Incidents

The Incidents page is your club's permanent incident and injury register: what happened, who was involved, what was done about it, and how it was followed up. It's the record your insurer, your governing body and — in the worst case — a court will ask for, so reports can never be deleted once filed. You'll find it under Club operations → Incidents.

Who can use this

Incidents are a Standard plan feature. Because reports routinely contain medical detail, access needs the Manage incident reports permission — club administrators have it automatically; moderators and council positions need it granted on Members & access → Roles & positions. Platform staff can read (but never change) reports.

What's on the page

• Stat tiles: open reports, serious or critical reports in the last 12 months, and the all-time total.
• Report list: every report with its type, severity, status and reporter, newest first.
• New incident report: the structured filing form.
• Export CSV: an insurer-ready spreadsheet of every report.

Each report has its own page with the people involved, an append-only follow-up log, and status controls.

Step by step

File a report

1. Fill in a short title, the incident type (injury, illness, behaviour, property, safeguarding, near miss or other) and a severity.
2. Record when and where it happened, what happened, and any immediate action taken (first aid, ambulance, parents contacted).
3. Optionally link the report to a fixture, event or team so there's context later.
4. Save — you'll land on the report's page to add the people involved.

Add the people involved

1. On the report page, add each person with their role: injured, involved, witness, official or first aider.
2. If they're on your member roster, pick them from the member list — the report keeps a snapshot of their name either way, so the record stays complete even if they later leave or delete their account.

Follow up and close

1. Add follow-up notes as things happen ("club called the family", "insurer notified"). Notes are append-only — they can't be edited or removed, which is what makes the log trustworthy.
2. Move the report to Monitoring while you're watching it, and Closed when it's done. Closing freezes the people list; reopen it if a correction is genuinely needed.

Field reference

• Severity — minor (ice and a band-aid), moderate (needed treatment), serious (hospital / left the field for good), critical (ambulance, permanent harm, or safeguarding).
• Immediate action — what was done on the day, before any follow-up.
• Status — open → monitoring → closed. Closed reports freeze their people list; follow-up notes stay open for late additions.

Tips & FAQ

• Why can't I delete a report? Incident registers only have value if they're complete. A filed report is permanent — if one was filed in error, close it with a follow-up note saying so.
• What survives if a member deletes their account? Everything. Names are stored as point-in-time snapshots precisely so the legal record outlives the account.
• Who should file? Whoever saw it, as soon as possible — the form takes two minutes on a phone. Serious and critical reports notify the other incident managers automatically.
• What goes to the insurer? Use Export CSV — one row per report including the people involved.