Something happens on shift. The guard or duty manager now has to write it up properly, usually at the end of a long night. Reports come in late, thin, or not at all. Supervisors chase details, and the compliance file is only as good as the most tired person on the roster.
The problem
The system
Staff record a voice note on their phone straight after the incident. The system turns it into a structured report in your format, asks for anything missing, and sends it to a supervisor for approval. Nothing goes out until a human signs it off. This is a system we can build for you. The workflow below is what you'd be scoping, not a case study.
The flow
- 1Staff member records a voice note
- 2Speech turned into text
- 3AI drafts the report in your template
- 4Missing details flagged back to the staff member
- 5Supervisor reviews and approves
- 6Filed and sent to the right people
How it works
Record, don't type
A 60-second voice note from the car park beats a form typed on a cracked screen at 3am. Staff talk it through while it's fresh.
Your template, every time
Time, location, people involved, what happened, action taken, witnesses. The report would come out in your structure with the fields filled.
Gaps get chased
If a name, time or location is missing, the system asks the staff member before the supervisor ever sees it. Anything it isn't sure about is flagged, not guessed.
A human signs off
Supervisors get a clean draft to check, edit and approve. AI drafts. People decide.
Under the hood
- How we'd build it: from the phone your staff already carry. No new app to install.
- Speech-to-text, then an AI pass that fills your report template rather than writing free-form prose.
- Rules for what counts as complete, so half-finished reports never reach a supervisor.
- Approval step with a record of who changed what.
- The original audio and transcript stay attached to the final report, so you can hear exactly what was said at the time.
- Exports to PDF and email, and into your existing incident system where it can take an import or has an API.
What it changes
- What it's designed to deliver: reports drafted within minutes of the incident, not the next day.
- The same fields, every site, every shift.
- Supervisors check a draft instead of writing from scratch.
- A record you can hand over when a client or regulator asks.
Build blueprint
Shown as a build blueprint.
Incident Reporter is a system we design and build to fit your workflow. The walkthrough above is the shape of it; the audit is where we work out yours.
Fits these industries
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