Incidents
The Incidents page lets staff report and track incidents involving children — such as injuries, behavioral events, or safety concerns. Incidents go through an approval workflow before becoming visible to parents.
How to Access
Navigate to Incidents in the sidebar.
Incident Dashboard
The dashboard shows five summary cards:
- Pending Approval — incidents waiting for admin/owner review
- Approved — incidents that have been reviewed and approved
- Awaiting Signature — approved incidents a parent has not signed yet
- Total Incidents — all incidents combined
- Reportable — incidents marked at the highest severity, which usually must be reported to your licensing body
Use the filter tabs to switch between All, Pending Approval, Approved, and Awaiting Signature, and narrow the list further by incident type or severity.
The Awaiting Signature tab and card show which approved incidents a parent still needs to acknowledge, so you can follow up with families who haven't signed yet.
Each incident card shows:
- Status badge (Pending or Approved)
- Type and severity badges (for example, Injury and Minor)
- Description preview
- Location, reporter name, and timestamp
- Incident cause and assistance provided
- Parent signature status ("Awaiting parent signature" or "Signed")
Reporting an Incident
Click the + Report Incident button in the top-right corner.
Select the child
Search for and select the child involved. A separate report is created for each selected child if you select more than one.
Fill in the incident details
The form requires:
- Incident Date and Time — when the incident occurred
- Incident Type — the kind of incident: Injury, Illness, Behavioral, Allergic reaction, Near-miss, or Other
- Severity — Minor, Serious, or Reportable (choose Reportable for the most serious incidents that must be reported to your licensing body)
- Description — a detailed account of what happened (up to 1,000 characters)
- Location — where it happened (e.g., Playground, Classroom)
- Incident Cause — what caused the incident (up to 1,000 characters)
- Abuse or neglect — a required Yes/No answer to "Does the nature of this incident indicate abuse or neglect?"
- Actions Taken — what help was provided
- Emergency Services — whether emergency services were contacted and details
- Reported By — the person filing the report (filled in automatically with your name)
- Reporter Signature — sign the report. You can Draw your signature, or switch to Type and enter your name in a handwriting style. Your name is filled in for you. If you've saved a signature on your profile, it loads automatically so you don't have to sign again.
Optional fields:
- Affected body part(s) — appears only when the Incident Type is Injury or Allergic reaction. Tap one or more body parts (head, knee, hand, and so on) to record where the child was hurt.
- Witnesses — add the name and role of anyone who saw the incident. The role can be Staff or Other only. A note reminds you that witness details appear on the report shared with the parent, so it never names another child or family.
- Internal Notes (staff only) — notes kept for your records that are never shared with parents
- Parent Notified — toggle if the parent has been informed, with date/time
- Child Going Home — toggle if the child was sent home, with pickup date/time
- Photos — attach relevant images
- Additional Notes — any extra observations (up to 500 characters)
Submit the report
Click Submit Incident Report to create it. The incident enters the approval queue.
Approval Workflow
When a teacher or staff member reports an incident, it enters Pending Approval status. A pending count appears on the Dashboard widget.
To approve an incident:
- Click View on the incident card, or open the incident from the list
- Review all details — description, cause, response, photos
- Click Approve (in the header or the status banner)
- In the approval window, your name is filled in automatically. Sign to approve: Draw your signature or switch to Type and enter your name. If you've saved a signature on your profile, it loads automatically.
- Click Approve to confirm
Once approved, the incident becomes visible to the child's parents in the Parent Portal.
Letting Parents Know
When you approve an incident, the child's parents automatically receive an email letting them know and asking them to review and sign the report. For serious or reportable incidents, the email is flagged as important so parents notice it right away. Minor incidents use a standard tone.
Parents open the report in the Parent Portal, read it, and add their signature to acknowledge it. Until they sign, the incident stays under the Awaiting Signature tab and card so you can follow up.
Incident Detail Page
The detail page has two columns:
Left — Incident Details:
- Type and severity badges at the top (for example, Injury and Minor)
- Status banner — Approved (green) or Pending (yellow), with approver name
- Child card — name, age, and avatar
- Incident Details — full description, location, cause, timestamps, and the abuse-or-neglect answer
- Affected body part(s) — for injuries and allergic reactions, the body parts involved, shown as chips
- Witnesses — anyone who witnessed the incident, listed with their role (Staff or Other)
- Response & Actions — assistance provided, emergency services contacted
- Reporter Information — name and signature (tap View to see the drawn signature)
- Approval Information — approver name and signature (once approved)
- Internal Notes (staff only) — shown to staff only, never shared with parents
Right — Information Sidebar:
- Created at, incident time, reported by, location, and (once approved) the approver and approval time
- Quick Actions — an Export Report option, plus a "Notify Parent Again" option when the parent has already been notified
Editing an Incident
Pending incidents can be corrected before they are approved. Open the incident and click Edit.
- Teachers can edit incidents they reported themselves.
- Admins and owners can edit any pending incident.
Once an incident is approved and signed, it is locked and can no longer be edited. This keeps the approved record accurate and tamper-proof.
Frequently Asked Questions
Yes. Both teachers and administrators can report incidents. However, only administrators and owners can approve them.
Parents can only see approved incidents. This gives administrators time to review the report before it reaches parents. Once approved, parents can view the incident and provide their signature.
After an incident is approved, parents are asked to sign the report to acknowledge they've reviewed it. The signature status appears on the incident card ("Awaiting parent signature" or "Signed").
Approved incidents are locked and cannot be edited. Before approval, a pending incident can still be corrected — teachers can edit their own reports, and admins or owners can edit any pending report.
Severity has three levels: Minor, Serious, and Reportable. Mark an incident Reportable when it is serious enough that you must report it to your licensing body or local authorities. Reportable incidents are counted on their own summary card so they are easy to find.
Yes. Approving an incident automatically emails the child's parents to review and sign it. Serious and reportable incidents are flagged as important in the email. You can also turn on an optional reminder that emails parents once if a report stays unsigned for about two days — see Notification Settings.
The Affected body part(s) picker only shows when the Incident Type is Injury or Allergic reaction. For other types it stays hidden. It is optional, and you can choose more than one body part.