Passdown report
Passdown examples
- A hotel security officer has visited a guestroom several times during their shift following noise complaints from guests staying in an adjacent guestroom. Most hotels have a "three strikes rule" in place whereby the guest may be asked to leave the property after the third noise complaint.
- A car is stolen in a parking lot owned or managed by the business.
- A suspicious individual has been spotted in or around the property, who has been seen on previous occasions.
During a shift, a security officer is expected to write notes regarding these events, and be prepared to share those during a passdown meeting. Many times, the passdown meeting takes the form of a simple "go around the circle", where each officer is asked if they have something they would like to share with the incoming security team. Often, this sharing of information between security officers may bring to light additional details about an event, such as in the example above about the suspicious individual, an officer hearing the description offered by an officer who encountered the individual, they too might have additional information to share with the group regarding an encounter that they previously had with the same individual.
Passdowns in SOVA
As you are probably aware, SOVA allows a security officer to record all tasks done throughout their shift, either via the web dispatch console or via the mobile SOVA app. These Non Tour Tasks, or NTT's as we call them, roll up into the Daily Activity Report, or DAR. The DAR lists all activities done throughout the day such as tours completed, informational notes added by officers, all tasks, and even things like panic alarm activations, incident reports written, or attendance call offs added to the call off log. Any of the tasks recorded via web dispatch or via the mobile application can be "marked" or "flagged" to also appear in the passdown report.
Think of the passdown report as a subset of the daily activity report, that lists only the significant events that happened during the day.
Sending tasks to the passdown report
In the screenshot below, we are showing the live dispatch screen. In front of the dispatch map and to the right of the floating activity feed panel you will see a popup where we can add final details about the NTT and mark the task as being completed. In the popup in the center of the image below you will see a checkbox named "Passdown" which is indicated by the arrow. This optional checkbox can be checked to send the task to the passdown report.
You will also notice a checkbox named "Followup" to the left of the Pasdown checkbox. This too is a special flag that you can add to the NTT when marking it complete to indicate that your supervisor needs to get involved in the task. Examples of this could be a guest injury, where your supervisor may wish to reach out to the guest after the fact and ensure they are well taken care of and have everything they need.
Passdowns in the mobile app
Below is a screenshot of the mobile app showing a task (NTT) that we are about to mark as complete. Here, we have the same checkboxes we saw above in web dispatch. By checking the box in the mobile app indicated by the arrow below, the NTT will be included in the passdown report:
It's best to be very selective when choosing which tasks should appear in the passdown report, which is different from the Daily Activity Report. While the DAR lists all tasks doing throughout the day listed chronologically, the passdown report by comparison should only list the significant events of the day so a manager can quickly scan these reports to get updated on the events of the day without going through potentially several hundred rows in a typical DAR report.
Viewing the passdown report in the web app
You can find the passdown report in the web app by going to Reports > Passdown. By default, the screen loads showing passdowns for the current day. You can easily view passdowns for prior days by using the date filters at the top of the page. That screen is for viewing only. If you wish to download the passdown activity or share with other managers, you can pull all passdown entries into the shift report.
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