File an incident report

When something happens to a child in your care, an incident report holds the facts: what occurred, what you did, and who was involved. It stays on record, and you can share it with the family the moment it's ready.

Type and severity

Every report opens with two choices.

Type is one of Injury, Illness, Behavioral, Medication Error, Allergic Reaction, or Other.

Severity is Low, Medium, High, or Critical. Severity sets the color your team sees next to the report, so pick the level that matches how serious it was.

Fill out the report

1. Choose the Type and Severity.
2. Write the Description of what happened. This is the one required field.
3. Add the Action taken so the family and your team know how you responded.
4. Add a Location if it helps.
5. Set when it happened: Time of incident on the web, When it happened in the app. It defaults to now, so adjust it if you're writing this up later. You can't set a time in the future.
6. Under Involved students, pick the children involved. This list comes from the classroom roster, so it shows up when you start the report from a classroom or a student's profile.
7. Use Internal notes for anything your team should see but families shouldn't. These never leave your staff.
8. Turn on Share with family to send the report to the family as soon as you submit. Leave it off to keep the report internal for now.
9. Select Submit report.

In the app, your draft is safe as you go: the form auto-saves what you've typed and restores it when you come back, even after the app restarts: so an interruption or a closed app won't lose the write-up.

A new report lands as Submitted, whether or not you shared it. On the web, the report opens right after you submit, so you can review it, share it, or edit it.

On the web, you start a report from Incident reports with New report. In the app, you open a child's profile and tap Report Incident; type and severity are quick taps rather than dropdowns.

Magic fill (app only)

When you're writing up an incident on the phone, Quick fill can do the typing for you. Type or dictate what happened into the Quick fill box ("Mateo tripped on the playground and scraped his knee, I cleaned it and put on a bandage"), then tap Magic fill.

It reads your description and prefills the Type, Severity, Description, Action taken, and Location for you. It's prefill only: nothing is submitted, and you should always review and adjust the fields before you tap Submit report.

The text you enter is parsed on the device itself: it never leaves the phone until you review and submit the report. Magic fill works from typed or dictated text only, not from an audio recording, and it appears only on devices that support on-device parsing.

For how a report moves from submitted to resolved, see reviewing and resolving incident reports.