How to report damage or an incident

A client damaged a tripod, a scratch appeared on the floor, a reflector stopped working after a visit - these things happen. What matters is reporting them quickly with good documentation.

Creating a damage report

1. Go to Owner Panel -> Damage Reports
2. Click Report Damage
3. Fill in the form:
   • Booking - select the visit during which the incident occurred (or after which the damage was noticed)
   • Room - indicate which room the damage is in
   • Description - describe exactly what happened and what's damaged. The more detail, the better for any potential claims
   • Severity - rate the scale of the problem:
     • Minor - scratch, stain, cosmetic damage
     • Medium - damaged equipment needing repair, missing items
     • Serious - room unusable, major equipment destruction
4. Add photos - optional but highly recommended. Photos are crucial if there's a dispute with the client. More about photographic documentation in the damage documentation article.
5. Save the report

Who can report damage?

Reports can be created by people with the right permissions:

• Owner and Manager - full access to reports, can create, view, and manage them
• Technician - can create and view reports
• Reception - can create and view reports (useful when reception notices damage during client check-in)

People with the "Cleaning" role can see reports but cannot create them. If a cleaning staff member notices damage, they should inform the manager or technician.

What happens after reporting?

The report goes to review. The manager or owner receives a notification and assesses the situation. They then decide on next steps - from in-house repair to proposing a deduction from the client's deposit. The full report workflow is described in the damage report workflow article.

Can I edit a report after saving?

You can update the description and severity, but added photos remain unchanged - this protects the credibility of the documentation. You also can't change the linked booking or room after saving.