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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:

Then navigate to 'Actions':

Select 'Add / Edit Incident Templates':

Click to 'Add New Form Template':

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.

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 #. 

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:

You can then start building out questions. 

The answer type options are as follows:

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

  • 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.

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

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

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

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

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:

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

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

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

  • 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:

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

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:

 

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

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

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

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

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

The form will now be available to be completed by those who have the required access permissions. You can edit forms and update their questions as required.