Reporting system
The most detailed reports in the business, built for your site
Guard service is easy to buy and hard to verify. Our reporting is how you verify it — and how you turn a night of patrol into something a board, an adjuster, or a detective can actually use.
Why the paperwork is the point
A patrol that nobody documented is indistinguishable from a patrol that never happened. Every client we have ever won was frustrated with the same thing: they were paying for coverage and had no way to prove they were getting it.
Board meetings
An HOA board has to justify a security line item to homeowners twice a year. A monthly packet with checkpoint counts, incident summaries, and photos ends that argument in about four minutes.
Monthly packet
Insurance claims
Adjusters pay faster on documented losses. Timestamped photos of a site before and after, plus a narrative written the same night, is worth more than a recollection three weeks later.
Incident report
Police reports and prosecution
Detectives close cases with usable evidence. Our incident reports are written in a format investigators can read, with the elements they actually need rather than a paragraph of adjectives.
Incident report
Lease and rule enforcement
Managers enforcing parking rules, pool hours, or trespass warnings need a documented pattern before they act. We build that pattern night by night.
Shift report
Holding us accountable
The same records that prove your case prove our performance. If an officer missed a checkpoint, it shows in your report before you have to ask. That is on purpose.
Every shift
A shift report, as delivered
This is the standard nightly report for a residential community, lightly redacted. Yours will carry your property's own checkpoint names and your own site plan.
Nightly Shift Report
Desert Ridge Community Association — 62 acres, 4 checkpoints
Checkpoint log
| Time | Checkpoint | Condition | Photos |
|---|---|---|---|
| 22:14 | Front gate and mail kiosk | Secure | 2 |
| 22:41 | Pool deck and restrooms | Secure, gate latched | 3 |
| 23:08 | Wash line behind Bldg B | Two subjects observed | 6 |
| 23:52 | Dumpster corral | Overflow, bulk item dumped | 2 |
| 01:20 | Front gate and mail kiosk | Secure | 1 |
| 02:47 | Wash line behind Bldg B | Clear, no return | 2 |
| 04:05 | Pool deck and restrooms | Secure | 1 |
| 05:38 | Dumpster corral | Bulk item tagged for pickup | 2 |
Incident narrative — 23:08
Two subjects observed on foot in the wash behind Building B, moving north toward the retention basin. Officer illuminated the area from the path and gave verbal notice that the property was posted. Subjects left westbound through the wash toward Honeycutt without incident. No contact made, no property damage observed. Sky Watch flight requested and launched at 23:14 to confirm the wash was clear north to the basin; see aerial supplement. Both subjects matched the general description in incident TPS-24788 from 08/24. No law enforcement contact made at this time.
Sky Watch aerial supplement
| Flight | Pilot | Coverage | Duration |
|---|---|---|---|
| SW-1142 | D. Ochoa, Part 107 #REDACTED | Wash line north to retention basin, thermal | 11 min |
No heat signatures detected north of the basin at 23:19. Two signatures moving west outside the property line at 23:22, consistent with the subjects leaving. Footage archived, 4 min 12 sec clip attached.
Open items for management
Wash line is now the third incident location this month. Recommend a light at the Building B path head; we can quote a temporary pole. Dumpster corral gate latch is still broken from the 08/19 report and has not been repaired.
In every report, without asking
Verified checkpoint scans
Each checkpoint carries a GPS coordinate and a server-side timestamp the officer cannot edit after the fact. Missed checkpoints appear as missed, not omitted.
Every shift
Photos tied to location
Images attach to the checkpoint that produced them, so a photo is never floating loose without a time and a place attached to it.
Every shift
Narrative written in plain English
Officers write what happened in order, without jargon or filler. Every narrative is reviewed by a supervisor before it reaches you.
Per incident
Open items carried forward
A broken latch stays on your report until somebody fixes it. Recurring problems become visible instead of getting buried in last week's paperwork.
Rolling
Aerial supplement when flown
Flight number, pilot certificate, coverage area, duration, and what the footage showed. Video archived and retrievable by report number.
When applicable
Retention you can rely on
Reports and attached media retained 24 months by default, longer on request. If you need something for a claim eighteen months later, it exists.
24 months
Report types
You get the ones your contract calls for. Nobody is charged for paperwork they will never read.
Nightly shift report
The standard record above. Delivered by email before the next business day starts.
Every shift
Incident report
Written the same night for anything worth a record: trespass, damage, theft, medical, injury, police contact, or use-of-force. Supervisor reviewed before release.
Same night
Weekly summary
Checkpoint completion rate, incidents by type and location, hours delivered against hours contracted. One page.
Weekly
Monthly board packet
Built for people who were not there. Trend of incidents by location on your site plan, photo highlights, open items, and a written recommendation. Formatted to drop into a board agenda.
Monthly
Aerial flight log
Every Sky Watch flight: pilot, aircraft, airspace authorization if any, area covered, duration, and outcome. Kept whether or not the flight found anything.
Per flight
Event after-action
Delivered within 48 hours of an event: post assignments, peak crowd and lot capacity from the air, incidents, ejections, medical calls, and what we would change next time.
Within 48 hours
How your reports get built
Tailoring is a real step, not a marketing word. This happens before the first shift.
Step one
Site walk
We walk your property with you, usually at night, because a site looks nothing like its daytime self. We mark checkpoints, find blind spots, and note lighting, access, and problem locations.
Step two
Site plan and post orders
The walk becomes a drawing and a written post order: what an officer does, in what order, and what to do when something goes wrong. Your checkpoints get your names, not generic numbers.
Step three
Report template review
We build your report format from the site plan and show it to you before the first shift. If your board wants a specific section or your insurer wants a specific field, it goes in now.
Step four
Thirty-day review
After a month of live reports we sit down and cut what you are not reading and add what you keep asking for. Most contracts change shape once here and then settle.
Ask any competitor for a sample report
Then ask us. We will bring a full redacted packet to the site walk and leave it with you, whether or not you sign anything.