While many people only think security guards are necessary for facilities where there is fear of theft or a break-in, those who are more in the know understand that this is far from the only purpose a security team can serve. A well-trained security workforce doesn’t just keep an eye out for intruders–in many instances, they play a crucial role in identifying and reporting safety hazards and other incidents.

When crucial safety data gets to the right people at the right time, it becomes much easier to maintain a safe working environment. And with the help of safety incident reporting software, your security guards have never been better prepared for this important part of their job.

What data is most essential?

While on-site incidents may vary in seriousness, there’s no denying that the more information your guard can provide, the easier it will be to resolve the problem. While your guards probably won’t need to submit extensive data or request assistance when a window is left open, there are other, higher-risk situations that require more detailed reporting.

In addition to supplying photos or video of the incident, security guards should file a thorough report that includes vital pieces of information, such as:

  • Any known circumstances that led to the incident
  • Time, date, and location of the incident
  • Injury or property damage reports
  • Statements from other witnesses
  • Action taken by the guard to resolve the issue
  • Potential risk for future incidents

While not every safety incident will involve serious injury to others–or even have additional witnesses, for that matter–a detailed report allows your security management team to relay important information to clients. This in turn will enable your clients to provide any additional instructions that are necessary for your guards to resolve the issue.

Most importantly, a detailed, organized safety incident report can make all the difference when a particular incident has legal ramifications for your client, their employees, or even your security team.

How does safety incident reporting software help?

While security guard companies once had to wait until the end of a guard’s shift to receive the full report regarding a safety incident, modern reporting software has enabled guards to submit information in real-time.

This is especially beneficial in situations where guards have not received prior instructions on how to deal with a particular safety issue. Real-time reporting software enables your guards to submit an incident report on the spot. Both the security management team and the client are then notified via email or text message. As a result, security guards can receive instructions much more quickly so they can resolve the issue before it becomes more serious.The old saying “A picture’s worth a thousand words” is especially relevant for safety incident reports. Modern safety incident reporting software also allows for the easy integration of photos and video recording in each report. By including this visual content in a report, it becomes significantly easier for your security management team or your client to recognize the exact nature of the problem–which ensures that you can provide accurate instructions to your security guard.

Safety incident reporting software also facilitates your guard’s ability to include all pieces of critical data. With specialized sub-forms for different types of incidents, your guards can provide the exact details that are needed for any type of incident. Easy-to-navigate menus ensure that crucial pieces of information aren’t left out. Better yet, the software’s customization options enable you to further adapt your incident reports based on the needs and priorities of each individual client.


While safety incident reporting was once a common stumbling block for security companies, today’s technological advances ensure that your guards are able to submit their reports with ease. By including the necessary data in a real-time report, your team will be better prepared to respond to unexpected events and provide the support your clients expect.