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So, if you don't like the portal system, there is no automatic calculation on Bay, and reports are not written on WCL, then you need to create something of your own.
Here’s what we have now:
To leave a message on the forum, you either need to write it in the Quick Reply box or switch to advanced mode, which can be done in three ways – using the button below Quick Reply and two buttons labeled “Reply” at the top left and bottom left of the page.
It seems that the most convenient thing would be to add two more buttons to these three places – "Write Report" and "Confirm Report."
I drew some red rectangles as an example:
Moreover, these buttons will be available in all topics of our section; you can use them to write discussion messages and submit reports.
This will result in a fairly clear system for everyone.
And organizing user search doesn't seem difficult since it already exists in the Private Messages system.