Incident or Exception Log Template

Use this log for scanning exceptions, manual overrides, unusual pickup events, authorization concerns, and other operational issues.

Incident / exception details

Date: _______________________________________

Time: _______________________________________

Branch: _____________________________________

Check occasion: _____________________________

Staff member recording issue: ________________

Student

Student name: _______________________________

Class / grade: ______________________________

Person involved

Name: _______________________________________

Role claimed or shown: _______________________

Phone / contact, if relevant: ________________

Type of issue

Select all that apply:

QR code would not scan
QR code expired
Manual check-in / check-out used
Visitor not recognized
Visitor not authorized
Parent confirmation pending
Parent confirmation declined
Student name mismatch
Device / network issue
Custody or restriction concern
Other: ____________________________________

Description

Describe what happened:

____________________________________________________________________

Immediate action taken

Student remained inside supervised area
School office / supervisor contacted
Parent / guardian contacted
Manual event recorded
Pickup denied
Pickup approved by authorized staff
Technical issue reported
Other: ____________________________________

Outcome

____________________________________________________________________

Follow-up required

Update student record
Update parent / guardian details
Update driver / pickup authorization
Review staff training
Review School procedure
Contact parent / guardian
No follow-up required

Follow-up owner: ____________________________

Due date: ___________________________________

Review

Reviewed by: ________________________________

Date reviewed: ______________________________

Final notes: ____________________________________________________

Template note: This sample is provided for general onboarding and operational support. Schools should review and adapt it to their own policies, legal requirements, and local regulations before use.

Incident or exception log template