Incident & Accident Reports
A staff-only register of incidents with severity grading, parent-notification tracking, and PDF export for inspections and insurers.
Every facility has an accident book, and most of them are a paper notebook in a drawer. It works right up until an insurer, an inspector, or a parent's solicitor asks for the record of an incident from eighteen months ago.
The incident register is staff-only, structured, and exportable. Each entry carries a severity, a description, and — critically — whether the parent was notified and when.
What is included
Three-tier severity grading
Classify incidents by severity so the serious ones are visible rather than buried among scraped knees.
Parent-notification tracking
Record whether the guardian was informed and when, closing the most common gap between an incident happening and it being handled properly.
Unresolved-incident indicator
Open incidents surface in the navigation, so nothing sits unaddressed because the person handling it went on leave.
PDF export
Produce a clean document for an insurer, an inspection, or a parent — generated from the record rather than transcribed from it.
Staff-only by default
The register is an internal safety record, not a parent-facing feed. Visibility is restricted to staff with the relevant permission.
Why it matters
Documentation that exists when you need it
The cost of a paper accident book is not the writing — it's that in the rare moment the record is demanded, it may be illegible, incomplete, or missing. A structured register with PDF export converts a low-probability, high-consequence risk into a non-event.
Notification as part of the record
Most disputes after an incident are not about what happened but about whether the family was told promptly. Making notification a tracked field of the incident itself — rather than a separate thing someone remembers to do — puts the answer inside the same record as the event.
Frequently asked questions
Can parents see the incident register?
No. It is a staff-only internal safety record, restricted by permission. What parents receive is the notification about their own child, which is tracked as a field on the incident itself.
Can I produce a PDF for an insurer or inspector?
Yes. Incidents export as a clean PDF generated from the record rather than transcribed from it — which is the whole difference between a structured register and a paper accident book.
How are incidents categorised?
By a three-tier severity grading, so the serious ones stay visible rather than being buried among scraped knees.
How do I know an incident was followed up?
Unresolved incidents surface as a count in the navigation, so nothing sits unaddressed because the person handling it went on leave.
Is parent notification recorded?
Yes, including when it happened. Most disputes after an incident are not about what occurred but about whether the family was told promptly, so notification is part of the record rather than a separate thing someone remembers to do.
Can I attach photos to an incident?
Not yet — attachments are a planned addition rather than a shipped one. Today an incident carries a written description, severity, and the people involved.
Can one incident cover several children?
Each incident is recorded against a child today. Linking one event across multiple children is on the roadmap; for now, record an entry per child involved.
Who can create an incident report?
Staff with the relevant permission. Because the register carries legal weight, write access is a distinct permission rather than something every account has.
How long are incident records kept?
They remain in the register for the life of the organisation account. Given insurers and inspectors may ask about an event years later, we do not age them out automatically.
Does this replace our paper accident book for compliance?
It is designed to, and the PDF export exists precisely so you can produce a document on demand. Confirm the specific record-keeping form your local regulator requires — obligations vary by jurisdiction and we would rather you check than assume.
Related features
Child Health Log & Medical Records
A timeline of symptoms, medication administered, allergic reactions, and staff notes for each child — visible to that child's guardians, and to nobody else.
Learn more→Authorised Pickup & Collection Records
Maintain the list of adults allowed to collect each child, and record which one actually did — a custody trail a signature sheet can't produce.
Learn more→GDPR Compliance & Consent Management
Consents recorded per child, an organisation-wide audit log, and strict data scoping — built for European data protection rather than retrofitted to it.
Learn more→Attendance Tracking for Kindergartens & Nurseries
Digital check-in and check-out, parent-reported absences, and one-click attendance exports — replacing paper sign-in sheets without losing the human moment at the door.
Learn more→Parent Communication & Messaging
Direct messaging between staff and parents with attachments, reactions, search, and an SMS fallback that only fires when a parent won't see the notification otherwise.
Learn more→Announcements & Notice Board
Broadcast notices to the whole facility or a single group, schedule them in advance, reuse templates, and see exactly which parents have received them.
Learn more→