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Operations ยท Step-by-step guide

How to Create Patrol Reports

Capture patrol activity, incidents, and operational notes with a consistent report structure that reduces rework.

Last updated February 2026

This guide includes

Product steps, setup guidance, and a final check

You will work in

Operations

Prepare

Before you start

Check your access

Make sure you can open the Operations area and edit the records used in this guide. If an action is missing, ask an account administrator to review your role.

In the product

Do this in Arcova

  1. 1

    Start the report

    In Arcova Field, open Reports and choose Activity Report. From the web app, go to Operations, Reporting, then select New Activity Report.

  2. 2

    Connect the work

    Choose the correct site and shift, then select the report type that matches the activity.

  3. 3

    Record what happened

    Enter the area patrolled, checkpoints, observations, and any required custom fields. Add supporting evidence when the report calls for it.

  4. 4

    Submit the report

    Review the details and select Submit Report. If the activity needs escalation, create an Incident Report when prompted.

  5. 5

    Review the submitted report

    A supervisor can open Operations, Reporting, Activity Reports to review the record and select Approve report when it is ready.

Recommended setup

Standardize report requirements

  1. 1

    Define required fields by report type.

  2. 2

    Require site and shift context for every report.

  3. 3

    Document evidence expectations for critical incident categories.

Recommended setup

Capture patrol and incident details in workflow

  1. 1

    Use patrol checkpoints and run-sheet events as source context.

  2. 2

    Submit incident records with consistent severity and category data.

  3. 3

    Add supervisor review where client-facing quality is critical.

Recommended setup

Finalize and distribute operational reporting

  1. 1

    Close reporting loops before billing and client updates.

  2. 2

    Use weekly quality review to reduce report variance by team.

  3. 3

    Track missing fields and late submissions as operational KPIs.

Final check

You are done when

The report is saved with its site and shift context, required details are complete, and it is ready for supervisor review or client delivery.

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