Incident Management System
GPS-tagged, photo-verified incident reports, submitted from the field and escalated in seconds
Every incident that happens on your watch needs to be documented accurately, escalated instantly, and stored securely. ProRota's Incident Management System replaces paper forms and email chains with a fully digital, mobile-first workflow that gives your business a defensible evidence trail for every event.
Incident forms built the way your organisation reports
Drag-and-drop templates let you choose the fields, the format and the layout. Officers complete them on the phone with photos, GPS and a signature attached.
- IR-2841TrespassSite CHigh
- IR-2840Equipment faultSite ALow
- IR-2839Aggressive visitorSite DMedium
- IR-2838Access breachSite BHigh
Evidence attached at source
- Custom templates built by drag and drop, no developer needed
- Photo and video evidence captured in the field
- GPS coordinates and timestamp on every submission
- Digital signatures from officers and, where needed, clients
- PDF generated automatically and emailed to the client
Incident analytics turn reports into an argument for more cover
Individual reports protect you after an event. Aggregated by type, site and time, they become the evidence that a contract needs a second officer.
Key Capabilities
Powerful features designed to streamline your operations
Custom Report Templates
Build drag-and-drop incident report forms with your own fields, sections, and logic, tailored to every site type and incident category.
Photo & Evidence Capture
Staff submit timestamped, GPS-tagged photos directly from the mobile app. Every piece of evidence is securely attached to the incident record.
GPS-Pinned Incidents
Every report is geo-tagged at the moment of submission, giving you a precise location record for every incident, accident, or near-miss.
Digital Signature Collection
Capture witness, supervisor, and officer signatures on-device. Fully compliant, tamper-proof records with no paper required.
Instant Escalation Alerts
High-severity incidents trigger immediate push notifications and email alerts to the right managers and clients, automatically, the moment a report is submitted.
Witness & Third-Party Statements
Attach structured witness statements directly to incident records. Build a complete picture of every event within a single digital case file.
Compliance-Ready Audit Trail
Every edit, submission, and view is logged with a timestamp and user ID. Fully audit-ready documentation for ACS assessments, HSE investigations, and client disputes.
Incident Trend Reporting
Visualise incident frequency by site, category, time of day, and severity. Identify problem hotspots before they escalate into serious events.
Response Time Tracking
Automatically measures the gap between incident occurrence and report submission, helping you enforce and prove compliance with response time SLAs.
AI-Powered Incident Intelligence
ProRota's AI layer transforms incident data from a record-keeping exercise into an operational intelligence tool, detecting patterns, predicting risk, and accelerating response.
AI Incident Classification
Automatically categorises submitted reports by severity, type, and urgency using natural language processing, ensuring the right escalation path is triggered every time without manual review.
Predictive Hotspot Detection
Machine learning analyses historical incident data to identify sites, times, and conditions with elevated risk, giving you the intelligence to intervene before the next incident occurs.
AI Report Drafting Assistance
Field staff can dictate or describe an incident in plain language and the AI assistant drafts a structured, professional report, reducing submission time and improving report quality.
Anomaly & Pattern Flagging
AI flags unusual spikes in incident frequency, repeat locations, or recurring individuals, surfacing systemic issues that manual review of individual reports would never catch.
Smart Escalation Engine
AI determines escalation priority based on incident type, site risk profile, and historical severity, routing alerts to the right people instantly, without rigid rule configuration.
Benefits
Transform your operations with measurable results
Eliminate Paper-Based Risk
Replace unreliable paper forms with digital reports that are timestamped, GPS-verified, and impossible to lose or alter after submission.
Protect Your Business Legally
Build an irrefutable evidence base for every incident. Full audit trails and digital signatures hold up in disciplinary hearings, insurance claims, and court proceedings.
Prove SLA Compliance to Clients
Instant client-facing incident reports with response time data demonstrate your professionalism and accountability on every contract.
Reduce Repeat Incidents
AI-driven trend analysis identifies recurring problem areas before they become systemic issues, shifting your team from reactive to proactive risk management.
Real-World Applications
See how businesses like yours are succeeding
Security Incident at Retail Site
A guard witnesses a shoplifting attempt. They submit a timestamped, GPS-tagged incident report with photos from the app in under 2 minutes. The client receives an auto-generated notification instantly.
Client retained, superior response transparency secured contract renewal
HSE Accident Investigation
A cleaning operative slips on a wet floor. The incident report, photos, GPS pin, witness statements, and digital signatures are all compiled and submitted from the mobile app at the scene.
HSE investigation resolved in days, not weeks, with complete digital evidence
Multi-Site Trend Analysis
Operations director identifies that 40% of incidents at one site occur during the same 2-hour window. Staffing adjustments are made proactively.
Incident frequency at problem site reduced by 55% within one month