An introduction to Report Management

You can create the report forms from the Report Templates menu under Settings. Guards fill out the reports on their mobile devices or in the browser if they use an Onsite License. Each report template can be specific to a site or zone, on-demand (not available by default), or available to all sites.

By design, non-admin users with an Onsite license can create reports via the web browser. However, admin roles can override Onsite behavior. If an admin cannot create reports from the web, it is typically due to a missing permission in the role. Resolution:

• Enable the role permission that allows report creation from the web. This permission commonly also grants the ability to edit reports.
• If your intent is to allow creation without editing, review role granularity. Many setups bundle create/edit into the same control; confirm in your role settings.
• Alternatively, consider assigning a non-admin role with Onsite if admin overrides are causing unexpected restrictions.

Path (Admin view): Settings → Roles/Permissions → Admin Portal Roles → Permissions You can now grant users permission to edit reports directly from the web portal. 

Incident reports can also be completed on a computer via the web application. To submit a report from the web:

1. Go to Dashboards.
2. Select New Report on the right-hand side.
3. Choose the appropriate Account.
4. Complete the form and submit.

Permissions:

• The user's role must allow creating reports from the web. In many configurations, enabling this also grants permission to edit reports.
• If an Onsite License is relied upon, note that admin roles can override the Onsite feature; ensure the role specifically has web report creation permission enabled.

The simplicity of TrackTik reports and the ease of filling them out eliminates the need for a single document that multiple guards fill out throughout the day.

 

Tips and Best Practices
 

1. Open the site’s Incident Category settings.
2. If Multiple Groups is enabled, assign the correct Groups.
3. Alternatively, disable Multiple Groups and use a single category list.
4. Sync the mobile app and retest report submission.

Use the field Label in report templates to provide clear, instructional text about what data the guard should enter. If your template editor supports helper text or placeholder text, add it to fields that tend to be misunderstood. Tips:

1. Write labels as action prompts (for example, "Describe the incident location").
2. Add units or expected formats (for example, "Speed in mph").
3. Group related fields under section headers to make context clear.
4. Avoid jargon and abbreviations.

If a dedicated description field is not available, the Label serves as the primary guidance.

It is best practice to set up and use incident categories with as many reports as possible. Incident categories ensure that your incident analytics are more meaningful and in-depth.

Incident Analytics allows you to visualize incident trends and calculate percentage breakdowns by category, site, zone, region, or time period. To get started:

1. Confirm incident categories are standardized across all relevant sites.
2. Ensure incidents are consistently submitted with the correct category.
3. Open Incident Analytics and select the date range and filters (site, zone, region).
4. Choose a chart type and review percentages by category or outcome.
5. Export charts and summary tables to share with clients or stakeholders.
6. Adjust your incident categories if you require more granular breakdowns.

Client-specific report formats are best managed through the Conditional Reports module. If you do not see Conditional Reports in your portal, contact Support to activate the module for your account.

1. Define the conditions that determine when a report format applies (for example, client name, site, zone, or incident category).
2. Create or copy a report template and adjust the fields, sections, and labels to meet the client’s requirements.
3. Assign the template to the condition set so that officers automatically see the correct version when working at the specified client.
4. Test with a sample site to ensure the right template renders based on your conditions.

This section contains the following topics:

• Creating/Modifying the Report Template
• Creating and Editing Report Template Fields
• Creating Custom Report Categories
• Report Footers
• Individual Report Notifications