Features/Reports & documentation
Reports & documentation

Reporting that adapts to the way you work.

Create report types with your own fields, templates, approval flows and delivery schedules. Update them anytime, and every change is available immediately across the web portal and mobile app.

Your fields and report types
Word and PDF templates
Approval before client delivery
Changes applied everywhere
Talk to an expert See how it works
Report setup
1
Define the report type
Incident, patrol, maintenance, quality check — each one has its own setup
2
Choose fields and rules
Photos, GPS, dates, files, selections, required fields and approval
3
Connect a template
Use your own Word or PDF layout with your logo and structure
4
Set delivery
Client portal, email, schedule, recipients and retention per report type
5
Update when needed
New reports use the latest setup immediately
No release cycle for report changes. Update a field or template once; the latest version is used in the web portal and mobile app.
Configuration

Configure every report type

Use separate setups for different workflows: incident reports, patrol logs, maintenance checks, quality checks. Fields, templates, approval, delivery and retention can differ between them.

Fields

Text, number, photo, GPS, selection, date/time, file. Add what the report needs, remove what it does not.

Templates

Use your own Word or PDF layout. The system fills it automatically from the submitted record.

Delivery & schedule

Send reports daily, weekly, monthly, or after a record is created or approved.

Retention

Set a time limit or keep records indefinitely, depending on the workflow and customer agreement.

Approval

Optional per report type. When it is on, the client only sees approved records.

Who can create & see

Decide who can create each report type and who can see the records it produces.

How it works

From field entry to client-ready documentation

The worker does not need to think about templates or formatting. They fill in the form; Alicenta handles approval, document generation, delivery and archive.

1

Created in the field

The worker fills a structured form in the mobile app. Required fields, photos and files are handled in the same flow.

2

Location recorded

GPS can be captured automatically or added manually. A report can include several points when the workflow needs it.

3

Submitted instantly

The submitted record appears in the web portal right away, with all data attached to the correct report type.

4

Approved if needed

If approval is enabled, a manager reviews the record before it becomes visible or is sent to the client.

5

Delivered to the client

The client can see their own records in the portal or receive generated PDF reports automatically.

Access

Access follows the structure of the work

Workers, managers, clients and administrators use the same data, but not the same view of it.

Field worker
Creates reports from the mobile app and works only with the records assigned to them.
Manager
Views, approves, exports and manages access to report data.
Client
Logs in and sees only their own records, separated from other clients.
Administrator
Configures report types, fields, templates, permissions and delivery settings.
Security & compliance

Security details that matter for operational data

GDPR compliant

Processed and stored under EU regulations.

EU data centres

Your data never leaves Europe.

BankID support

Secure sign-in for Swedish organisations.

Role-based access

Every user sees only what they're allowed to.

Full audit logs

Every action logged with user and timestamp.

API support

Connect to your existing CRM, ERP or tools.

See it in action

Book a 30-minute demo and walk through the reporting setup using one of your real workflows.

Book a demo