Incident reporting
When something happens, write it down properly.
A structured register for injuries, near-misses and behaviour incidents — with follow-ups, severities and legal retention.
When something happens at training or on game day, the record matters. ClubHelix is incident reporting for sports clubs: a structured, permanent incident register for injuries, near-misses and behaviour incidents — instead of a half-remembered note in someone’s phone.
Filing
Two minutes on a phone, filed for good
Record injuries, near-misses and behaviour incidents in a structured register: what happened, when and where, who was involved, and how serious it was. The injury report form takes about two minutes on a phone, so whoever saw it can file it on the day:
- Seven incident types — injury, illness, behaviour, property, safeguarding, near miss or other
- Four severity levels, from minor through to critical
- When and where it happened, plus the immediate action taken — first aid, ambulance, parents contacted
- Optionally linked to a fixture, event or team so there’s context later
People involved
Who was there, on the record
Add each person involved with their part in it — injured, involved, witness, official or first aider — picked straight from your member roster or entered by name. Either way the report keeps a point-in-time snapshot of the name, so the record stays complete even if someone later leaves the club or deletes their account.
Follow-up
The file stays current as things develop
Follow-up notes keep the file current as a situation develops — “club called the family”, “insurer notified” — and the log is append-only, which is what makes it trustworthy. Move a report through open, monitoring and closed as it runs its course, and severity levels make the register triageable at a glance for the committee and your insurer.
Serious and critical reports notify the other incident managers automatically, and stat tiles keep open reports and the last twelve months of serious incidents in front of you.
Retention
The record that can’t go missing
Incident records are legally retained: a filed report can never be deleted, and records survive membership churn and clean-ups — because the one time you need an incident record is precisely when it must not be missing.
Access & export
Private by default, insurer-ready on demand
Because reports routinely contain medical detail, access sits behind its own Manage incident reports permission, granted through roles & permissions. And when the insurer or your governing body asks, Export CSV produces a spreadsheet of every report — people involved included.
See it with your club's name on it
Spin up a fully-branded site in under 30 minutes, free — no technical skills needed.