Help & Documentation

Each report is one self-contained record of one incident. Linked items bring their serial number and replacement value from Owned Gear, so you don't retype them.

• Scope: always a project. A report drafted from a sub-rental's condition audit is linked to that sub-rental as well. The Affected Items list offers your whole Owned Gear inventory, not only the gear on that project.
• Incident Details: the date and time of the incident, and the location.
• Classification: Damage Type (Damaged, Lost, Stolen) and Severity (Minor, Major, Total Loss).
• Description: what happened, in your own words — it prints on the PDF.
• People Involved: witnesses and the responsible party, as free text, linked contacts or both.
• Insurance Information: the Estimated Repair/Replacement Cost, plus a 'Police report no.' field on Lost and Stolen reports.
• Affected Items from Owned Gear, each with its serial number, replacement value and an Insured or Uninsured tag.
• Up to 10 photos as Photo Evidence.
• A status: Draft, Submitted, In Review, Resolved, Rejected or Voided.

You create a report on the project's Insurance tab. The Insurance page and the Sub-rentals page list reports, but have no button to create one.

1. Open the project and go to its Insurance tab. If the project has no Insurance tab, switch it on under 'Choose Your Tabs'.
2. Under Damage Reports, click 'New Report' (or 'Create Report' while the project has none). The page opens as 'New Damage Report', already linked to the project — there is no project picker.
3. Under Incident Details, set the Incident Date (date and time) and the Location.
4. Under Classification, choose the Damage Type and the Severity, then describe what happened under Description.
5. Tick the affected items under Affected Items and add pictures under Photo Evidence.
6. Optionally record witnesses and the responsible party, and enter the Estimated Repair/Replacement Cost.
7. Click 'Save'. The report starts as a Draft.

Two workflows create a damage report on their own. Both create a Draft for you to check, complete and file — nothing is sent to anyone automatically.

Invoicing a missing item

— Invoicing a missing item from the Gear Return Checklist creates a Lost report together with a linked draft billing line. Its Estimated Repair/Replacement Cost is the whole loss (cost per unit × missing units), and its severity follows from that total. Your own gear is linked under Affected Items; a rental item is not in Owned Gear, so it is named in the description instead (unless you typed notes, which become the description).

Approving a condition audit

— Approving a sub-rental condition audit that found new marks, failed checks or a part that did not come back drafts a report linked to that sub-rental. The audited item is linked, the findings are listed in the description, the incident date is when the audit was reviewed, and the severity starts at Minor or Major. It is filed as Lost only when a missing part is all the audit found.

The status decides what you can still change. Only a Draft can be edited. 'Change Status' below the photos offers exactly the moves the status allows, and a click saves the new status at once. On a saved Draft the moves are 'Submit report' (which checks the report and saves your unsaved edits) and 'Void report'; voiding is final and asks first.

Draft

— Preparation. Every field, the affected items and the photos can be edited, and 'Save' is shown. Nothing has been sent.

Submitted

— Filed with the insurer. Fields, affected items and photos are locked so the record stays as filed. Can move on to In Review, or back to Draft to correct something.

In Review

— The insurer is assessing the claim. Can move to Resolved, Rejected or Voided, or back to Submitted.

Resolved

— The claim is settled. Can be reopened to In Review, or voided.

Rejected

— The insurer declined the claim. Can go back to In Review or Draft, or be voided.

Voided

— Withdrawn — for example because a missing item turned up. Final: a voided report never changes status again. It stays on record with the date it was voided, and its status badge is struck through.

Under Affected Items you tick the Owned Gear items that were involved. The list shows your whole inventory, sorted by name, so the report stays tied to the real inventory entries.

• Each entry shows its serial number (SN) and replacement value when they are set, and an Insured or Uninsured tag depending on whether the item has an insurance policy on file.
• Tap an item to link it and tap it again to unlink it. One report can link several items — a dropped case often damages more than one thing.
• The report list and the PDF add up the linked items' replacement values; the PDF prints the sum as Total Affected Value.
• Only Owned Gear can be linked. For rental-house gear, name the item in the description.

People can be recorded two ways, and the two work together rather than replacing each other: type them as free text, link them to a contact record, or do both on the same report.

• Free text is unchanged — type anyone, including people who will never be in your contact book (a venue's night porter, a passer-by, a phone number).
• “Add from contacts” links a witness to a real contact record; “Choose from contacts” does the same for the responsible party. Up to 20 witnesses can be linked.
• The exported PDF prints linked names first, then your free text below them, under the same heading.
• Only the display name is copied onto the report — never the contact's address, phone or email. What the insurer sees is what you typed plus the names you linked.
• Links are editable only while the report is a draft, like every other field on the form.

Up to 10 photos per report. They print in the exported PDF, and for any serious claim the insurer will expect them.

1. Open the report while it is a Draft and scroll to Photo Evidence. The counter next to the heading shows how many photos are attached.
2. Click 'Add Photo'. On a phone or tablet this opens the camera; otherwise you pick one or more image files.
3. Each new photo shows 'Uploading photo' until it is stored. If one shows 'Upload failed', dismiss it and add it again.
4. To remove a photo, click the × in its corner.

The Insurance Information block holds the figures the insurer asks for.

• Estimated Repair/Replacement Cost — your figure for the whole incident. A rough number is fine at first; replace it with a real quote once you have one.
• Police report no. — shown only on Lost and Stolen reports. The exported PDF prints it under the same name. Until v0.977.14 the field was labelled 'Claim Number'; it always held the police report number.
• Total Affected Value — not a field you fill in: the sum of the linked items' replacement values, shown in the report list and printed on the PDF.

Generate a formatted claims document for the insurer or rental house. Export works in every status.

1. Open the damage report.
2. Click 'Export PDF' at the bottom of the page.
3. The PDF carries your branding (accent colour and logo) and contains the report ID, the export date and the status, Incident Details, the Description, Affected Items with serial number, replacement value and an Insured column, the Total Affected Value, the estimated cost and police report number when set, witnesses and the responsible party, Photo Evidence, and a signature block.
4. Save or print it and send it on.

Reports are listed in three places. Click any row to open the report.

Insurance page

— 'All Damage Reports' lists every report across all your projects. It appears as soon as at least one report exists.

A project's Insurance tab

— 'Damage Reports' lists that project's reports and holds the 'New Report' button.

Sub-rentals page

— 'Subrental Damage Reports' lists the reports linked to one of your sub-rentals, such as those drafted from a condition audit.

• Each row shows the damage type and severity, the status badge, the incident date, how many items are linked, their combined replacement value and how many photos are attached.

'Delete' at the bottom of a report removes it permanently after you confirm. It is there in every status.

• Deleting cannot be undone.
• If the report came from invoicing a missing item, the confirmation warns that a draft billing line is linked to it. Deleting the report leaves that line on the invoice — undo the invoice from the Gear Return Checklist instead, where 'Void both' handles the report and the line together.
• To withdraw a claim but keep the record, set it to Voided where 'Change Status' offers that move.