Use case
Someone just reported a problem. Now what?
A visitor scans a QR code on the wall, describes what they saw, and submits. From that moment, the report is triaged, investigated, and resolved with a complete audit trail ready for any inspector who asks.
Right now, reporting a problem depends on who saw it and whether they can be bothered.
When someone spots a hazard (a broken fire door, a leak in the ceiling, a loose handrail), what happens next depends entirely on who saw it. Maybe they tell the office. Maybe they send a text. Maybe they do nothing, because the last time they reported something it disappeared into a shared inbox and nothing happened.
The problem isn't that people don't care. It's that the process makes it too hard to report, too easy to lose track, and almost impossible to prove you handled it properly. Three months later, when an inspector asks what was done about the issue in corridor B, you're searching through emails and half-remembered conversations trying to piece it together.
See it in action
With modules connected, the workflow looks like this.
Report in seconds
Anyone can report it. No app, no login, no excuses.
Someone spots a problem. They scan the QR code on the wall with their phone, describe what they saw, and submit. No app to download, no account to create. The location is already filled in. The report is in the system, linked to the exact spot, in under a minute.
- QR codes on every wall, door, and piece of equipment.
- The reporting point is always within reach. Location and asset context is captured automatically, with no manual filing and no guesswork.
- Anonymous reporting included.
- Visitors, contractors, and members of the public can report without a login or app, so the information you need actually reaches you.
- Context captured automatically.
- Submissions link to the right asset or location, with no manual filing required.
Nothing gets lost
AI handles the sorting. You handle the decisions.
The moment a report lands, AI suggests a severity level, a category, and an explanation for each. A broken fire door gets flagged as high severity. You confirm or override with one click, assign it to the right person, and it surfaces in their inbox immediately.
- AI suggests severity, category, and title.
- The manager confirms or overrides with one click. No manual sorting required.
- Assign it and it lands in their inbox.
- No chasing, no forwarding emails. The right person sees it the moment it's assigned.
- Every report linked to its location and asset history.
- Because incidents link to the asset record, the full history is visible the moment you open it. Context, not just a single report.
Build the evidence
The investigation is structured. Not just notes in a logbook.
Investigation steps capture what actually happened: witness statements, photos of the scene, actions taken, medical details if needed. Each step is timestamped and attributed. When someone asks how you handled it, you're not reconstructing from memory. It's all there.
- Structured investigation steps, not freeform notes.
- Capture witness interviews, photos, files, and actions taken, each timestamped and attributed to who recorded them.
- Everyone involved tracked by role.
- Affected person, witnesses, first aiders, investigators. Not just who reported it: the full picture.
- Send witness statement forms from within the record.
- Submissions link back automatically. No chasing PDFs over email.
From report to resolved
One record. The whole story. Ready when it matters.
Raise a repair job directly from the incident record. The service desk issue links back to it. When the contractor closes it out, the incident record shows it. One place, complete story: report, investigation, actions, resolution.
- Raise a repair job directly from the incident record.
- Assign a task or escalate to the service desk without leaving the record. No switching between systems.
- The repair job links back to the incident.
- Which links to the asset, the location, and the maintenance history. Everything connected.
- Complete audit trail from first report to final resolution.
- Every action, every decision, every timestamp, ready for any inspector.
What you're replacing
This workflow works the same way everywhere.
The details change depending on your world.
Schools & Children's Services
A safeguarding concern is reported via the QR code in the corridor. Flagged as high severity, assigned to the safeguarding lead, and investigated with structured steps. The complete record, with every decision documented and timestamped, is ready whenever an inspector asks.
Care Homes
A resident fall is reported by a carer on the ward. The incident links to the resident's location, the risk assessment for that area, and the staff involved. The investigation follows structured steps and the record is ready for the next regulatory inspection.
Facilities Management
An equipment failure is reported by a contractor on site. The incident links to the asset record, its maintenance history, and the service contract. A repair is raised, completed, and documented, with the full chain visible for the client.
Manufacturing & Warehousing
A near-miss is reported on the factory floor. AI categorises it, the H&S manager investigates, and corrective actions are tracked to completion. If the same area keeps generating reports, it's visible before it becomes a serious injury.
Leisure & Hospitality
A visitor reports a hazard at the pool. The anonymous submission is linked to the exact location, triaged automatically, and assigned to the duty manager. The response is documented from report to resolution, ready for any authority or insurer who asks.
Related use cases
The same thing keeps happening
Three reports about the same piece of equipment in two months? The pattern is visible because every report is linked to the same asset. Stop fixing reactively. Start managing proactively.
See use case →An inspector is coming
The incident trail is just one part of being audit-ready. See how policies, risk assessments, training records, and maintenance schedules all come together in one view, ready in minutes, not weeks.
See use case →Scheduled work needs doing
The repair job from this incident might reveal that regular maintenance would have prevented it. See how recurring checks, inspections, and planned work keep your site ahead of problems.
See use case →
See it for yourself.
Book a demo and we'll walk you through this exact workflow using your own site as the example. Or start a free trial and set up your first QR code in five minutes.
