Occurencies
Introducing Occurrence Management: Track, Document, and Resolve Every Parking Event
Never lose track of what happens on your parking lot again.
We're excited to announce Occurrence Management — a built-in ticketing system designed specifically for parking operations. Whether it's a vehicle scratch reported during check-in, a customer complaint about wait times, or a payment dispute that needs verification, every event is now documented, tracked, and resolved in one place.
Why we built this
Parking lot managers told us the same story over and over:
"An employee noticed a scratch on a car. They told a colleague. The colleague forgot. The customer came back and complained. Nobody could prove when the damage happened."
Sound familiar?
Incidents happen daily on every parking lot — damages, complaints, vehicle issues, payment disputes. Until now, these were handled with phone calls, sticky notes, WhatsApp messages, or simply forgotten.
Occurrence Management changes that. Every event is linked to a booking, documented with photos, tracked with deadlines, and visible to your entire team.
How it works
1. Report an occurrence in seconds
From any booking, your staff can create an occurrence with just a few taps:
- Select the type — Damage, Complaint, Vehicle Issue, or any custom type you define
- Add a title and description — what happened, when, where
- Take photos or videos — attach evidence directly via drag-and-drop
- Fill in custom fields — location on vehicle, damage type, severity — whatever your operation needs
The system automatically generates a unique reference code (like OCC-0042), assigns a default status, and calculates a resolution deadline based on your SLA settings.
2. Track progress with status workflows
Every occurrence moves through a customizable workflow:
Created → Pending → Resolved → Closed
Each status has its own color for instant visual identification. When an occurrence reaches an "ended" status, all fields become read-only — preserving the record as documented evidence.
Need to reopen a closed case? Just change the status back. The system handles it gracefully.
3. Collaborate with your team
Add comments to discuss the occurrence with your team. Assign it to a specific staff member. Everyone sees the full history — who reported it, what changed, when it was resolved.
4. See everything at a glance
The occurrence list gives you a complete overview across all bookings:
- Filter by status, type, or search by code/title
- Sort by priority, deadline, or creation date
- Color-coded status chips for instant visual scanning
- SLA indicators — overdue occurrences are flagged in red
Built for parking operations
This isn't a generic ticketing tool bolted onto a parking system. Every feature was designed with parking lot daily operations in mind.
Custom types with smart fields
Define your own occurrence types — each with custom fields that make sense for your business:
| Type | Custom fields |
|---|---|
| Damage | Location on vehicle (multiselect), Damage type, Pre-existing? |
| Complaint | Category, Customer contact |
| Vehicle Issue | Issue type (flat tire, dead battery, ...), Action taken |
When an employee selects "Damage", they see the exact fields they need — no more, no less. No training required.
SLA deadlines that keep your team accountable
Set resolution deadlines per type:
- Safety issues → 30 minutes
- Damage reports → 2 days
- General complaints → 3 days
The system calculates the deadline automatically. Overdue occurrences are flagged with a red alert icon — so nothing slips through the cracks.
Photo and video evidence
Employees can attach photos and videos directly when creating an occurrence or adding a comment. Evidence is stored securely and linked permanently to the booking.
Perfect for:
- Documenting vehicle condition at check-in/check-out
- Recording damage before the customer returns
- Proving the state of a parking spot after a complaint
Full audit trail
Every change is tracked automatically — who changed the status, when a comment was added, what fields were modified. Access the complete activity log from any occurrence.
Configure it your way
Everything is customizable per tenant in Settings:
Types
- Create your own occurrence types
- Define custom fields per type (text, number, select, multiselect, boolean)
- Set SLA deadlines per type
- Activate or deactivate types as needed
Statuses
- Define your own workflow statuses
- Choose colors for visual identification
- Mark which status is the default for new occurrences
- Mark which statuses mean "ended" (triggers read-only mode)
Getting started
Occurrence Management is available now for all ParkFlow tenants. Default types and statuses are pre-configured — your team can start using it immediately.
For parking owners
- Go to Settings > Occurrences to review and customize your types and statuses
- Define the custom fields that matter to your operation
- Set SLA deadlines that match your service level commitments
For staff
- Open any booking and go to the Occurrences tab
- Click Add to create a new occurrence
- Select the type, describe what happened, attach photos
- Track progress in the Occurrences section of the sidebar
What's coming next
This is just the beginning. Here's what we're planning:
- Subscription occurrences — attach occurrences to subscriptions, not just bookings
- Notifications — automatic alerts when an occurrence is assigned to you, status changes, or SLA is breached
- Watchers — subscribe to occurrence updates without being the assignee
- Reports — occurrence analytics, resolution time tracking, type distribution
Available in 17 languages
Occurrence Management is fully translated and ready to use in: English, Polish, German, Spanish, Portuguese, French, Italian, Dutch, Czech, Greek, Romanian, Swedish, Slovenian, Slovak, Croatian, Hungarian, and Ukrainian.
Occurrence Management is included in all ParkFlow plans at no additional cost. Start documenting, tracking, and resolving parking events today.