Security incident report form on a QR at the post

At 2am, a guard at a warehouse gate turns away a van with no paperwork. He writes it on the back of the shift sheet.

By the time the sheet reaches the office on Monday, it has a coffee ring on it and nobody can read the plate.

Incident reports fail at the point of writing, not the point of filing.

What should a security incident report form include?

Enough to reconstruct the incident later, and nothing that slows the guard down. When it happened, where, who was involved, what was seen and done, and who was told.

Most guard companies already know what they need. The hard part is getting it written at the post.

Here's a short template you can adapt. Check your own company's procedures and your client's requirements first, because they decide what a report must contain.

Security incident report template

Your name and badge number
Site and exact location (gate, floor, car park)
Date and time of the incident
What happened (in your own words)
People involved (names or descriptions)
Vehicles involved (make, colour, registration)
What action you took
Who you informed (supervisor, police, client) and when
Police reference number, if any

Putting the form on a QR code at the post

In TinyX, paste the template into a questionnaire. You get a short link and a QR code. Print the code, laminate it, and put it in the gatehouse.

The guard scans it on their phone and fills it in there and then. Nobody needs an account.

Questionnaires are on every plan: 10 on Free and unlimited on Pro and Max, per the pricing page.

Getting the report to a supervisor the same night

A webhook on the questionnaire fires when a new response arrives. Point it at your team chat or your own system and a supervisor knows a report is in within seconds.

The webhook carries the respondent's IP address and country, not the answers themselves. The supervisor still opens the dashboard to read the report.

How the answers are stored

Be clear about this before you rely on it. Reports aren't end-to-end encrypted and are kept, with the reporter's IP address and location, until you delete them.

Export responses as a CSV into your own records system.

Sending the report on

If the client or police need a copy with photos attached, send them on a password-protected link that expires. If it should only be opened once, a one-time download link shuts off after the first download.

Link passwords are salted and hashed with PBKDF2-SHA256, and every password attempt is logged on the link. Security teams can read more in secure file sharing for security companies.

What this doesn't replace

Guard management software does patrol tracking, scheduling, GPS check-ins and formal reporting. If you need those, use it. A questionnaire behind a QR code is for teams that currently rely on paper, and want something better tonight.

Frequently asked questions

Is there a free security incident report form?

Yes. Copy the template above. TinyX's free plan includes 10 questionnaires.

Can a guard fill it in on their phone?

Yes. They scan the QR code and answer in the browser, with no account.

Are incident reports stored securely?

Export responses as a CSV into your own records system.

Can a supervisor get alerted when a report is filed?

Yes, with a webhook on the questionnaire. It says a report arrived, not what it says.

Put your first incident form on a QR code using the free plan.