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Write-ups & PIPs Incident logs Attendance points Licenses & compliance AI Shift reports & time off Repair & maintenance Employee records

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Repairs that chase themselves.

QR stickers on every machine, tickets anyone can file from a phone, vendor-aware statuses, automatic reminders and real repair costs.

White-glove setup. We import your roster for you.

Watch it work See every feature
Repair and maintenance board with stat tiles for open repairs, critical items, days open and repair cost (dark mode)
RM-0015 · Critical PTZ camera 14 · safety hazard
RM-0014 · Parts Ordered Bayline Gaming Equipment

Watch it work

Scan the sticker. The ticket does the rest.

A dealer scans the QR sticker on the Table 7 shuffler with any phone camera. The ticket opens, moves through vendor-aware statuses, and the aging pill keeps everyone honest.

  1. Any phone camera opens the machine’s page
  2. Report a Repair — RM-0014 is created
  3. Vendor-aware statuses and aging, logged on the ticket

Example records · Redwood Crown Card Club is a fictional card room

What you get

From sticker to signed-off repair.

01

Scan. Snap. Reported.

Stick a QR label on any machine. Any phone camera opens its page, with a Report a Repair button — no login hunt, no app.

  • Printable QR sticker sheets
  • An in-app scanner for asset numbers too
  • Photos and video on the ticket
Printable sheet of QR equipment labels for card-room assets
Equipment QR scanner on a phone using the camera to open an asset and report a repair
02

12 statuses that speak vendor.

Reported, With the Vendor, Work Underway, Done — from Waiting on Quote to Parts Ordered to Vendor On Site.

  • Sequential ticket numbers like RM-0014
  • Assign a manager and a vendor
  • A permanent, typed activity log
Critical safety-hazard repair ticket RM-0015 for an offline surveillance PTZ camera with vendor and equipment details
03

Aging you can see.

Open-days pills turn yellow at 7 days, orange at 14 and red at 30 — and the header says how long it’s sat in its current status.

  • 7, 14 and 30-day aging colours
  • Open, critical and waiting-on-vendor tiles
  • Average days open at the top
Open repairs 7
Critical & High 2
Avg days open 11.4
RM-0016 Ice machine — BarNew Open 2d
RM-0014 Shuffler — Table 7Parts Ordered Open 9d
RM-0011 Walk-in coolerVendor On Site Open 16d
RM-0007 Lobby door closerWaiting on Quote Open 34d
04

Safety hazards stand out.

Flag a hazard and the ticket is marked everywhere it appears, and managers are alerted immediately.

  • Critical, high, medium or low priority
  • Hazard flag on every list and widget
  • Urgent alerts by email and in-app bell
Safety hazard
RM-0015 Critical Open 1d
PTZ camera 14 — Surveillance: offline
Security and Surveillance · Reported by Jake Holloway
Urgent repair reported Managers alerted by email and in the app, the moment it was filed.
05

Five reminder rules.

Critical still open after 24 hours, overdue, open over 14 days, no activity for 7 days, completed without a cost. At most one reminder per ticket every 72 hours, logged on the ticket.

  • Runs daily, most severe rule first
  • Never more than one per ticket per 72 hours
  • Every reminder written to the activity log
Reminder rules Daily · most severe first
  1. 1 Critical still open after 24 hours
  2. 2 Overdue past the expected completion date
  3. 3 Open too long more than 14 days
  4. 4 Stale no activity for 7 days
  5. 5 Uncosted completed 3+ days, no cost entered
At most one reminder per ticket every 72 hours.
RM-0014 · Overdue reminder sent to 3 recipients.
06

Know what it costs.

Quote, parts and labor per ticket; lifetime repair cost per machine; monthly and yearly spend; average days to repair by department.

  • Lifetime repair cost on every machine
  • Repair Costs by Month report
  • Costs visible only with permission
Equipment page for the Table 7 automatic shuffler with repair cost tiles, open ticket, details and its QR tag

The receipt

Not a promise. A record.

The actual activity-log line. Reminders go out on their own — at most one per ticket every 72 hours.

HR PAPERTRAIL REDWOOD CROWN
RM-0014 · SHUFFLER — TABLE 7
Status
Parts Ordered
Vendor
Bayline Gaming Equipment
Open
9 days
Activity
Overdue reminder sent to 3 recipients.
END OF RECORD
SIGNED · TIMESTAMPED · ON FILE
On file

Questions

Straight answers.

Something else? Ask us directly — a real person answers.

Do employees need an app to report a repair?

No. Any phone camera opens the machine’s page from its QR sticker, with a Report a Repair button. It runs in the browser.

Can we load the equipment we already track?

Yes. Import your fixed-asset spreadsheet in one pass, or snap the nameplate and let AI fill in manufacturer, model and serial.

Who sees repair costs?

Only people with the cost permissions. Everyone else can report and follow tickets without seeing dollar amounts.

Does it schedule preventive maintenance?

Not today. HR PaperTrail handles repair tickets, equipment records, reminders and costs.

Same record, next module

Works better together.

All eight modules
Shift reports & time off

Every shift, handed off clean

Shift reports, department checklists, time off and meetings with QR check-in.

Open Security and Surveillance shift report with notes and a partly completed surveillance checklist
AI

See risk coming

Risk scores that cite the records behind them, workplace-violence flags, suggested point adjustments.

AI risk insight card rating Marcus Bell High risk with a score of 72, a written summary and specific concerns (dark mode)
Incident logs

An incident log that knows the floor

Involved and witness roles, private entries, AI review on every save.

Incident row flagged with a Workplace Violence badge and its AI confidence tooltip (dark mode)

Get started

Put every shift on the record.

Tell us a little about your operation. We’ll reach out within one business day to set you up — personally.

White-glove setup. We import your roster for you.