Incident register and reports
Guards and the office record anything unsafe or wrong with its type, severity, place, people, vehicle and photos or videos. Each incident has an owner, a follow-up date and a police reference, and ends with a printable report.
PLANSScale only
The problem it solves
- A theft is noted in the guard's diary and nobody follows it up.
- The security head hears about a serious incident two days later.
- When the police ask for details, the photos are on a guard's phone that has left.
- Nobody can say whether incidents at the site are going up or down.
How it works
- The guard opens Incidents on the guard web page or the Guard app. They pick the type and how serious it is, and write one line on what happened.
- They add where and when (this gate and now, if left empty), the details, the people and the vehicle involved. They add photos or videos and press Send to the office.
- High and critical incidents reach the managers at once. The office opens Visitors > Gate > Safety > Incidents and clicks Start Review.
- The office sets the owner and the Follow Up By date and writes the actions taken. The guard who reported it is told at each step.
- Action Taken, then Close with the resolution; Dismiss for a report that needs no action; Reopen if it comes back.
- Print the Incident Report for the police or the client. The pivot and graph count incidents by month, type and severity.
Everything it does
The incident
- Number, title, type: Theft, Trespass, Damage, Fight / Disturbance, Medical, Fire, Suspicious Person, Vehicle, Lost / Found, Maintenance / Safety Hazard, Noise, Other
- Severity: Low, Medium (the default), High, Critical
- When, where, gate, description, people involved, visitor involved, vehicle
- Photos and videos, uploaded while the report is written
- Reported by and whether a guard or the office reported it
Follow-up
- Statuses: Reported, Under Review, Action Taken, Closed, Dismissed
- Owner, Follow Up By date, actions taken, police / complaint reference, resolution
- Actions must be written before Action Taken, and the resolution before Close
- Overdue past the follow-up date: the owner gets a to-do (checked daily)
- Blacklist Visitor: puts the visitor involved on the blacklist with the incident as the reason
From other parts of the system
- A guard's panic alert: Write Up Incident, linked both ways
- An issue found on a patrol round: one tap to an incident
- Goods held at the gate on a gate pass: written up in the same step
Reports and media
- Filters: Open, Overdue, High / critical; group by type, severity, status or month
- Incident Report (PDF): the facts, follow-up, police reference, resolution and the count of photos and videos
- Pivot and graph by month, type and severity
- Media deleted a set number of days after closing (0, never, to start with); Keep Media holds them, for a police case for example
- Older photos move to the media storage; Configuration > Media Storage shows the space used
Who uses it
GuardReports incidents with photos from the gate or the Guard app, and follows what the office did.
Security managerIs told of serious incidents at once, reviews, owns follow-ups and closes them.
ReceptionEnters incidents reported by phone and writes up alerts and patrol issues.
Facility headReads the monthly analysis and prints reports for clients or the police.
Where you use it
- Web: Visitors > Gate > Safety > Incidents, and the Incident Report from the print menu
- Guard web page and the Guard app: Incidents, with Scan plate for the vehicle. The app is built and in testing, not in the app stores yet
- Not on the host portal or Host app: hosts report problems through complaints, not the incident register
What you control
Settings
- Delete incident media after (days): 0, never
- Keep Media on an incident: off; on keeps its photos and videos for good
Notifications
- Serious Incident: a high or critical incident, to reception and VMS managers at once. App notification and in the app, and the first of WhatsApp, SMS or email
- Incident Update: to the person who reported it when the office reviews, acts, closes or dismisses it; app notification and in the app, and email
- Overdue follow-ups: a to-do for the owner
Questions
Can a guard attach a video?
Yes. Photos and videos are added while the report is written, from the guard web page or the Guard app.Who is told about a fire or a theft?
High and critical incidents go to reception and the VMS managers at once. Lower ones wait in the register for review.Can we keep the evidence for a police case?
Yes. Tick Keep Media on the incident and its photos and videos are never deleted, whatever the retention setting.Can we see trends by month?
Yes. The pivot and graph views count incidents by month, type and severity, and you can filter to high and critical.Which plan has the incident register?
Scale.Related features
SECURITY OPERATIONSGuard patrol rounds with QR and NFC checkpointsGuards walk set routes and scan a QR label or NFC tag at each checkpoint, with the phone's position, even without signal. Rounds are planned by schedule and duty rota, and missed, late or half-done rounds reach reception at once.GATE, KIOSK AND GUARD TOOLSGuard panic alertA guard holds one button for panic, medical, fire, intruder or other help. Every guard of the site and reception are alerted at once. Another guard presses I am responding, so the sender knows help is coming.WATCHLISTVisitor blacklist with manager overridePut a person on the blacklist with the reason, and they are stopped at every gate and at the kiosk. Only reception or a manager can let them in, and only with a written reason. Every attempt is logged with the gate, the guard and the time.SECURITY OPERATIONSEmergency broadcast and muster listSend one emergency message to staff, guards, hosts and the visitors inside, on every channel at once. It shows on the apps, the gate screen and the kiosk until the all clear. Print a muster list of everyone inside for the roll call.VEHICLES AND GOODSMaterial gate pass with returnable itemsStaff raise a gate pass for anything leaving the site. Once approved it carries a QR code and a six-digit code; the guard checks the items, lets them out or holds them. Returnable items stay open until they come back.GATE, KIOSK AND GUARD TOOLSGuard screen and Guard appOne screen shows the guard who is expected, who is waiting and who is inside. One box takes a pass code, a QR, a mobile number or a name. It runs in a browser on any computer, tablet or phone, and as the Guard app.
See it on your own gate.
Tell us how many gates you have, who comes through them and how visitors are approved today. We will show you SmartMy VMS set up that way.