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Incident Reported → Guide Capture → Structure Facts → Draft Report → File

Incident Documentation Agent

Guides structured incident capture and generates a consistent report draft, so incident records are complete and claim-ready instead of varying by who wrote them.

The Problem

Incident records are inconsistent, so claims are hard to defend.

Incident records are inconsistent. Details are missing when a claim or investigation starts.

What Changes

Structured capture, a consistent report every time.

Guides your team through structured capture - what happened, when, who, what action was taken - and produces a consistent report draft.

Humans stay in control: Your team reviews and files the report and handles the incident. The agent structures the capture. It removes the inconsistent records, not the response.

HOW THE AGENT WORKS

TRIGGERLLMAPIDECISIONACTIONWAIT
TRIGGERIncident ReportedSomeone reports an incident
ACTIONGuide CapturePrompt for the required facts
LLMStructure FactsOrganise into the report format
LLMDraft ReportGenerate the consistent report
DECISIONComplete?
ACTIONFile ReportStore the claim-ready record
The agent doesn't determine fault. It guides structured capture and drafts the report. Your team reviews and files.

HOW TO BUILD IT

Three levels of depth. Pick the one that matches where you are.

For the ops person who needs to understand what's involved and brief their team.

Your IncidentsReports as they happen
The AgentWorkflow engine + LLM
Your RecordsConsistent reports

WHAT YOUR TEAM PROVIDES ONCE

  • Capture checklist - the facts every incident needs
  • Report format - your incident report structure
  • Incident types - the categories and their specifics
  • Review flow - who reviews before filing
  • Storage - where reports are filed for claims
What happens day-to-day: An incident gets reported, a slip, property damage, a disturbance. The agent walks the reporter through the required facts, structures them, and drafts a consistent report, so the record is complete and claim-ready instead of a few scattered notes.

For the IT person or technical lead who needs to scope the integration.

INQUIRY SOURCES

Incident form
Staff report
Photos

WORKFLOW ENGINE (N8N)

Trigger
Guide capture
LLM - Structure facts
LLM - Draft report
Branch - complete?
File report
Flag gaps

CONNECTS TO

Incident / form toolRead: incident inputs
Photo / document storeStore evidence
PMSLink incident to unit/resident
Notifications (email / Slack)Route report for review
WITHOUT PMS API

Agent structures provided notes into a report for manual filing.

WITH PMS API

Agent guides capture and files a structured report linked to the property record. Best experience.

For the person who wants to build this agent step by step. Each node below maps to an n8n workflow node.

TRIGGERNode 1
Trigger - Incident Reported
A form submission or staff report opens the workflow.
Output: { incident_type, reporter, raw_details }
ACTIONNode 2
Guide Capture
Prompt for the required facts from the checklist for this incident type.
Output: Required facts collected.
LLMNode 3
LLM - Structure & Draft
Organise the facts and draft a consistent report.
Output: { report, complete, missing[] }
You structure an incident into a consistent report.

Using the CAPTURE CHECKLIST and REPORT FORMAT, organise the facts and draft the report. State facts only; do not assign fault or liability. Return report, complete (true/false), missing[].
Respond ONLY with valid JSON.

CAPTURE CHECKLIST: {capture_checklist}
REPORT FORMAT: {report_format}
DETAILS: {details}
INPUT
{ "incident_type": "slip_fall", "details": "resident slipped on wet lobby floor ~2pm, no injury reported, floor was being mopped" }
OUTPUT
{
  "report": "INCIDENT REPORT - Slip/Fall. Date/Time: today ~2pm. Location: main lobby. Description: Resident slipped on a wet floor during mopping. Injury: none reported. Conditions: wet floor, mopping in progress. Witnesses: [to confirm].",
  "complete": false,
  "missing": ["witness details", "whether wet-floor signage was present"]
}
DECISIONNode 4
Condition - Complete?
IF all required facts present → file. ELSE → prompt for the missing facts.
Output: Branch: COMPLETE (file) or GAPS (prompt)
ACTIONNode 5
File Report
Store the reviewed report linked to the unit/resident for any future claim.
Output: Claim-ready incident report filed.
MVP vs Advanced — Where To Start
MVP — START HERE
  • Form trigger
  • Guided capture
  • Manual structuring
  • Template report
  • Manual filing
  • Email review
ADVANCED — ADD LATER

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    From an incident to a consistent report - step by step.

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    Frequently asked questions

    Incident Documentation Agent is an AI agent that guides structured incident capture, and produces consistent reports.
    Incident records are inconsistent, so claims are hard to defend. The Incident Documentation Agent addresses this — it guides structured incident capture, and produces consistent reports.
    No — your team stays in control. Your team reviews and files the report and handles the incident. The agent structures the capture. It removes the inconsistent records, not the response.

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