zero hassle.

Here’s how it helps:

• Centralized records: Every report is logged and stored in the Bell Tower
  
• Searchable dashboard: Filter by site, guard, date, or report type
  
• Audit-ready logs: Clean, time-stamped history of every submission
  
• Quick exports: Download reports for clients or insurance with just a few clicks

From the Bell Tower dashboard, you can search through reports using filters like client name, location, or date range. You’ll see full incident histories tied to each site, including who filed the report, when it was submitted, and what actions were taken.

Need to share something with a client? Just select the report and export it as a PDF. Everything stays organized and easy to access — no chasing down emails or trying to piece together a timeline after the fact.

Schedule a free demo to get a walkthrough on Belfry’s features.

2. Resolver: Best for structured incident tracking and compliance workflows

Resolver works well for teams that need structured incident management software to handle a high volume of incidents with detailed logs for audits and reviews. It’s built more for desk-based security operations than field patrols, but it’s solid for documentation-heavy environments.

Key features

• Custom workflows for incident types and escalation steps
  
• Detailed investigation tracking with attachments and timelines
  
• Reporting tools for compliance reviews and trend analysis

Pros

• Flexible setup for compliance-heavy workflows
  
• Great audit trails and documentation tools
  
• Strong fit for corporate or institutional security teams

Cons

• Not mobile-first, better for office use than field reporting
  
• Setup and training can take time
  
• Doesn’t include live GPS or patrol tracking

Pricing

Resolver does not share its pricing publicly. Instead, you can request a quote.

3. THERMS: Best for teams that want flexible security-first reporting

THERMS is a lightweight, security-focused reporting tool that works well for smaller to mid-sized companies. It’s designed specifically for guard operations, with mobile-friendly features and a simple setup.

Key features

• Incident reports, daily activity logs, and site-specific forms
  
• Mobile app for reporting, patrols, and clock-ins
  
• Flexible report builder for client-specific documentation

Pros

• Made for physical security teams
  
• Easy to set up and start using
  
• Good balance of features without being bloated

Cons

• Less advanced scheduling and dispatch tools
  
• Limited client-facing dashboard options
  
• Not ideal for complex multi-site operations

Pricing

THERMS offers a 14-day free trial, then plans start at $45 per month for up to 5 users.

4. TrackTik: Best for integrated reporting, scheduling, and patrol tracking 

TrackTik is one of the more established platforms in the guard industry, combining incident reporting with patrol verification, scheduling, and client reporting. It’s a strong fit for larger teams that need everything in one place — but may feel overwhelming for smaller operations.

Key features

• GPS and tour tracking for mobile patrols
  
• Incident reporting with photo and video attachments
  
• Scheduling, dispatch, and timesheet management
  
  

Pros

• Covers most back-office and field needs in one system
  
• Trusted by many mid- to large-size security firms
  
• Offers client portals and automated report delivery
  
  

Cons

• Interface feels outdated compared to newer tools
  
• Setup and onboarding can take time
  
• Support and customization options can be hit or miss

Pricing

TrackTik offers custom pricing based on company size and modules. You’ll need to book a demo to get a quote.

5. Donesafe: Best for mobile-friendly, customizable incident reporting

Donesafe is a flexible safety management platform that works well for teams that need mobile access and customizable forms. It’s not built specifically for guard operations, but it fits teams that want a reporting tool they can tailor to different job types or environments.

Key features

• Mobile reporting with custom form builder
  
• Centralized incident logs with real-time syncing
  
• Follow-up tools for assigning corrective actions

Pros

• Easy to customize reports for different use cases
  
• Works well on mobile devices
  
• Strong documentation and compliance features

Cons

• Lacks real-time dashboards for guard tracking
  
• Not built for shift-based or patrol-focused teams
  
• Can take time to configure for security-specific needs

Pricing

Donesafe offers custom pricing. You can request a quote.

Honorable mentions

These tools didn’t make our top five, but they may still be worth a look depending on your company’s size, needs, or tech stack. Check out:

6. Silvertrac: Offers reporting, guard tours, and client portals for small to mid-sized security teams.

7. OfficerReports: Provides easy-to-use mobile tools for incident reports, daily logs, and inspections.

Best software for incident reports at a glance

Choosing the right tool depends on how your team operates — whether you're focused on field reporting, compliance, or managing multiple job sites. Here’s a quick side-by-side look at the five platforms we covered:

What can security incident reporting software do for your team?

Good software doesn’t just replace paper, it helps your whole operation run smoother and faster. Here’s what that looks like on the job:

• Cleaner reporting: Officers submit reports from their phones using the right templates, so nothing gets missed.
  
• Faster response: Supervisors see issues as they happen and act without delay.
  
• Stronger oversight: Live dashboards and patrol tracking keep you in the loop without chasing updates.
  
• Simpler compliance: Licenses, logs, and certifications stay organized and audit-ready.
  
• Less admin work: Reports, shifts, and messages all live in one place — no double entry or scattered tools.

Frequently asked questions

What is security incident reporting software?

It’s a tool that helps guard companies capture, organize, and manage incident reports in one place. It replaces paper forms, scattered emails, and manual follow-ups. 

How is this different from a security guard monitoring system?

Reporting software tracks what happened, while guard monitoring systems and security incident management tools show where guards are and what they’re doing. Some tools, like Belfry, combine both into one platform.

Will this work for smaller guard companies?

Yes, many of these tools are designed to support teams of any size. They help smaller companies stay organized without extra admin work.

What is incident tracking software?

It’s a system that helps teams record, manage, and review incidents across different sites. For security companies, this means fewer missed reports and a clear history of what happened, when, and where.

Can I use this on my phone in the field?

Most security incident reporting platforms include mobile apps for guards to report from the post. This means reports get done faster and with fewer errors.

What you can do now to get started

Whether you're looking to fix reporting issues or get better visibility across your sites, we can help you manage your incidents more easily. Here are a couple of simple ways to take the next step:

• Check out our interactive demo: See how Belfry works and talk to our team about your current incident reporting and scheduling setup. We’ll show you how to reduce missed reports, stay on top of compliance, and keep your team connected.
  
  
• Check out our blog: We share practical advice on managing guard teams, avoiding compliance lapses, and improving field reporting — all written for busy operations managers.

Interested in seeing how Belfry can improve your daily security operations? Schedule a free Belfry demo today.