Filing an Incident

When a safety-related event occurs, it’s important to document it promptly and accurately. This guide walks you through creating a new incident report.

When to File

File an incident report when:

• A medical emergency requires response.
• A behavioral issue disrupts services.
• A trespasser is encountered or warned.
• A potential safety hazard is identified.
• Any event your leadership deems reportable.

[!TIP] When in doubt, document it. It’s better to have a record that isn’t needed than to need a record that doesn’t exist.

How to File

1. Navigate to Incidents from the sidebar.
2. Click File Report.
3. Fill out the fields:
   • Date: When the incident occurred.
   • Type: Select CTW, REPORT, or OBSERVATION.
   • Narrative: A written account of what happened (mandatory).
   • Subject: An optional short identifier (e.g., “Medical - Sanctuary”).
   • Status: Select the initial status for this incident.
   • Involved POCs: Optionally link any relevant Persons of Concern.
4. Attach any supporting documents or images (optional but recommended).
5. Click Submit to file the report.

Required vs. Optional Fields

Field	Required?	Notes
Date	Yes	Defaults to today.
Type	Yes	CTW, REPORT, or OBSERVATION.
Narrative	Yes	Written account of the event.
Status	Yes	Initial workflow state.
Subject	No	Optional short identifier.
Involved POCs	No	Link Persons of Concern at creation time.
Attachments	No	Written report PDFs, photos, etc.

Attachments

For certain incident types (e.g., CTW, Written Report), attachments may be required by your organization’s policy.

Supported file types:

• PDF — Written reports, official documents.
• JPG/PNG — Photos, surveillance captures.

[!IMPORTANT] Do not include sensitive personal information in attachments beyond what is necessary for the incident record.

After Filing

Once submitted:

1. The incident is logged with your name and timestamp.
2. Leadership is notified (depending on type/severity settings).
3. The incident appears in the repository with an Open status.
4. You can add follow-up updates as the situation develops.

See Also

• Adding Updates — Append new information to an incident.
• Searching Incident History — Find past reports.