Real-time incident documentation with photo evidence, timestamped records, and professional legal review — built to protect your organization when incidents escalate.
Paper forms disappear. Photos never reach managers. Inconsistent documentation leaves gaps. When incidents escalate, you need more than scattered notes — you need a structured, timestamped record that exists outside your four walls.
Staff report incidents in 60 seconds. Managers get real-time visibility. Your organization builds a stronger record.
Place QR code posters in staff areas. Staff scans once, saves to phone forever. No login required. Works anywhere on property.
Select incident type, add description, capture photos or video. Location auto-captured. Submit in under 60 seconds.
Real-time incident view. Add timestamped notes. Change status. Build a complete audit trail. Export for legal review.
See the full mobile interface staff use to report incidents
Built for the realities of multi-location teams, seasonal staff, and part-time turnover.
QR code access means zero onboarding friction. Staff scan once, save to phone, report anytime. Works for seasonal employees who come and go.
Capture visual evidence at the scene. Photos automatically attach to the incident. Manager receives everything in real-time.
Every action logged with a timestamp. Initial report, manager notes, status changes — a complete, time-stamped audit trail.
Accidents, guest conflicts, alcohol-related, harassment, medical, property damage, theft, equipment damage, food service, weather hazards, and more.
View all incidents at a glance. Filter by status, date, type. Add notes. Change status. Export reports. Complete operational control.
All data encrypted. Manager-only access to full records. Staff can only submit, not view other incidents. Privacy-conscious by design.
Aubin's most powerful feature isn't just incident reporting — it's the ability to build clear, timestamped documentation of recurring issues, visible right in your Manager Dashboard's Trends view.
When incidents escalate to legal review or insurance claims, records are preserved within a custody framework designed to hold up in discovery, deposition, and at trial.
Timestamped records from initial report through resolution. Shows who knew what, when they knew it, and what actions were taken.
Generate comprehensive incident reports for insurance claims, legal review, or risk management analysis. All data, all photos, complete chain of custody.
Knowledge doesn't walk out the door. Incident history persists regardless of who's working. Institutional memory that protects you year after year.
Not every incident becomes a claim. But every serious one deserves a structured response before it does. It's not about overreacting — it's about responding correctly.
Understand what actually happened — before positions harden.
Documentation that exists outside your organization's own systems.
Access to experienced legal perspective on the right path forward.
A clear process — before escalation becomes unavoidable.
Aubin is built around the documentation elements that matter when an incident is reviewed. Every report meets this standard automatically.
Exact time of incident and report submission. Automatic and locked at the moment of submission.
Photos captured at the scene, attached to the incident record and preserved with the report.
Documented observations from the staff member present — recorded at the time, not reconstructed later.
Once submitted, records cannot be edited or deleted. The integrity of the documentation is preserved.
Every manager action, note, and status change is logged with a timestamp — and the time between report and review is calculated automatically, showing objectively how quickly the organization responded.
Complete incident reports ready for legal review, insurance claims, or risk management analysis at any time.
Every incident documented through Aubin flows directly to QSLWM — a Dallas-based premises liability firm — who acknowledges receipt in real time. That acknowledgment is automatic and timestamped, and confirms back to the Manager Dashboard so your organization has verification the record exists from the moment it was created. Not reconstructed after the fact. Not sitting in a filing cabinet. A structured chain of custody that holds up when it matters most.
Aubin creates a contemporaneous, time-stamped record and preserves it within a custody framework designed to hold up in discovery, deposition, and at trial.
See How Aubin Fits →Aubin is an incident documentation tool. It does not provide legal advice, replace insurance requirements, or guarantee claim outcomes.