Incident reports with photos, filed before the guard walks away
A digital daily occurrence book your officers will actually fill in — and a report your client can read without ringing you for an explanation.
The gap between what happened and what got written down
An officer deals with something at 02:40. They mean to write it up. The shift gets busy, they finish at 07:00, and the note gets made from memory in the last ten minutes — or not at all. Three weeks later a client solicitor asks what happened, and the honest answer is that nobody quite remembers.
Report from the phone at the scene and that gap closes. Two minutes, three photos, done — while the officer is still standing in front of the thing they are describing.
What goes into a report
Structured enough to be useful, short enough that a tired officer will finish it.
- Incident type from a list you define — trespass, damage, theft, fire alarm, medical, fault, refusal.
- Photos taken in the app, so they cannot be swapped for older images.
- Time and GPS attached automatically at the moment of the event.
- Site, checkpoint and shift linked, so it sits in the right patrol timeline.
- People involved and any vehicle or crime reference numbers.
- Action taken and who was notified, including police or client contacts.
- Severity, which drives who gets alerted and how fast.
What happens on your side
Instant notification
The control room sees the report the moment it is submitted, with photos and position attached.
Escalation by severity
High-severity types email nominated managers automatically. Everything else waits for the daily review.
Searchable occurrence log
Every entry, every site, every officer — filter by date, type, client or keyword in seconds.
Client-ready PDF
A formatted report with photos, ready to forward without editing or re-typing.
Patterns you can act on
Twelve trespass reports at the same fence line in a month is a conversation about fencing, not about guards.
Locked audit trail
Submitted reports cannot be altered. Follow-ups are added as new entries with their own time stamps.
Writing incident reports that hold up
Good reporting is a training issue as much as a software one. What we tell customers to drill into their officers:
Facts before opinions
"Male, approx 6ft, dark hooded top, left through the north gate at 02:44" is evidence. "Looked like a troublemaker" is not, and it can undermine the rest of the report.
Photograph the context, not just the damage
Three photos beats one: the wide shot showing where it is, the mid shot showing what happened, the close-up showing the detail. Insurers ask for exactly this.
Write it there and then
A report filed at the scene at 02:42 carries far more weight than the same words typed at 06:55. The time stamp is part of the evidence.
Log the non-incidents too
A delivery at an odd hour, a door found unlocked, a light out over the yard — these are the entries that turn out to matter later. That is what the daily occurrence book is for.
Incident reporting questions
A daily occurrence book is the running log a security officer keeps of everything notable during a shift — arrivals, deliveries, faults, visitors, alarms and incidents. Traditionally it is a hardback notebook kept in the gatehouse. A digital DOB does the same job but is legible, time-stamped, searchable and impossible to lose.
A description, the incident type, the site and exact location, photos taken on the spot, the people involved, actions taken, and anyone notified. Time and GPS position are attached automatically, so the officer does not have to remember them.
Immediately. Submitting a report pushes a notification to the control room, and you can set specific incident types — assault, fire, break-in — to alert nominated managers by email as well.
Yes. You can email a formatted PDF report to a client contact as soon as it is approved, or batch them into a weekly summary. Many customers set high-severity types to send automatically and keep the rest for the weekly pack.
Digital records with reliable time stamps, GPS positions and photographs are considerably stronger evidence than a handwritten note. Records cannot be edited after submission, and every entry carries the identity of the officer who made it — which is exactly what insurers and solicitors ask for.
Yes. Set up the incident types and fields your contracts require, so an officer on a construction site is not wading through fields that only apply to retail.
The report and its photos are saved on the device and upload automatically as soon as signal returns. The original time of the event is preserved, not the time of upload.