Incidents

Incidents

Overview

Incident reporting allows staff to record, track, and review any events involving children that require documentation — such as injuries, behavioral incidents, or safety concerns. Incidents can be created directly from the New menu or by clicking a date on the Calendar.

Recording an Incident

You can record an incident in two ways:
  1. New > Incident — complete the form and click Save.
  2. Calendar > Select a date > Incident — complete the form and click Save.
Each incident record includes required and optional fields to ensure accurate reporting.


Required fields

  • Child — select from the dropdown.
  • Summary — brief description of what occurred.
  • Date and time — when the incident took place.

Optional fields

  • Reported by — staff member or other reporter.
  • Location — room, corridor, yard, etc. (customizable in Admin > System > Incident Locations).
  • Colour — used for calendar display (default: Incident; other predefined or custom colours available).
  • Action taken — description of immediate response.
  • Injury details — Injury type, Body area, Notes (customizable lists in Admin > System > Incident Injury Types and Incident Body Areas).
  • First aid given — yes/no toggle, with fields for First aid by (staff) or First aid by (other).
  • Emergency response — toggles for Called 911, Spoke to health nurse, Transported outside centre.
    • If Transported outside centre is selected, additional fields appear: Transport method, Destination type, Destination name.
  • Other children involved — add rows for each child, selecting their role (Victim, Perpetrator, Witness, Involved).

Viewing & Reporting

All incidents are visible on the calendar as “Incident” entries. A full report can be accessed under Reports > Children > Child Incidents, with filters for date range and other criteria.

Security & Permissions

Access to incident records is controlled through role settings in Admin > Security > Users & Roles > Roles > Calendar:
  • Record incidents — allows creating and viewing incidents created by the user.
  • View all incidents — allows viewing incidents created by others.
  • Delete incidents — allows removal of incident records

Notifications

Administrators can choose to be notified by email, each time a new incident is recorded.  You can enable email notifications in Settings > Notifications.  This option is off by default.



Best Practices

  1. Record incidents promptly to ensure accuracy.
  2. Include sufficient detail in the summary and action fields for audit and compliance.
  3. Use consistent injury and location categories for reliable reporting metrics.
  4. Review permissions regularly to maintain confidentiality.