Reporting Maintenance Issues at Your Site

This article is for Security Guards.

As a security guard, you're often the first person to notice a maintenance problem — a broken light, a leaking pipe, a damaged fence, or a malfunctioning door. Reporting these issues promptly is part of your job. It keeps the site safe, protects the client's property, and creates a documented record that facilities teams can act on. This guide explains how to identify and report maintenance issues using Attlock.

Why Guards Report Maintenance Issues

You're on site when most other people aren't. That makes you the eyes and ears for facilities management:

• Safety hazards — a broken step, a flooded floor, or a faulty electrical panel can injure people.
• Security vulnerabilities — a broken lock, a damaged fence, or a malfunctioning camera creates gaps in site security.
• Property protection — catching a small leak early prevents major water damage.
• Liability — documented reports protect both you and your client if an incident occurs later.

What Counts as a Maintenance Issue?

Report anything that affects the safety, security, or functionality of the site:

How to Report a Maintenance Issue in Attlock

Option 1: Maintenance Report (Recommended)

If your site has the Maintenance module enabled:

1. Tap More > Maintenance > New Report.
2. Fill in the details:
   • Title — a brief, clear description (e.g., "Broken lock on Gate B").
   • Category — select the type of issue (Electrical, Plumbing, Structural, etc.).
   • Location — specify the exact location on site (building, floor, room number, or zone).
   • Description — describe what you found, when you noticed it, and any relevant context.
   • Priority — select the urgency level:
     • Low — cosmetic or non-urgent (e.g., a burned-out light in a storage room).
     • Medium — affects operations but not an immediate hazard (e.g., a sticky door lock).
     • High — safety or security risk requiring prompt attention (e.g., a broken perimeter gate).
     • Critical — immediate danger (e.g., exposed electrical wiring, flooding).
3. Tap Add Photo to attach images of the issue.
4. Tap Submit.

The report is sent to your supervisor and the relevant facilities contact automatically.

Option 2: Pass-Down Log Entry

If the Maintenance module isn't available, use the Pass-Down Log:

1. Tap More > Pass-down > Create.
2. Set the category to Maintenance.
3. Describe the issue with the same level of detail as above.
4. Attach photos.
5. Tap Post.

Option 3: Incident Report

For maintenance issues that represent an immediate safety or security risk:

1. Tap More > Incident Reports > New Report.
2. Select Maintenance / Facilities Hazard as the incident type.
3. Document the issue and any actions you took (e.g., cordoned off the area, notified building management).

Taking Good Maintenance Photos

Photos are essential for maintenance reports — they help facilities teams understand the issue without visiting the site first:

• Take a wide shot showing the location in context.
• Take a close-up showing the specific damage or fault.
• Include a reference object (your hand, a coin) next to small damage to show scale.
• Photograph any hazard markers you placed (cones, tape) to show you secured the area.

Immediate Actions for Hazardous Issues

For issues that pose an immediate risk to people on site:

1. Secure the area — place cones, barriers, or tape to keep people away from the hazard.
2. Post a warning if possible (e.g., a "Wet Floor" sign near a leak).
3. Notify your supervisor immediately by phone or message.
4. Contact building management or facilities if your Post Orders specify a direct contact.
5. Document your actions in the report — note what you did and when.

Never leave a known hazard unsecured while waiting for someone else to act.

Following Up

• Check the status of your submitted reports in More > Maintenance.
• If a high-priority issue hasn't been addressed by the next shift, include it in your Pass-Down Log.
• If a critical issue remains unresolved and poses ongoing risk, escalate to your supervisor.

Tips

• Report everything — even minor issues. A small problem documented is better than a large problem that was ignored.
• Be specific about location — "near the back" is not useful. "North stairwell, Level 2, east wall" is.
• Don't attempt repairs yourself unless your Post Orders explicitly authorize it.
• Photograph before and after if you do take any authorized corrective action.
• Check recurring issues — if the same problem keeps appearing, note it as recurring in your report.

Related Articles

• Taking Photos and Attaching Evidence to Reports
• Using the Pass-Down Log
• Submitting an Incident Report
• Reading Post Orders and Policies
• Completing a Patrol Tour