Professional PDF Exports for Security Reports

A client rings up asking for last month's incident report, in writing, today. What you don't want is to be screenshotting a phone screen or retyping someone else's account into a Word document while they're waiting on the line.

What most firms do today

The report exists somewhere, in an app, a notebook, a folder of photos on someone's phone, but turning it into something you can hand to a client takes a rewrite. It comes out looking like an internal note, not something a property manager or a solicitor would want attached to a file.

How TacDesk does it

Every report type in TacDesk works the same way, so it's one habit to learn rather than a different export process for each. That covers incident reports, patrol reports, check calls, shift reports, vehicle defect reports, use of force reports, drills and exercises, lock/unlock reports, void property inspections and keyholding reports, plus any custom incident form a client's had built for their own site. Open a report and there's a "Print / Save PDF" button that opens a branded A4 layout, your logo, the client's name, the report details and the signature, ready to print or save straight from the browser.

Managers and admins get a second option: an "Email to Client" button on the same report. That generates the PDF server-side and emails it as an attachment directly to whichever address you give it, with an optional note attached. The report page then shows when it was last emailed and to whom, and keeps a full email history underneath it, date and time, recipient, and which manager sent it, so if a client later says they never got it, you've got the record to check.

If a client has portal access, they can pull their own copy. Client Portal users with download permission can generate and download the PDF for any report they're allowed to see, without asking you to send it over.

Why it matters

A client asking for evidence doesn't want to wait while you reconstruct it. Handing over a signed, branded PDF on the spot, or having your client's own portal login do it for them, is the difference between looking organised and looking like you're digging through a filing cabinet. It also means the same report doesn't get retyped by three different people into three different formats depending on who answers the phone.

The email history matters just as much: when a report is used to back up a decision or answer a complaint months later, you can show exactly when it went out and who sent it, not just that it probably did. That's useful internally too, if two managers are covering the same client and neither is sure whether the other already sent last week's report over.

Where it sits

PDF exports are on every plan, TacFree included, the pricing page lists it as Professional PDF Exports, so this isn't something you lose access to by staying on the free tier. The one part that's paid-plan-only is the client logging in themselves to grab the PDF without asking you: that's part of the Client Portal, included on every paid plan from TacStarter, not on TacFree. Printing, saving and emailing a report from your side works the same on every plan.

Reports themselves, including incident reports, are what feed this: file the report properly and the PDF is just one click away. If you want the same at-a-glance view of what's been filed today before you go looking for a specific one, that's on the management dashboard.

Start free to try it on your own reports, or book a demo if you want to see it on a real incident report first.