Reports and the shift log

Agents keep a shift log during each shift and write a report when the work is done. You review each report, correct it, and publish what the client should see.

The shift log

Each booking’s Shift log card shows entries as they arrive, newest first, with the author, time, category, photos and any corrections. Entries are for your team by default. Select Share with the client on an entry to share it with the client and any guests, or Take back to stop sharing. Staff never edit or delete a agent’s entry.

If a published report covers that entry, it’s marked “Changed since it was published” and the client keeps the version they have until you publish again.

Finding reports

Bookings › Reports lists every report across your bookings: waiting for review first, then overdue, then due soon, then the rest. Filter by client and by Period ended (Any time, This week or Last week). Each booking also has a Reports card, and Today lists reports to review and overdue ones.

A report is Being written, To review, Sent back or Published, and shows Overdue or Due soon when it applies. A draft is made when the period it covers ends (the booking, the day or the shift) and is due 24 hours later.

Reviewing a report

Select Review on a submitted report (or Open on any other). Then:

• Correct it: select Edit on a section to fix text, values, ticks or choices in place. Every edit is kept in the report’s History, and the author sees which sections you changed. People, photos and signatures are the author’s: send the report back to change those.
• Send back: write What needs changing (the author reads it at the top) and select Send it back. It gets a new deadline from then.
• Hand to someone else: choose who writes it under Hand it to (someone on the booking’s team) and select Hand it over. They keep what’s written; both are told.
• Remind: on an overdue report, Remind sends its author a reminder, once an hour at most.
• Publish: choose the sections under What the client sees (the template’s defaults are ticked first), check the preview, and select Publish. The report appears in the portal and downloads as a PDF in your firm’s brand.

To correct a published report, edit it and select Publish again. The client sees the latest version, marked updated; history keeps every version. A report’s log entries section carries only the entries you shared, and says how many aren’t.

Incident reports

A agent can file an incident report at any time. It raises an alert on Overwatch, urgent if they marked it so. The booking’s Incident reports card, and Bookings › Reports, list them.

Open one to read it and its updates. Select Acknowledge, then Resolve and say How it was resolved. You never edit what the agent filed. To share it, select Publish, choose the sections the client gets, and publish; each incident is published on its own, once. The after-job report’s incidents section lists only published incidents.

Report templates

Settings › Report templates holds your templates, starting from the starter after-action, daily post and incident reports. Each service type chooses its template and how often a report is made.

Building and editing templates needs the report template builder, on the Professional plan and above (see Plans). On Essentials the starters are used as they are; changing one gives plan_required.

1. Select Add a template, or open one. Give it a Name (unique in your firm).
2. Select Add a section. Give it a Title and choose What it holds: Written, Checklist, Choice, Value (a number, date or time), People, Photos, Signature or Auto. Set Required, Filled in by (the author, any agent on the booking, or staff), and whether clients see it by default.
3. An Auto section fills itself from the job, chosen under Filled from: the timeline, hours worked, the route map, time on post, check-ins, alerts, incident reports, shift log entries from the categories you pick, the people and places, or expenses. Nobody can edit it.
4. Move sections up or down, check the Preview (the author’s form, or what clients see), and select Save template.

A template has 1 to 40 sections and at least one that someone fills in. A section staff fill in can’t be required. Changes apply to reports made from then on. Unsaved changes survive a reload; if someone else saved the template meanwhile, you choose whose version to keep.

Make a copy of a template starts a new one from its sections. Removing a template is refused while a service type uses it; one with reports made on it is archived instead of deleted, and Restore brings it back.

Shift log categories

Settings › Shift log categories lists what agents file each log entry under (by default observation, visitor, vehicle, patrol, handover and other). Select Add a category, give it a Name, and Add category; open one to rename it and Save category. A rename follows into templates.

Removing a category takes it off templates’ log-entries sections. That’s refused if it would leave a section with none. A category entries used is archived, and Restore brings it back.

Who can do what

Who can do what with reports

Area	Owner	Admin	Dispatcher	Viewer
Approving time, expenses and reports	Changes	Changes	Changes	No
Bookings, requests and quotes	Changes	Changes	Changes	Reads
Service types and settings lists	Changes	Changes	Without agent pay	Without agent pay

The owner, admins and dispatchers review, publish and share log entries; viewers read. Only the owner and admins change report templates and shift log categories, and nobody does while your account is on hold. If a report changed while you had it open, you’ll see conflict.