Incident reports and analysis
A resident's SOS, a guard's panic alert or a problem found on a patrol round becomes an incident in one step, linked both ways. Print the incident report for the police, the insurer or the general body, and count incidents by month, type and severity.
PLANSScale only
The problem it solves
- After a resident's SOS at night, the details are retyped from memory the next day, if at all.
- A guard finds a broken lock on the patrol round, and the problem stays in the patrol log with no follow-up.
- The police or the insurer ask for a written report and the office starts from a blank page.
- At the AGM, nobody can say whether thefts in the parking went up or down this year.
How it works
- The office opens the alert in Visitors > Gate > Safety > Alerts and clicks Write Up Incident. The type, severity, time, gate and note are filled in.
- For a problem found on a patrol round, the office opens the check on the round and writes it up as an incident. The checkpoint, time, note and photo are filled in.
- The incident is linked to its alert or patrol round both ways, and is followed up in the register like any other.
- Open the incident and choose Incident Report from the print menu to get a PDF.
- Switch the incident list to pivot or graph to count incidents by month, type and severity.
Everything it does
Written up from an alert or an SOS
- Write Up Incident on a guard's panic alert or a resident's SOS (Medical, Fire, Intruder, Lift stuck)
- Type from the alert: Medical, Fire, Trespass for an intruder, Other for the rest
- Severity: High for Panic, Fire, Intruder and Medical; Medium for the rest
- A high written-up incident sends the Serious Incident alert to the office managers
- One incident per alert; pressing it again opens the same one
Written up from a patrol check
- Title Patrol: and the checkpoint, with the guard's note
- Place, time, note and photo from the check; the round and the check are kept on the incident
- The round's history records the incident number
The printed report
- Incident Report (PDF): number, title, type, severity, status, when, where and gate, reported by
- People involved, visitor involved with mobile, vehicle, what happened
- Follow-up: owner, follow up by, actions taken, police / complaint reference, resolution, closed
- The alert it came from, and the number of photos and videos in the media storage
- Printed from the incident's print menu, with the time it was printed
Analysis
- Pivot: incidents by type and month
- Graph: incidents by month, stacked by severity
- Filters: Open, Overdue, High / critical, From residents; group by type, severity, status or month
Who uses it
Society officeWrites up alerts and patrol problems and prints reports.
Managing committeeReads incidents by month and severity for the AGM or the security agency's review.
Facility managerFollows written-up incidents to closure and checks repeat problems by type.
Where you use it
- Web: Visitors > Gate > Safety > Alerts (Write Up Incident) and Visitors > Patrolling > Rounds in the back office
- Web: Visitors > Gate > Safety > Incidents, with the pivot and graph views and Incident Report in the print menu
- Not on the resident portal or the Resident app: residents follow their own reports, not the analysis
- Not on the printed report: the flat and the photos themselves (the report gives their count)
What you control
Settings
- Nothing to set: write-ups, the report and the analysis come with the plan
Notifications
- Serious Incident: when a written-up incident is high, to the office managers at once; push, WhatsApp, SMS, email and in-app
- Incident Update: to whoever the incident lists as reporter when the office reviews, acts, closes or dismisses it; push, email and in-app
Questions
Does the written-up incident keep the resident's flat?
The SOS keeps its flat, and the alert is linked to the incident. The flat is not copied onto the incident by itself; the office adds it in the Flat field.Can a guard write up an alert?
The write-up is done in the back office from the alert or the patrol round, by the office. Guards report their own incidents from the guard page or the Guard app.Can we print several incidents at once?
Tick them in the list and choose Incident Report from the print menu. Each incident gets its own page.Can we see incidents by tower?
Add a custom group on Flat in the list, or search on Where. The ready-made pivot and graph count by type, month and severity.Which plan has it?
Scale. The incident register itself, for residents and guards, starts with Growth.Related features
SECURITY OPERATIONSIncident register for residents and guardsResidents and guards report a theft, damage or a hazard with photos or videos. The office gives each incident an owner, a follow-up date and a police reference. Residents follow their report and the office's answers.GATE, GUARDS AND KIOSKResident SOS to every guard and the officeA resident presses SOS on the portal or the Resident app, picks Medical, Fire, Intruder or Lift stuck, and confirms. Every guard and the society office are alerted at once with the flat, and the resident sees who is responding.GATE, GUARDS AND KIOSKGuard panic alertA guard holds one button for Panic, Assist, Medical, Fire, Intruder or Other. Every other guard of the society and the office are alerted at once, and the guard sees who is coming.SECURITY OPERATIONSGuard patrol rounds with QR and NFC checkpointsGuards walk set routes through the towers, basements and terrace. They scan a QR label or NFC tag at each checkpoint, even without signal. A round that is missed, late or half done reaches the office at once.MANAGEMENTPatrol duty rotaSay which guard walks which route and when, for one day or every week. Each planned round in that shift goes to that guard, and only they are reminded. The office can hand a round over, and late rounds are flagged.
See it set up for your own society.
Tell us how many towers, flats and gates you have. We will show you and your committee the resident app, the guard app and the office screens, set up that way.