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Incident Photos

Incident Photos provide visual documentation of device damage, creating permanent evidence for insurance claims, billing disputes, and accountability. Photos are uploaded to incident records and stored with the incident permanently.

Photos are managed through the incident profile's Add Photos button and viewed in the Incident Photos tab.

Permission Required

To upload and view incident photos, you need the Add Photos permission assigned to your administrator role.

Why Photos Matter​

Visual documentation is crucial for several reasons:

Insurance Claims

  • Insurers require photo evidence of damage
  • Photos must show extent and type of damage
  • Multiple angles may be needed for approval
  • Before/after photos demonstrate repair completion

Billing Justification

  • Photos support charges for user-caused damage
  • Visual proof reduces billing disputes
  • Documents damage vs. normal wear
  • Shows severity to justify replacement vs. repair

Accountability

  • Creates permanent record of damage
  • Helps identify patterns with specific users
  • Supports disciplinary decisions when needed
  • Provides evidence for parent/guardian discussions

Training and Prevention

  • Examples of common damage types
  • Training materials for users
  • Helps identify failure points in devices
  • Documents trends (screen cracks, port damage, etc.)

Warranty Claims

  • Manufacturing defects vs. user damage
  • Documents condition for warranty service
  • Proves device condition at time of claim
  • Required by many warranty providers

How to Upload Photos​

From the Incident Profile​

  1. Open the incident profile (from View Incidents list or device/user profile)
  2. Look for the Add Photos button in the incident snapshot sidebar (left side)
  3. Click Add Photos
  4. A modal window opens with file upload interface
  5. Click Choose Files or drag and drop photos
  6. Select one or more photos from your device (computer, phone, tablet)
  7. Optionally add descriptions for each photo
  8. Click Upload or Submit
  9. Photos upload and appear in the Incident Photos tab

Supported File Formats​

  • JPEG/JPG - Most common, good for photos
  • PNG - High quality, larger file size
  • GIF - Less common for incident documentation

File Size Limits​

Most systems limit photo sizes to avoid storage issues:

  • Typical limit: 5-10 MB per photo
  • If photos are too large, resize them before uploading
  • Use phone/camera settings to reduce resolution if needed
  • Compression tools can reduce file size while maintaining quality

Number of Photos​

  • Most incidents need 2-6 photos
  • No strict limit, but be reasonable
  • Include enough angles to show complete damage
  • Avoid uploading 50 photos of the same thing

Best Practices for Taking Photos​

What to Photograph​

Always include:

  • Overall view - Full device showing context
  • Damage close-up - Detailed view of specific problem
  • Asset tag/serial - At least one photo showing device identification
  • Multiple angles - Different perspectives of damage

Common photo sets:

Cracked screen:

  1. Full front view showing entire screen
  2. Close-up of crack showing detail
  3. Angle view showing crack depth/severity
  4. Asset tag visible in one photo

Physical damage:

  1. Overall view showing entire device
  2. Close-up of dent/crack/break
  3. Another angle showing extent
  4. Comparison to undamaged area if applicable

Liquid damage:

  1. External view showing any visible liquid
  2. Keyboard/ports showing residue
  3. Close-up of affected areas
  4. Powered-off screen (if won't turn on)

Lighting and Focus​

Good lighting:

  • Use natural light when possible
  • Avoid harsh shadows
  • Don't use flash if it creates glare on screen
  • Ensure damage is clearly visible

Focus:

  • Make sure photos are in focus (not blurry)
  • Auto-focus on the damage area
  • Hold camera/phone steady
  • Take multiple shots if unsure

Photo Clarity​

Clear photos show:

  • Damage is easily identifiable
  • Text (serial numbers, asset tags) is readable
  • Colors are accurate
  • Details are visible

Avoid:

  • Blurry or out-of-focus shots
  • Photos too dark to see damage
  • Extreme close-ups where context is lost
  • Photos taken from too far away

Viewing Incident Photos​

Once uploaded, photos appear in the Incident Photos tab of the incident profile.

  • Photos display as thumbnails in a grid layout
  • Click any thumbnail to view full-size
  • Tab badge shows photo count: "Incident Photos (4)"
  • Photos are organized in upload order

Full-Size Photo Modal​

When you click a photo:

  • Modal popup opens showing full-size image
  • Close button to return to thumbnail view
  • May include prev/next navigation between photos
  • Download option (depending on configuration)

Managing Photos​

Adding More Photos​

You can add additional photos anytime:

  • Click Add Photos again
  • Upload new images
  • New photos append to existing gallery
  • No limit on how many times you can upload

When to add more photos:

  • Initial damage assessment incomplete
  • Additional damage discovered during repair
  • Before/after shots (initial damage, then repaired condition)
  • Progress photos during multi-stage repair

Deleting Photos​

Uploaded photos can be deleted if needed (with appropriate permissions):

How to delete:

  1. View the Incident Photos tab
  2. Look for delete button/icon on each photo
  3. Click delete
  4. Confirm deletion
  5. Photo is permanently removed

When to delete:

  • Accidentally uploaded wrong photo
  • Photo is duplicate
  • Photo is blurry/unusable
  • Photo uploaded to wrong incident

Do NOT delete:

  • Photos once incident is completed (preserve historical record)
  • Photos because they show something embarrassing
  • Photos at user's request (preserve evidence)

Photo Descriptions​

Some systems allow adding captions or descriptions to photos:

Good descriptions:

  • "Front view showing 3-inch crack across top right"
  • "Close-up of liquid damage on keyboard, sticky residue visible on keys E, R, T"
  • "Asset tag #12345 visible"
  • "After repair - screen replaced, no visible damage"

Photo Documentation Workflows​

Scenario 1: Standard Damage Report​

Student brings in device with cracked screen:

  1. Create incident
  2. Immediately click Add Photos
  3. Take 4 photos:
    • Full front view of device
    • Close-up of crack (2-3 different angles)
    • Asset tag visible
  4. Upload photos
  5. Continue with incident documentation

Result: Complete visual record for insurance, billing, and accountability.

Scenario 2: Before and After Documentation​

Major repair requiring significant work:

Before repair:

  1. Take photos of initial damage
  2. Upload to incident
  3. Document extent of damage

During repair (optional):

  1. Photo of internal damage discovered
  2. Photo of corroded components
  3. Upload as additional evidence

After repair:

  1. Photo of repaired device
  2. Photo showing screen working properly
  3. Upload as proof of completion

Result: Complete repair documentation from start to finish.

Scenario 3: Insurance Claim​

Device damaged off school property, insurance claim needed:

  1. Create incident, mark location: "Off School Property"
  2. Take comprehensive photos:
    • Multiple angles of damage
    • Close-ups showing severity
    • Serial number visible
    • Context photos (full device)
  3. Upload all photos
  4. Generate PDF work order with photos
  5. Submit to insurance with photo documentation

Result: Proper documentation supporting insurance claim.

Scenario 4: Pattern Documentation​

Multiple similar incidents with same user:

Incident 1:

  • Photos of first screen crack
  • Upload to first incident

Incident 2 (weeks later):

  • Photos of second screen crack (same user)
  • Upload to second incident

Review:

  • Compare photos from both incidents
  • Identify if damage patterns are identical
  • Use for accountability discussion with user/parents

Result: Visual evidence of pattern requiring intervention.

Common Photo Mistakes to Avoid​

❌ Photos too small/far away

  • Can't see damage details
  • Asset tags unreadable
  • Not useful for documentation

✅ Solution: Move closer, use zoom moderately, ensure clarity

❌ Blurry or out of focus

  • Damage not visible
  • Can't determine severity
  • Useless for insurance/billing

✅ Solution: Hold steady, let camera focus, take multiple shots

❌ Poor lighting

  • Damage hidden in shadows
  • Colors inaccurate
  • Details lost

✅ Solution: Use natural light, avoid harsh shadows, no flash on screens

❌ No asset tag visible

  • Can't confirm which device
  • Difficult to match photo to incident later

✅ Solution: Always include at least one photo showing asset tag/serial

❌ Only one photo

  • Insufficient documentation
  • Doesn't show full extent
  • May not satisfy insurance

✅ Solution: Take multiple angles, close-ups, and context shots

❌ Uploading to wrong incident

  • Photos don't match incident description
  • Confuses documentation

✅ Solution: Double-check incident number before uploading

Tips for Effective Photo Documentation​

✅ Do:

  • Upload photos immediately when damage is reported
  • Take multiple angles of the same damage
  • Include asset tag in at least one photo
  • Use good lighting and focus
  • Show context (full device) and detail (close-ups)
  • Take before/after photos for major repairs
  • Upload to correct incident

❌ Don't:

  • Delay uploading photos until later
  • Use blurry or poorly lit photos
  • Upload just one photo
  • Forget to include identifying information
  • Delete photos once incident is complete
  • Upload photos of unrelated damage

Common Questions​

Q: How many photos should I take? Typically 3-5 photos per incident: full view, damage detail (2-3 angles), and asset tag. More for complex damage, fewer for simple issues.

Q: Can I use my phone to take photos? Yes! Phone cameras are perfect for incident documentation. Most phones take high-quality photos suitable for this purpose.

Q: What if the photo file is too large? Reduce the resolution in your camera settings, or use a compression tool before uploading. Most systems accept up to 5-10 MB per photo.

Q: Can I edit photos before uploading? Minor edits (cropping, rotating) are fine. Don't alter damage appearance, add filters, or manipulate in ways that misrepresent the actual damage.

Q: Do users see the incident photos? No. Photos are part of the internal incident record and are not visible to users.

Q: Can I download photos from incidents? Depending on system configuration, yes. You may be able to download individual photos or export them with incident reports.

Q: What if I forget to take photos? Upload photos as soon as you remember. While immediate documentation is best, late photos are better than no photos.

Q: Should I take photos of minor issues? Use judgment. Major damage, any insurance/billing situations, and accountability cases definitely need photos. Minor software issues may not.

Next Steps​

Photo documentation protects your district, creates accountability, and ensures proper evidence for insurance and billing!

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