Written Down While the Details Are Still Fresh
A theft, a gate dispute, a fire, a medical case, a complaint from a resident. It goes in from the site with photographs and the guard who was on the post, not typed up two days later.
Written on Thursday about Monday
By the time an incident reaches the office it has passed through three phone calls. The time softens and the names blur. The client asks for it in writing, and somebody drafts a page that nobody at the gate would recognise.
What goes into an incident
Time and place from the phone
Logged at the site as it is dealt with, so the hour on the record is the hour it happened.
The guard on duty
The incident attaches to the post and the man standing on it, taken from the roster and the attendance rather than from a question asked later.
Photographs from the gate
A broken lock, a damaged vehicle, a spilled load. Pictures taken at the time carry more than a description written afterwards.
What was done about it
Who was informed, what action followed, whether the police were called. Closing the record needs somebody to say what happened next.
Who reads it afterwards
- The client, the same night, instead of a version typed on Thursday
- Incidents by site, so the warehouse with trouble every fortnight shows up
- Incidents by guard, when a pattern is worth looking at
- The field officer’s visit log alongside, for the same night
- The client’s own login, showing incidents at his premises
Frequently asked questions
Can the supervisor log it from the gate?
Yes, from the gate, and the photographs are taken on the same phone. A field officer who arrives later adds to that record instead of starting a second one.
Will this prevent thefts?
No. It records them properly and shows you where they keep happening. Whether a site needs another man, a light or a different rota is a judgement your operations team makes with the client.
Can we send the record to the client?
Yes, the same night. His own admin login also shows incidents at his site, so often nobody has to send anything at all.
Do client complaints go in here too?
They can. A complaint about a guard sleeping, or about a gate left open, sits in the same place as a theft, because both need a name and a closing note.
Tell us what you need.
Send a short brief and one of our engineers will come back to you — usually the same day.
- No obligation
- We reply the same working day
- Your details stay private