The right security incident management software, like Belfry and Resolver, keeps everything organized and ensures quick responses by providing automated alerts and escalation workflows. This guide breaks down the essential features to have, and how to pick the best one for you.

In this article, we’ll cover: 

• What incident management software is 
• How it can improve response times
• 10 essential features and benefits
• Top 5 incident management tools
• Choosing the right software for your team
• Top incident management software in 2025

Let’s start by discussing what this software is.

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What is security incident management software?

Security incident management software helps security teams keep track of incidents, respond faster, and stay organized. This software is useful for handling physical security issues like trespassing, vandalism, or workplace disturbances.

Incident management software gives everyone the information they need to stay ahead of problems instead of just reacting to them.

For example, a security guard at an office building spots someone trying to sneak into a restricted area. Instead of jotting down notes on paper or making a delayed phone call, they log the incident into the software. The system alerts the rest of the team instantly, tracks what happens next, and creates a report for future reference.

The instant alerts allow dispatchers or management to decide how to respond quickly. The incident logging creates records that the security team can refer to in case the situation ever occurs again, making informed decisions possible in the future.

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How does incident management software improve response times?

When an incident happens, every second counts. Security incident management software helps teams respond faster by cutting out delays, improving communication, and keeping everything in one place.

There are a few main features that help, including:

• Instant alerts: Instead of relying on phone calls or radio messages, the software notifies the right people immediately so that key responders get the info they need right away.
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• Real-time tracking: Dispatchers and supervisors can see what’s happening as it unfolds. This means they can assign the nearest guard, send backup, or adjust the response on the fly.
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• Faster decision-making: With access to past reports and patterns, teams can quickly figure out the best way to handle a situation instead of starting from scratch every time.
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• Automatic reporting: No more waiting for handwritten reports or verbal updates, everything is logged digitally, so teams can focus on handling the situation instead of paperwork.

For example, if a fight breaks out at an event, a guard can report it through the software, instantly alerting nearby security and management. Instead of scrambling to communicate, the team can respond in sync, stopping the issue before it escalates.

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Benefits of using incident management software

Security operations teams handle a wide range of incidents, from physical breaches to operational disruptions. The right incident management software can help them be more effective at their jobs. Here’s how:

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Faster resolution of both physical and digital incidents

When something goes wrong, whether it’s a security breach, an unauthorized visitor, or a server failure, getting the right information quickly can make all the difference. 

Incident management software keeps everything in one place, so teams don’t waste time digging through emails or paperwork. Instead, security, IT, and operations teams get instant updates, helping them respond faster and stop issues from getting worse.

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Improved communication across departments

Security incidents don’t happen in a bubble. A physical security issue might require IT support, while a cyber threat could need input from security managers. 

Security incident management software eliminates the back-and-forth by centralizing all communication, so teams don’t have to rely on scattered phone calls, texts, or emails. 

Everyone sees updates in real time, making it easier to coordinate responses without delays or confusion since everyone can be on the same page more easily.

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Easier compliance with industry regulations

Some industries like healthcare, finance, and corporate security have strict rules about how incidents need to be handled and documented. 

Instead of scrambling to put together reports when an audit happens, incident management software automates record keeping and keeps everything properly logged. 

With detailed timestamps, audit trails, and easy access to past incidents, teams can prove they followed the right procedures without the headache of manual paperwork.

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Enhanced incident visibility and tracking for audits

It’s hard to improve security if you don’t know what’s working and what’s not. Incident management software provides a clear, searchable record of incidents, making it easy to track patterns. For example, if a certain entrance keeps being used for unauthorized access, security can step up patrols or install new cameras. 

And when it’s time for an audit, having organized records makes it easy to show compliance and demonstrate proactive security efforts.

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Automatic reporting and documentation

Filling out reports manually can be time-consuming and easy to mess up. Incident management software automates the reporting process, making sure all the important details like timestamps, locations, and response actions are logged accurately. 

Security managers can quickly pull up reports whenever they need them, making incident reviews, compliance checks, and trend analysis much easier.

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Stronger risk management and prevention

Good security isn’t just about reacting to problems — it’s about preventing them in the first place. By analyzing past incidents, teams can spot vulnerabilities and make more informed security decisions. 

If a certain area keeps seeing unauthorized access, security can adjust patrol schedules, install better lighting, or tighten access control. Instead of just putting out fires, teams can stay ahead of potential threats!

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Easier coordination with law enforcement and emergency responders

When an incident requires outside help, like police, firefighters, or EMTs, having clear records makes collaboration smoother. 

Instead of relying on verbal explanations or messy notes, security teams can generate detailed reports instantly, giving law enforcement the full picture. This speeds up investigations and helps ensure everyone is working with accurate, up-to-date information.

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Less administrative workload for security teams

Security teams already have a lot to handle, and they don’t need the extra burden of paperwork and endless emails. 

By automating documentation, notifications, and follow-ups, incident management software lets security personnel focus on their jobs instead of getting buried in administrative work.

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Smarter decision-making with real-time data

Security supervisors and managers need good data to make good decisions. Whether it’s adjusting patrols, improving staffing levels, or updating emergency protocols, having access to real-time incident data helps teams adapt quickly. 

With a clear picture of what’s happening and where the biggest risks are, security teams can make informed decisions that improve overall safety.

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10 essential features of incident management software

Not all security incident management software is the same. The best systems go beyond basic reporting — they help teams respond faster, improve communication, and stay ahead of potential risks. 

If you’re considering a solution for your security team, here are some must-have features to look for:

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1. Centralized logging of incidents

A good incident management system should track everything in one place, whether it’s a physical security issue, an operational problem, or an IT-related incident. 

Having a centralized database makes it easy to log, review, and follow up on incidents without digging through scattered reports.

For example, if an unauthorized visitor tries to enter a facility, security can log the details immediately. If similar incidents keep happening, managers can spot patterns and adjust security measures accordingly. With all incidents stored in a single, searchable system, security teams stay organized and informed.

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2. Automated alerts and escalation workflows

Automated alerts ensure the right people get notified instantly. The system can also trigger escalation workflows, making sure serious incidents aren’t overlooked.

For example, if a security breach is reported, the software can automatically alert supervisors and dispatch a response team. If no action is taken within a set timeframe, the incident escalates to higher management. This eliminates delays and keeps incidents from slipping through the cracks.

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3. Detailed reporting for compliance audits

Security teams need clear, accurate records to prove they handled incidents properly. Incident management software helps provide those clear records, which are even more important for people working in industries like healthcare that have strict reporting standards.

A strong reporting system should:

• Capture key details like timestamps, involved personnel, and response actions.
• Provide audit trails to show how incidents were handled.
• Generate reports automatically, reducing manual work.

For example, if an organization faces a compliance audit, it can pull up detailed incident records in seconds instead of scrambling through paper logs. Having organized, professional reports also helps companies avoid legal trouble and work toward improving security policies over time.

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4. Integration with existing security and operational tools

Security teams use a variety of tools, from access control systems to maintenance tracking software. The best incident management software integrates with these security systems, making it easier to connect the dots.

With seamless integration, security teams spend less time juggling different systems and more time focusing on real threats.

For example:

• If a door alarm is triggered, the system can automatically log an incident and notify security.
• If a piece of equipment is damaged, the software can send a maintenance request alongside the security report.
• If an employee badge is flagged for unauthorized access, security can investigate immediately.

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5. Real-time dashboards for incident tracking

A well-designed dashboard gives security teams a live overview of ongoing incidents, response times, and trends. Supervisors can quickly see active incidents and their status, who is handling each case, and whether any incidents need urgent attention.

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6. Mobile accessibility for on-the-go reporting

Unfortunate as it is, security incidents aren’t isolated to one location — they happen everywhere. That’s why incident management software should have a mobile-friendly platform or app.

Such an app would allow guards to report incidents directly from their phones. They can also upload photos, videos, or voice recordings and receive real-time alerts no matter where they are.

For example, if a security officer notices suspicious activity while patrolling a parking lot, they can log the details instantly instead of waiting until they’re back at their desk.

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7. Incident categorization and prioritization

Because not all incidents are equally urgent, the software should automatically categorize and prioritize incidents based on severity.

For example:

• Low priority: A minor maintenance issue (like a flickering security light).
• Medium priority: A non-violent trespassing incident.
• High priority: A break-in or active threat.

With smart prioritization, security teams can focus on the most urgent issues first while still keeping track of less critical ones.

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8. Automated follow-ups and case management

Incident resolution doesn’t stop once the immediate response is over. The best systems track ongoing cases and send automated follow-ups until the issue is fully resolved.

For example, if an employee reports workplace harassment, the system can remind HR to check in on the case after a set timeframe. Or if a security breach requires additional investigation, the software can schedule a follow-up review to ensure nothing was missed.

This prevents incidents from being forgotten and ensures every case gets the attention it needs.

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9. Customizable user roles and access controls

Not everyone needs access to the same level of information, some sensitive data should only be accessible to those higher up on the ladder. Good incident management software allows companies to set different permissions based on roles.

For example, security officers may be able to log and update incidents but can’t edit past reports. IT staff can access cyber-related incidents but not physical security reports. And supervisors can review and approve reports before they’re finalized.

With customized access controls, companies protect sensitive information while still giving employees the tools they need.

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10. Trend analysis and predictive insights

A strong incident management system helps teams spot patterns and predict risks before they become bigger problems.

For example, if theft reports keep happening in a certain area, security can increase patrols or install additional cameras.

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How to choose the right incident response management software

The best incident management software depends on your organization’s specific needs, from the types of incidents you handle to how well the system works with your existing tools. 

Here are some key factors to consider when you’re deciding on the software to use:

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Can it manage multiple types of incidents?

Some security teams deal mostly with physical security issues, while others need to track IT and operational incidents as well. The best software should be able to handle all types of incidents in one system, making it easy to log, track, and analyze data across different categories.

For example, if a security team at a large facility needs to report a workplace injury, a cyber threat, and a broken access gate, they shouldn’t have to use three different systems.

The exception to this rule, of course, is if you’re working in a niche industry. For example, if your organization is often concerned about health, environmental, or workplace safety, you may benefit from incident management software that focuses more toward environmental events.

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Does it integrate with your existing tools?

Your security team probably already uses tools like access control systems, ticketing platforms, maintenance software, and communication apps. Instead of forcing employees to switch between multiple systems, look for incident management software that integrates with the tools you already use.

For example:

• If a door alarm goes off, the software should be able to pull data from your access control system to check if it was a false alarm or an unauthorized entry.
• If an IT issue is logged, the system should connect with your IT ticketing platform so security and IT teams can coordinate more easily.
• If a security incident requires immediate response, the system should be able to send alerts through existing communication tools like Slack, Teams, or SMS.

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Are the workflows customizable?

Different types of incidents require different response processes. A theft might need an immediate security response, while a broken security camera could follow a standard maintenance workflow. 

The best software allows you to customize workflows to match your security team’s specific processes.

Look for features like:

• Automated workflows that trigger the right response based on the incident type.
• Customizable forms and reports so teams can log incidents with only the relevant details.
• Role-based permissions to control who can view, edit, and approve different types of reports.

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Can it scale with your organization?

As your organization grows, your security needs may become more complex. If your organization is growing, investing in scalable software now can save you from having to switch systems later.

Ask yourself questions like:

• Can the system handle an increasing number of incidents without slowing down?
• Does it allow for multiple locations and departments to log and track incidents?
• Can new features or integrations be added as your needs change?

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How easy is it to use?

Even the most advanced software is useless if your team struggles to use it. Look for a system that is intuitive, easy to navigate, and requires minimal training. 

Some good signs of user-friendly software include:

• A clean and simple dashboard that makes incident tracking straightforward.
• A mobile-friendly design, so security teams can report incidents from anywhere.
• Clear reporting tools, so managers can quickly pull up insights without digging through complicated menus.

A great way to test ease of use is by requesting a demo or free trial before committing. Let your security team try it out and give feedback — they’ll be the ones using it daily, so their input is invaluable.

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Does it provide useful insights and analytics?

The right software should help your team spot trends, identify weak points, and improve security over time.

For example:

• If certain locations keep experiencing unauthorized access, you can adjust security measures.
• If reports show a pattern of equipment failures, maintenance schedules can be updated.
• If a high number of false alarms are logged, teams can investigate and improve detection methods.

Good incident management software doesn’t just store data, it helps teams make smarter decisions based on that data.

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Top 5 incident management tools

Keeping security incidents under control is all about having the right tools in place. Whether it’s tracking on-site incidents, managing security teams, or making sure visitors don’t slip through the cracks, a solid incident management system can make all the difference. 

It’s important to remember that incident management tools aren’t a one-size-fits-all solution. Some tools are tailored for certain industries, while others are more focused on cybersecurity or provide a broader solution that can benefit entire security operations.

Here’s a look at some great options that help security teams stay on top of things:

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1. Belfry

Belfry is an all-in-one security management platform that, while not exclusively an incident management software, offers you a broad and comprehensive view of your security operations.

At Belfry, we offer a desktop solution and a mobile app that work together to make security management easier. Our mobile app allows security guards to submit incident reports with evidence attachments. Two-way messaging also allows you to get communicate with your guards easily so you can speed up response times.

Features

Belfry offers many helpful features, including:

• Streamlined incident reporting: The Belfry mobile app allows guards to capture and document incidents in real-time using detailed forms with attachments for evidence, ensuring accurate documentation for incident management.
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• Seamless communication: Communicate with your guards and dispatchers easily using the Belfry mobile app’s instant messaging feature.
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• Licensing compliance: Input and track your guards’ licensing and certifications along with their renewal dates. Belfry will notify you when the renewal dates are coming up so you can make sure your guards stay on top of their licenses.
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• Customized reporting for data-driven decisions: Belfry allows you to tailor reports for various needs, whether for client updates, incident documentation, patrol activities, or compliance status.

Ideal users

As an all-in-one security solution, Belfry is ideal for security firms or agencies looking for a tool to reduce administrative work and help their guards be more efficient at their jobs. 

It’s also a great option for businesses looking to manage their own security teams in-house, as Belfry also offers everything needed from scheduling to timekeeping and payroll management.

Pricing

Book a demo to get your custom price.

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2. Resolver

Resolver’s incident management software is a cloud-based solution designed to help organizations efficiently record, track, report, and manage incident data. It gives teams the tools to log incidents in real time, assign follow-ups, and generate reports with just a few clicks.

This AI-enhanced software makes it possible for users to spend less time on repetitive work by automating and optimizing security workflows.

Features

Resolver offers many helpful features, including:

• Secure reporting portals and hotlines: Allows you to offer employees secure and confidential options for incident reporting.
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• Automated incident reporting processes: Resolver makes it possible to capture all relevant details automatically in a standardized way, improving incident tracking accuracy overall.
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• AI-enhanced triage: The system automatically sorts, prioritizes, and assigns incidents based on their urgency and type.
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• Data-driven insights and decisions: Resolver offers customizable reporting dashboards that show key metrics to help you identify patterns and trends. This data also allows you to do an in-depth analysis to identify underlying causes behind risks and incidents so you can make proactive measures.

Ideal users

Resolver is ideal for organizations with complex security operations that need strong reporting and investigation tools.

Pricing

Resolver pricing is available upon request.

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3. Everbridge

While it’s often associated with emergency notification, Everbridge offers a robust platform for managing a wide array of incidents. It excels in communication, coordination, and task management during critical events.

Features

Everbridge incident managment features include:

• Incident logging and reporting: Everbridge’s multi-step workflow with custom prompts ensures accuracy in great detail. There is also an incident journal to capture additional details that were not included in the report.
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• Administrative tools: Everbridge allows access control for multiple user roles including incident administrators, incident operators, and data managers, allowing each role different permissions within the software.
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• Incident-specific communications templates: Allows users to send memos based on phase of notification (whether new, update, or close). Includes predefined messages and delivery settings.

Ideal users

Everbridge is great for large enterprises that have multiple locations. It also works well for businesses prioritizing business continuity, regulated industries, and government and public sector agencies.

Pricing

Everbridge pricing is available upon request.

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4. Benchmark Gensuite

Benchmark Gensuite is an integrated, cloud-based Environmental, Health, Safety, and Quality (EHSQ) management software suite. One of its core components is its incident management capabilities, where the focus is on tracking, investigating, and preventing incidents. Gensuite also puts an emphasis on safety and compliance.

Features

Gensuite offers a variety of features, including:

• Standardized reporting: Gensuite allows standardized reporting for a variety of incidents, from injury to illnesses, covering it all the way to resolution.
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• Integration with other systems: This software easily integrates with medical, worker’s compensation, and occupational health systems for a more comprehensive case tracking process.
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• Data analytics: Gensuite produces regulatory reports and site metrics to provide helpful information that can guide future security decisions.

Ideal users

Gensuite is a great option for companies working in industries where environmental, health, and workplace safety is of great concern. Companies with a strong focus on risk management and regulatory compliance may also benefit.

Pricing

Gensuite pricing is available upon request.

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5. Donesafe

Donesafe is an integrated cloud-based platform designed for managing safety, risk, and compliance. It provides a centralized system for tracking incidents, managing risks, ensuring compliance, and improving overall safety performance.

Features

Donesafe has many helpful features including:

• Software options and modules: Donesafe is unique in that it offers various software solutions and modules, including incident management, so you can create a solution that suites your organization’s needs specifically.
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• Quick and simple incident reporting: Incident logging can happen in as quick as thirty seconds, where users can describe the what, who, where, and when. They can also tag people involved and upload photo or video evidence. Once logged, management immediately receives a notification.
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• Use anywhere: Donesafe works on any browser or mobile device, online and offline.
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• Customizable workflows: This software allows you to configure workflows while layering in automation, streamlining the reporting process while linking to other modules within Donesafe.

Ideal users

Donesafe is a great choice for companies who need an integrated platform for managing risk, safety, and compliance.

Pricing

Donesafe custom pricing is available upon request.

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Belfry is more than security incident management software

Security incident management software is a vital tool for managing a wide variety of incidents and helping businesses and security firms with improving their operations overall. And while some businesses may benefit from niche software that suits their needs, others may benefit more from solutions that help them in many different ways.

Belfry offers a comprehensive solution that helps teams enhance collaboration, ensure compliance, and improve response times. It’s more than just incident management software, it also helps with reducing administrative work and making security personnel more efficient at their jobs.

Here’s how:

• Simpler scheduling: Belfry offers automated scheduling features that allow you to assign shifts based on factors like officer certifications and training, as well as site requirements. This enables you to make sure that shifts are covered with the right people for the job.
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• Improved officer accountability: Track your officers with GPS to confirm they’re at their posts. Get geofencing alerts if guards leave their designated areas.
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• Easier compliance: Belfry allows you to track, schedule, and manage your officers’ training and certifications. You can also get automated alerts for renewal deadlines.
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• Streamlined incident reporting: Guards can use the Belfry mobile app to capture and document incidents in real time with detailed forms. They can also attach evidence if needed.
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• Tailored reports: Whether for client updates or for auditing, Belfry allows you to create tailored reports with the metrics you need, with automated routing to deliver reports to the relevant people.

Want to know how Belfry can elevate your security operation? Request a demo today.