CRM & Workflow Automation for Security & Guarding Companies | IN ONE CRM
IN ONE CRM for security & guarding

CRM & Workflow Automation
for Security & Guarding Companies.

IN ONE connects control rooms, patrols, incidents, clients and sites in one system – with clear timelines, SLAs and WhatsApp updates instead of scattered logs and spreadsheets.

See a Live Security Control Room View
Watch how a call-out, incident and client update move across one client & site spine.
Fewer missed incidents
Cleaner SLAs & reports
Happier clients & estates
Control room teams
See all alerts, call-outs and escalations in one live view, with clear ownership for every step – from alarm trigger to client feedback.
Guards & response
Give guards clear tasks, digital occurrence books and simple WhatsApp updates that automatically log against the right site and client.
Management & clients
Report on SLAs, incidents and patrols per site, contract and region – with full timelines when a body corporate or client asks “what happened?”.
Sites & contracts

One spine per client and site – not five different systems.

IN ONE acts as the “memory” of your security contracts: who the client is, which sites you protect, what you agreed, and what has actually happened on the ground.

Instead of juggling a contract file, a control-room sheet and a billing spreadsheet, IN ONE keeps a joined-up record for every client and site:

  • Site profiles with contacts, risk notes, maps and special instructions.
  • Contract details: service type, SLAs, rates and renewal dates.
  • Linked incidents, patrols and call-outs on a single timeline.
  • Clear handover notes between shifts and branches.

When a client calls in, your team can open one record and see the full picture – not scramble across emails, WhatsApp groups and paper OB books.

Incident logging & follow-up

From first alarm to final report – every step captured.

IN ONE turns your incident process into a clear, repeatable workflow – so you can show exactly what happened, when, who responded and how it was closed out.

For security companies, “what did we do and when?” is a daily question – from clients, insurers and internal management. IN ONE helps you answer it confidently:

  • Standardised incident types with required fields and checklists.
  • Photos, videos, voice notes and documents attached to the incident spine.
  • Escalation rules for high-risk sites, VIP clients or repeated events.
  • Automatic generation of branded PDF reports for clients and insurers.

Because every step lives on the same timeline, your control room and management teams can review a night’s events without stitching together six different systems.

Patrols & response

Patrols, call-outs and WhatsApp updates that actually line up.

IN ONE helps you coordinate guards, vehicles and clients without losing the human touch – and without sacrificing traceability.

Patrols & OB logs
Digital occurrence books for every shift.

Replace illegible books and missing pages with structured patrol logs tied to sites and guards.

  • Planned patrol schedules per site and route.
  • Quick logging of checks, exceptions and photos via mobile.
  • Exception reports per shift, site and region.
Call-outs & escalations
The right team gets the right alert.

Use workflows to make sure every alarm, panic or phone-in has a clear owner and next step.

  • Dispatch rules based on site, time and risk profile.
  • Escalations to supervisors if SLAs are about to be breached.
  • Internal notes and instructions logged, not lost in chats.
WhatsApp & client comms
Client updates your team can stand behind.

Turn WhatsApp into a professional communication layer – not a side-channel you can’t audit.

  • Branded incident summaries and status updates per incident.
  • Broadcasts for “all residents” when estates need urgent info.
  • Chat history linked to the client & site record for later review.
Billing, call-outs and renewals – all tied to the same data.
When your operations run through IN ONE, billing and renewals become a natural output – not a separate headache at month-end.
  • Fixed monthly fees linked to active contracts and sites.
  • Call-out charges triggered from actual incidents and response logs.
  • Renewal reminders ahead of contract end dates with full performance history.
  • Export-ready summaries for accounts, clients and body corporates.
Questions from security companies

IN ONE CRM & automation for guarding and response.

Does IN ONE replace our control room software and radios? +
IN ONE sits around your existing tools as the “spine” that tracks clients, sites, incidents and tasks. Radios, alarms and cameras still do their job – IN ONE keeps the record of what happened, who responded and how it was closed out. Over time we can integrate where it makes sense.
Can we start with a few sites or one branch only? +
Yes. Many security companies start with one high-profile client, estate or region. Once the workflow is stable and the reporting looks right, we roll the same pattern out to more sites without re-inventing the wheel each time.
Is it complicated for guards and control room operators to use? +
We design screens and workflows around how security teams actually work: clear lists of what needs doing now, simple forms for logging, and minimal typing. The complexity – routing, escalations, reporting – lives behind the scenes in IN ONE.
What about POPIA and sensitive incident data? +
IN ONE helps you respect consent, need-to-know access and audit trails. You can limit which teams see which sites, log exactly who accessed what, and keep a timestamped history of messages and reports shared with clients and residents.

Want to see your security operation on a single live spine?

Book a short demo and we’ll walk through your current control room, patrol and incident process – and show how IN ONE can connect it into one CRM, one workflow engine and one reporting source.

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