---
title: Creating an Incident Report Template
description: This article will show the process of building an incident report template.
---

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# Creating an Incident Report Template

## This article will show the process of building an incident report template. 

To create an incident report, navigate to the **Incidents** tab:

![](https://university.guardhousehq.com/hs-fs/hubfs/image-png-Jan-12-2026-02-27-52-0124-PM.png?width=670&height=32&name=image-png-Jan-12-2026-02-27-52-0124-PM.png)

Then navigate to '**Actions**':

![](https://university.guardhousehq.com/hs-fs/hubfs/image-png-Jan-12-2026-03-39-18-8004-PM.png?width=670&height=71&name=image-png-Jan-12-2026-03-39-18-8004-PM.png)

Select 'Add / Edit Incident Templates':

![](https://university.guardhousehq.com/hs-fs/hubfs/image-png-Jan-12-2026-03-40-13-1210-PM.png?width=479&height=273&name=image-png-Jan-12-2026-03-40-13-1210-PM.png)

Click to '**Add New Form Template**':

![](https://university.guardhousehq.com/hs-fs/hubfs/image-png-Jan-12-2026-03-41-17-8454-PM.png?width=670&height=52&name=image-png-Jan-12-2026-03-41-17-8454-PM.png)

When creating a form template as standard on an incident report, it will generate with a Report ID (which the system will generate by default), Customer, Site, Site Address, Submitted By, Submitted On Date/ Time, and the License Number of the person submitting the form.![](https://university.guardhousehq.com/hs-fs/hubfs/image-png-Jan-12-2026-02-26-07-4215-PM.png?width=670&height=274&name=image-png-Jan-12-2026-02-26-07-4215-PM.png)

**NOTE:** For AU, the **Master Licence** is also captured by the system by default. The master licence can be added in **Organization \> Company \> Invoicing \> Invoice \> Invoice Details \> Licence #**. 

![](https://university.guardhousehq.com/hs-fs/hubfs/image-png-Jan-13-2026-12-55-33-5043-AM.png?width=670&height=335&name=image-png-Jan-13-2026-12-55-33-5043-AM.png)

When creating the form, you will be asked to input a **form name**. This will appear as selectable on the app for the guards and at the top of the form once submitted:

![](https://university.guardhousehq.com/hs-fs/hubfs/image-png-Jan-12-2026-03-45-43-6942-PM.png?width=670&height=91&name=image-png-Jan-12-2026-03-45-43-6942-PM.png)

You can then start building out questions. 

The answer type options are as follows:

![](https://university.guardhousehq.com/hs-fs/hubfs/image-png-Jan-12-2026-03-46-47-1175-PM.png?width=508&height=437&name=image-png-Jan-12-2026-03-46-47-1175-PM.png)

- **Date Picker:** This allows the guard to select a date, as the event date may differ from that of the form completion.

![](https://university.guardhousehq.com/hs-fs/hubfs/image-png-Jan-12-2026-03-50-11-1637-PM.png?width=670&height=90&name=image-png-Jan-12-2026-03-50-11-1637-PM.png)

- **Location:** This allows the guard to select the location of the incident. Please note that location options should be added under the **Location/Checkpoint** section of the site/s.

![](https://university.guardhousehq.com/hs-fs/hubfs/image-png-Jan-12-2026-03-50-54-6923-PM.png?width=670&height=91&name=image-png-Jan-12-2026-03-50-54-6923-PM.png)![](https://university.guardhousehq.com/hs-fs/hubfs/image-png-Jan-13-2026-12-36-54-5827-AM.png?width=670&height=303&name=image-png-Jan-13-2026-12-36-54-5827-AM.png)

- **Long Text:** This is a text box with a 1,500-character limit and is best used for narrative:

![](https://university.guardhousehq.com/hs-fs/hubfs/image-png-Jan-12-2026-03-52-00-6946-PM.png?width=670&height=92&name=image-png-Jan-12-2026-03-52-00-6946-PM.png)

- **Multiple Choice:** This allows multiple answers to be selected. A sub-question can also be added under each answer.

![](https://university.guardhousehq.com/hs-fs/hubfs/image-png-Jan-12-2026-03-56-12-0204-PM.png?width=670&height=171&name=image-png-Jan-12-2026-03-56-12-0204-PM.png)

 You can also choose to have this as an option for staff clocked in at the current time

![](https://university.guardhousehq.com/hs-fs/hubfs/image-png-Jan-12-2026-03-54-30-9412-PM.png?width=670&height=89&name=image-png-Jan-12-2026-03-54-30-9412-PM.png)

- **Number:** This allows you to build a series of question paths based upon the number selected within the answer, using sub-questions: 

![](https://university.guardhousehq.com/hs-fs/hubfs/image-png-Jan-12-2026-03-58-16-8441-PM.png?width=670&height=244&name=image-png-Jan-12-2026-03-58-16-8441-PM.png)

For example, if the above was answered as two people involved, two sets of the sub-questions would be generated for the individual completing the form

- **Person Description:** Generates a comprehensive template of personal identification, gender, race, hair colour, etc. This is editable information that can be customised based on your requirements:

![](https://university.guardhousehq.com/hs-fs/hubfs/image-png-Jan-12-2026-04-01-14-7608-PM.png?width=670&height=277&name=image-png-Jan-12-2026-04-01-14-7608-PM.png)

- **Photos:** This allows up to five photos per question to be added (you can have multiples of this question on one form):

![](https://university.guardhousehq.com/hs-fs/hubfs/image-png-Jan-12-2026-04-02-47-0752-PM.png?width=670&height=78&name=image-png-Jan-12-2026-04-02-47-0752-PM.png)

- **Signature:** Allows an e-signature on the form, which will be viewable in the downloadable PDF once submitted:

![](https://university.guardhousehq.com/hs-fs/hubfs/image-png-Jan-12-2026-04-03-58-3311-PM.png?width=670&height=88&name=image-png-Jan-12-2026-04-03-58-3311-PM.png)

- **Text:** This is free text capped at 200 characters and is best for short sentence answers:

![](https://university.guardhousehq.com/hs-fs/hubfs/image-png-Jan-12-2026-04-05-58-2487-PM.png?width=670&height=84&name=image-png-Jan-12-2026-04-05-58-2487-PM.png)

- **Single Choice:** This allows for single selection responses, with the option of sub-questions based on the answer picked. All question responses can have a selectable answer:

![](https://university.guardhousehq.com/hs-fs/hubfs/image-png-Jan-12-2026-04-08-20-8086-PM.png?width=670&height=138&name=image-png-Jan-12-2026-04-08-20-8086-PM.png)

![](https://university.guardhousehq.com/hs-fs/hubfs/image-png-Jan-12-2026-04-08-49-8591-PM.png?width=670&height=249&name=image-png-Jan-12-2026-04-08-49-8591-PM.png)

- **Time Picker:** This allows the guard to select a time, as the event time may differ from that of form completion:

![](https://university.guardhousehq.com/hs-fs/hubfs/image-png-Jan-12-2026-04-19-50-9139-PM.png?width=670&height=85&name=image-png-Jan-12-2026-04-19-50-9139-PM.png)

The option **Action Required** provides a warning triangle to admins on the dashboard when a certain answer is selected. For example, with this question, the selection of 'Yes' will trigger the warning:

![](https://university.guardhousehq.com/hs-fs/hubfs/image-png-Jan-12-2026-04-11-13-5656-PM.png?width=670&height=169&name=image-png-Jan-12-2026-04-11-13-5656-PM.png)

 

![](https://university.guardhousehq.com/hs-fs/hubfs/image-png-Jan-12-2026-04-16-17-5683-PM.png?width=670&height=36&name=image-png-Jan-12-2026-04-16-17-5683-PM.png)

The '**Required**' toggle means that the form cannot be completed and submitted unless this question is answered: 

![](https://university.guardhousehq.com/hs-fs/hubfs/image-png-Jan-12-2026-04-12-18-7339-PM.png?width=670&height=66&name=image-png-Jan-12-2026-04-12-18-7339-PM.png)

**Form / Report Settings** control who is able to fill out the form. To access, click 'Form / Report Settings:

![](https://university.guardhousehq.com/hs-fs/hubfs/image-png-Jan-12-2026-04-12-53-4609-PM.png?width=502&height=129&name=image-png-Jan-12-2026-04-12-53-4609-PM.png)

You can select which access permissions can access this form and which sites the form is available to be completed at: 

![](https://university.guardhousehq.com/hs-fs/hubfs/image-png-Jan-12-2026-04-13-44-5357-PM.png?width=670&height=526&name=image-png-Jan-12-2026-04-13-44-5357-PM.png)

You can also reorder questions by clicking '**Re-order**' and dragging and dropping:

![](https://university.guardhousehq.com/hs-fs/hubfs/image-png-Jan-12-2026-04-15-26-2001-PM.png?width=670&height=201&name=image-png-Jan-12-2026-04-15-26-2001-PM.png)

Once you are happy with the form, click '**Save**':

![](https://university.guardhousehq.com/hs-fs/hubfs/image-png-Jan-12-2026-04-20-32-9176-PM.png?width=508&height=110&name=image-png-Jan-12-2026-04-20-32-9176-PM.png)

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