Reports — review and approve

The Reports tab is where you review, approve, and organise every report filed by guards. It has three view modes — switch between them using the tab strip at the top of the page.

1. Standard Reports

The default view. Every submitted report appears here. Filter by:

• Type — Incident, Patrol, Vehicle Defect, Use of Force, Check Call, Custom form types.
• Status — Submitted (awaiting review), Approved, Amendments Requested, Rejected.
• Date range — narrow to a specific period.
• Site and Guard — filter by location or individual.

The standard workflow: guard files a report (status: Submitted) → you open and review it → then choose one of four actions:

• Approve — marks the report complete. No further action needed from the guard.
• Request Amendments — sends the report back to the guard with your notes. They must update it before it can be approved.
• Reject — closes the report without approval. A reason is logged.
• Link to Group — attaches the report to a Report Group for pattern analysis (see below).

Bulk actions: select multiple reports using the checkboxes to approve them all at once or assign them to a group.

Export: open any report and download it as a PDF — useful for sharing with police, insurers, or clients.

2. Report Groups

Report Groups (also called Report Maps) let you link related reports together for pattern analysis. For example: all incidents at one site over a month, or all reports involving a specific individual.

Create a group, give it a name and description, then link individual reports to it. Useful for preparing for client reviews, insurance claims, or police disclosure.

3. Vehicle Checks

A dedicated view for pre-shift vehicle inspection records. These are separate from full vehicle defect reports — they're the quick pre-drive checks guards complete before taking a vehicle out. Review them here to confirm checks are being done consistently.

Permission

The Reports tab requires the reports_overview permission. Supervisors with this permission can review reports for the sites within their scope.