Security guard reporting software, from the first photo to the approved PDF

The report that shows up three days late

Every security company knows this one. Something happens on a night shift, the guard writes notes on whatever paper is in the booth, and the incident report reaches the office days later without the time, the witness's phone number or the name of the police officer who came. Then the client calls. Security guard reporting software closes that gap: the report is written on the spot, on the phone the guard already carries, and the office has it as soon as it is submitted.

GuardChek's reports were built inside a working security company, so the forms follow how security paperwork actually works, not how a software vendor imagines it.

Incident report software that asks the right questions

The incident report walks the officer through what a client, an insurer or the police will ask for later. It starts with the incident type (theft, assault, trespass, vandalism, medical, suspicious activity, property damage or other), the date and time, and where it happened. Then come the names and contact details of victims, suspects and witnesses; whether police were called, and if not, why; police names and badge numbers; and fire truck and ambulance numbers. The officer covers the who, what, when, where, why and how and what they did about it, attaches photos, video or audio, and signs the report. Every report records when and where it was made.

Because the form asks for each detail, the guard does not have to remember the list at the end of a long shift, and you can make any field required. For writing the narrative itself, our free incident report template with filled-in examples shows what a good one reads like.

Twelve report types, plus your own

Incidents are the reports clients remember, but most of a guard's paperwork is routine. GuardChek has twelve report types built in: daily activity reports (post and shift, special instructions, post items received, observations, relieving officer), incident reports, field inspections, maintenance reports, parking violations, service reports with start and end of shift and a signature, truck logs with seal numbers and dock tracking, visitor logs, pass-on logs for the relieving officer, post orders with site contacts, arrest reports and, on Growth and up, car inspections. Guards file all of them from the GuardChek app on iPhone and Android, and the office can enter one on an officer's behalf.

Need a report nobody else has? Build your own report types from text, number, date and time, dropdown, yes or no, checkbox, photo, video, audio and signature fields, and they appear next to the built-in ones. You can also mark fields required or hide them, report type by report type. On Enterprise, our team builds fully custom reports to your exact specification.

Saved as they type, sent when there is signal

Reports save as the guard types, so a half-written report is still there when the guard comes back to it. Guards can dictate instead of typing, and write and read reports in their own language. In basements, parking garages and rural yards, the app keeps working without signal and sends the report when coverage returns.

Approved by your office, shown to clients your way

Every submitted report reaches the office as pending, with a report number assigned automatically. Each person in the office chooses how they hear about new incident and arrest reports: on the alert bell only, by email the moment one is filed, or in a summary email. A supervisor reads the report, edits it if something needs fixing, and approves or rejects it. Drafts in progress are kept separate, and old reports can be archived.

On plans with the client portal (Growth and up), you decide what clients see. Each site has a default: clients see reports only after you approve them, see every report as soon as it is submitted, or see nothing until you switch a report on. Any single report can still be shown or hidden. Clients can sign off on reports in their portal, reports can go to clients by email automatically, and clients can get scheduled report summaries. Any report also downloads as a PDF.

Find any report fast

Filter reports by date range, site, report type, guard, status and author, or search them, and export them to Excel or CSV. Counts by report type sit at the top of the list, and Generate Report turns any filter into a bar chart of report counts by type that you can download as an image for a client meeting.

Arrests and bans, connected

Arrest reports cover the arrest details, the people accused and the hand-off to police. On plans with the banned subject database (Growth and up), an arrest report can create or attach to a subject record, so the next guard at any of your sites knows who they are dealing with.

Frequently asked questions

Which plans include incident reports?

Every plan, Starter included. Every built-in report type except car inspections comes with every plan, and so does the custom report builder. Car inspections (part of the HR suite) and the client portal come with Growth and up. See pricing.

Is there an incident reporting app for guards?

Yes. Guards file every report type from the GuardChek app on their own iPhone or Android, with photos taken on the spot. See the security guard app.

Does it handle daily activity reports?

Yes, it doubles as daily activity report software. The daily activity report covers the post and shift, special instructions, post items received, observations and the relieving officer, and it goes through the same approval as every other report.

Can clients see the reports?

Yes, on plans with the client portal (Growth and up). Set a default for each site, then show or hide any single report. Any report also downloads as a PDF you can send yourself.

Can we create our own report types?

Yes, on every plan. You build custom report types from ready-made field types, including photo, video, audio and signature fields, and guards and supervisors fill them in like any other report. On Enterprise, our team also builds fully custom reports to your exact specification.

Is there free incident report software?

Not from us: GuardChek has no free plan and no free trial. If you are still on paper, our free incident report template is a good start, and a live demo shows what changes when the report is on the guard's phone.

What if the guard has no signal?

The app keeps working without signal and sends the report when coverage returns, and reports save as the guard types.