Key takeaways
- One group per site, named the same way everywhere.
- Members: guards working the site, supervisor or office, and optionally the client.
- Pin post orders, emergency contacts and access notes at the top.
- With CGuard Pro, off-duty guards can't read site groups and fired guards are removed instantly.
- Keep scheduling and internal topics in separate internal groups.
Most security companies start with one big WhatsApp group for everyone, then add groups as problems appear, until nobody knows which group a report belongs in. Site groups fix this with a simple rule: every site has exactly one place where its information lives. This guide walks through the setup step by step, from naming to membership to what to pin.
Why site groups matter
Site groups matter because security work is organized by location. Each site has its own post orders, client, access instructions, risks and history. When reports for ten sites go into one group, guards miss the instructions that apply to them, supervisors can’t find past incidents and the client sees nothing useful.
A group per site also limits exposure: a guard who works two sites sees two sites, not twenty. The general pattern is described in site groups: one chat per location, and companies running many locations will find more in coordinating teams across multiple locations.
One group per site
Set the structure before you invite anyone:
- List your active sites and decide which need a group. Very small or occasional posts can share a regional group.
- Pick a naming rule and stick to it, for example “Client – Site – City”: “Northgate – Tower B – Austin”.
- Create one group per site inside your company team.
- Create a few internal groups alongside: supervisors, scheduling, announcements.
- Plan for limits. C Chat currently allows up to 30 groups and 50 members per team; split by region or branch if you have more.
Who belongs in each group
| Member | Why | Notes |
|---|---|---|
| Guards working the site | They report and receive instructions | Only while they are assigned |
| Site supervisor or office | Responds, escalates, approves | At least one per group |
| Client contact | Receives updates, makes requests | Optional; set rules first |
| Relief or mobile patrol | Covers breaks or checks | Add when they cover the site |
Keep the group small. Every extra member adds noise; the guide on reducing notification overload explains why this matters on night shifts. Agree basic conduct in the group too, using work chat etiquette as a starting point.
Where the client is a residential building, the group often includes the front desk or concierge; see condo front desk, security and board in sync.
On-duty access with CGuard Pro
Manual membership is the weak point of site groups: guards change sites, swap shifts and leave the company, and someone has to keep every group up to date. The CGuard Pro integration removes that work:
- Each site group includes the guards on duty, the office and the client.
- Guards who are off duty can’t read the site group.
- Guards who are fired are removed instantly from every site group.
That keeps a site’s information with the people working it right now. Details are on the CGuard Pro integration page. Security companies using CGuard Pro can also audit groups and security-related chats with guards and the office.
Pinned post orders and contacts
Every site group should have a short set of pinned messages that a guard on their first shift can read in two minutes:
- Post orders summary: the five things that matter most at this site.
- Emergency contacts: local emergency number, client contact, supervisor, maintenance.
- Access notes: doors, keys, alarm panel location (never alarm codes in chat).
- Report format: what, where, when, action taken, photo.
Update pins when something changes and say so in the group. Reporting to the client from these groups is covered in client reporting for security companies.
How C Chat helps
C Chat gives security companies team workspaces with groups, owners and admins, and invitations by link, QR code, WhatsApp, SMS or email. Guards can send text, photos, videos, files up to 25 MB, voice notes and their location, or a one-tap 🚨 alert to the site group. Messages are protected with TLS in transit and AES-256 at rest with per-organization keys. Team owners and admins can audit and export group conversations, while direct messages between people stay private. Clients can follow their site in C Chat or in the Mi Seguridad app.
If your guards still rely on radio, the guide on moving guard communication from radio to chat shows how to run both during the transition. For a wider view of the market, see secure messaging for security companies and guard communication apps compared.
Getting started
Set up three sites first: name them, add members and pin the four messages. Run them for two weeks, then copy the pattern across. Create your team at getcchat.com/c; see pricing and limits.
Frequently asked questions
Why use one chat group per site?
Because each site has its own post orders, contacts, client and risks. A group per site keeps every report, photo and instruction for that location together, makes handovers easier and ensures people only see the sites they actually work.
Should the client be in the site group?
Often yes, if the client wants real-time updates and the group has clear rules. Some firms prefer a separate client group per site and keep the guard group internal. Decide per client, and write down what gets posted where.
How do I stop off-duty guards from reading site chats?
With the CGuard Pro integration, C Chat handles this automatically: guards can read a site group only while on duty there. Without the integration, a supervisor has to manage membership manually as schedules change.
How many site groups can I create in C Chat?
On the current free plan, each team can have up to 30 groups and 50 members, and one account can belong to up to 5 teams. Larger companies often split teams by region or branch.