The Occurrence Book: Logging, Reviewing, and Exporting Entries

What Is the Digital Occurrence Book?

The GuardianHub Occurrence Book replaces the traditional paper logbook every security firm has used for decades. It's a chronological, tamper-proof digital record of everything that happens on site — guard arrivals, patrol completions, visitor sign-ins, maintenance issues, suspicious activity, incident reports, and handover notes. Every entry is timestamped, attributed to a specific guard, and permanently stored.

Guard-Side: Quick Entry Flow

Guards access the OB from the Guard App home screen. The Quick Entry Bar lets them log common events with a single tap — Arrived on Site, Started Patrol, Completed Patrol, Taking Break, Resumed Duty. For detailed entries, the full entry form captures: entry type (general log, incident, visitor, maintenance, handover), a description with optional voice-to-text input, photo attachments, and severity level. Entries are saved instantly even without connectivity and sync when the guard regains signal.

Control Room: Review and Response

Control room operators see a live feed of OB entries across all sites from the Occurrence Book page. The feed updates in real time. Operators can filter by site, entry type, severity, and date range. Clicking any entry opens a detail view with the full description, photos, and guard details. Operators can add internal notes visible only to control room staff, flag entries for client review, or escalate incidents directly from the OB interface.

• Real-time feed across all active sites
• Filter by site, type, severity, date range, or keyword search
• Internal notes for control room collaboration
• One-click escalation to incident management

Client-Facing Reporting

For firms that provide OB access to clients, GuardianHub generates a clean, professional daily digest. The Daily Digest summarises all entries from the past 24 hours, organised by site, with severity highlights and photo thumbnails. Clients receive this via email or can view it in their client portal. You control which entry types appear in client-facing reports — internal notes and sensitive entries stay hidden.

Export and Compliance

OB entries form a critical part of your ACS evidence pack. The Export function generates a PDF with all entries for a selected date range, complete with timestamps, guard attribution, and embedded photos. This export format matches what SIA auditors expect to see. Exports are stored in the Evidence Vault and tagged with the relevant ACS compliance category automatically.