Responder Incident Report
After a response unit is dispatched to a site, the responder files an incident report from the CleverResponder app describing what they found on scene: a few switches, a note, and as many photos as they need. The report is a guided way of adding to the event: everything in it lands on the event timeline, and the control room also sees it gathered on a read-only card on the event detail.
It is the field-side companion to the dispatch: the dispatch records who was sent; the incident report records what they found.
What the responder records
| Field | Meaning |
|---|---|
| Property accessed | The responder was able to enter the property |
| Property damage | Damage was observed at the site |
| Forced entry | Signs of forced entry were found |
| Notes | Free-text description of what was observed and the action taken |
| Photos | Evidence photos captured on scene — tap Add photo as many times as needed |
On the event timeline
When the responder taps Send report (or Update report), the timeline gains:
- Responder report — one entry per dispatch. It opens with a findings sentence built from the switches, for example "Forced entry and damage found. Property accessed." or "No damage or forced entry reported.", followed by the responder's note. When AI clean-up is on, the entry carries the cleaned note once clean-up has finished (usually a few seconds).
- Responder photo — one entry for every photo, with a thumbnail. Each is placed at the time the photo was taken and records where it was taken. Click a thumbnail to open it full size.
Editing the report later updates these entries in place: a photo added to the report adds an entry, a photo removed from the report removes its entry, and a changed switch or note rewrites the Responder report entry. A report filed with no note still gets its Responder report entry.
The responder's own progress reaches the timeline too. When the crew presses the buttons in CleverResponder, the timeline gains Responder on the way (accepted), Responder arrived, and Responder finished — the last one ends with "All in order." or "Problem found." depending on which finish button the responder pressed. Your control room's timeline names the crew member; the customer sees the unit's call sign. Steps an operator records from CleverCommand are logged as before (for example Reaction arrived).
The report card
On the event detail, in the dispatch section of the Actions panel, a Responder incident report card appears once a report has been filed. Events that were never dispatched — or whose responder has not filed yet — show no card. The card refreshes by itself when the responder files or edits a report while you have the event open.
For each report the card shows:
- The three flags as chips (a chip is highlighted only when set), or an All clear chip when none are set.
- The responder's notes. When the VCR's AI clean-up of responder notes setting is on (the default), the card shows the cleaned-up version of the note, with the note exactly as the responder typed it one click away under "Original (as typed)".
- Every evidence photo as a thumbnail, in the order they were taken — click one to open it full size in a new tab. Photos are fetched through a short-lived private link each time the card is shown, so they keep showing however old the report is. A photo row the responder skipped or that an operator ticked on behalf says so ("no photo yet" / "ticked on behalf, no photo uploaded"), so an empty photo section is a fact, not a loading gap.
- A footer with when the report was filed, which unit filed it, and the photo count.
If more than one unit responded to the same event, each unit's report is listed.
Two ways a report reaches the card
The card is fed by both ways CleverResponder can send a report, and shows either without the operator needing to know which:
- Standard report (VCRs whose dispatches carry no checklist items). The responder fills the fixed Report form — three switches, notes, photos — and the card shows exactly that, including the AI-cleaned note when clean-up is on. This is the report described in On the event timeline above.
- Checklist-driven report (Clava Mode VCRs with a dispatch checklist template). The responder's report is the dispatch-scoped responder rows of the operator checklist — the Yes/No toggles, the notes row, the photo row. Tapping Send report in the app answers those rows, and the card is assembled from the responder's answers: two-option Yes/No rows become the chips, the free-text row becomes the notes, and each photo becomes a thumbnail. Any other rows the template adds — a QR checkpoint, a choice list — are listed one per line under the notes. Every photo answered on a responder checklist row also gets its own Responder photo timeline entry; the other answers stay on the card and in the checklist stack. AI clean-up applies to the standard report only; checklist notes are shown as typed.
If a dispatch somehow has both, both are listed. Reports are ordered newest first.
Customers, the emailed report, and AI clean-up
Per-VCR switches in CleverOps → Settings → Customer experience → Responder reports control what customers see and what happens to the note text:
- Show responder reports to customers (default off) — when on, the Responder report and Responder photo entries also appear in the customer's event timeline in the CleverAlert app, photos included. When off, they are visible to your control room only, and a photo link that was shared before stops opening. The control room sees reports and photos regardless of this setting.
- AI clean-up of responder notes (default on) — spelling and grammar are improved automatically after the responder files the report. Only the wording is cleaned; no facts are added or removed, and the original typed text is always kept alongside the cleaned copy. While clean-up is running, the Responder report entry is held back from the customer so the raw text never shows.
The Responder on the way, Responder arrived and Responder finished entries are shown to customers the same way the operator's Reaction arrived entry is.
The emailed incident report contains the timeline entries the customer is allowed to see, so shared responder photos appear in its Appendix 2: Action Photo Gallery. The incident report downloaded from a site's event list in CleverOps is a control-room document and includes every responder photo.
How responders file it
In CleverResponder, the responder opens the dispatched event and fills in the Report card — the switches, the notes box and the photo row (tap Add photo as many times as needed) — then taps Send report. On a checklist-driven VCR that answers the dispatch's responder checklist rows; on a VCR without a dispatch template it files the standard report. Either way there is one report per dispatch — re-opening the card edits or adds to the existing report rather than creating a second one. Evidence photos are stored privately and are never shared through a permanent public link.
Closing the event does not stop a standard report: a crew that arrived and was stood down — or was still writing when you closed the event — can still send it, so a report can reach the card after the event is closed. A checklist-driven report cannot be sent once the dispatch is no longer live; the app tells the responder it was not sent and offers to copy it so they can pass it on another way.
The responder's Updates list on the call-out shows the same timeline, including their own report and photos.
Related
- Event Timeline — where the report, its photos and the responder's progress are recorded.
- Dispatch Management — sending and tracking response units.
- Responder Delegations — the board of which alarms went to which unit, including whether an incident report came back (a tab of the supervisor-only More page).
- The CleverOps Alarms delegated to responders report flags which dispatches have an incident report on file — see Export Reports.