Using the Pass-Down Log

The pass-down log is how information flows from one shift to the next. It's your way of telling the guard who relieves you about outstanding issues, observations, ongoing situations, and anything else they need to know to do their job effectively.

Why Pass-Down Logs Matter

• Continuity — security doesn't stop between shifts. Pass-downs ensure the next guard picks up exactly where you left off.
• Accountability — written handover notes create a documented record of what was communicated.
• Safety — alerting the next guard about active situations (e.g., "Suspicious vehicle still circling the property") keeps everyone prepared.

Accessing the Pass-Down Log

1. Tap the More tab at the bottom of the screen.
2. Tap "Pass-down" (Clipboard icon, orange).
3. The Pass-Down Log screen opens.

Understanding the Layout

Tabs

• Current — active pass-down notes that are relevant right now.
• History — past entries from previous shifts.

Summary Card

At the top of the screen, you'll see:

• Pass-downs today — total number of entries posted today.
• Unread — how many entries you haven't read yet.
• Last updated — when the most recent entry was posted.

Reading Pass-Down Entries

Each entry in the list shows:

• Author name and the time it was posted.
• Category tag: General, Incident, Security, or Maintenance.
• Message preview — the first 2 lines of the note.
• Status indicator:
  • Eye icon = Read (you've seen it).
  • Checkmark icon = Acknowledged (you've confirmed you understand).

Viewing the Full Entry

1. Tap any entry to open it.
2. Read the full message.
3. View any attached photos (swipe through if there are multiple).
4. At the bottom, tap one of the action buttons:
   • "Mark as Read" — confirms you've seen it.
   • "Acknowledge" — confirms you've read and understood the information.

Adding a Comment

If you need to respond to a pass-down entry or add follow-up information:

1. Open the pass-down entry.
2. Scroll down to the comment section.
3. Type your comment (e.g., "Issue resolved at 22:15" or "Contacted building management about this").
4. Tap "Send Comment" (arrow icon).

Comments create a thread of communication around a single topic, which is much cleaner than posting a separate pass-down.

Creating a New Pass-Down

To share information with the next shift:

1. Tap "Create" or the add button at the top of the screen.
2. Fill in the details:
   • Title — a clear, concise summary (e.g., "Broken lock on Gate B" or "VIP event cleanup still in progress").
   • Message — the full details. Be thorough: include locations, times, names, and any actions already taken.
   • Category — select from the dropdown:
     • General — routine information and observations.
     • Incident — related to a security event or incident report.
     • Security — security-specific concerns or alerts.
     • Maintenance — facilities issues that need attention.
   • Attach Photos (optional) — add visual context by taking or uploading photos.
3. Review your entry.
4. Tap "Post" to publish it.

Your pass-down is immediately visible to all guards at the site.

Tips

• Write pass-downs before clocking out — don't leave the next guard uninformed. Even if your shift was quiet, a "Nothing significant to report" entry confirms you were attentive.
• Be specific and actionable — instead of "Something weird at Gate B," write "Gate B sensor triggered at 03:15, investigated and found stray cat. Reset sensor. Monitor for repeat triggers."
• Include locations, times, and actions taken — this context helps the next guard understand the situation without having to ask questions.
• Acknowledge important pass-downs — it confirms you've read and understood the information. Your supervisor can see who has and hasn't acknowledged each entry.
• Use the right category — categorizing entries correctly helps everyone filter and prioritize information.
• Add photos when useful — a picture of a broken lock, a suspicious vehicle, or maintenance damage communicates more than words alone.
• Check for new pass-downs when you start your shift — this should be one of the first things you do after clocking in.

Related Articles

• Clocking In and Out of Shifts
• Reading Post Orders and Policies
• Using the Message Board and Announcements
• Submitting an Incident Report
• Getting Started with the Guard Mobile App