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 New Incident (or the + button).
3. Fill out the required fields:
   • Date: When the incident occurred.
   • Type: Select the appropriate category.
   • Subject/Keywords: A brief identifier (e.g., “Medical - Sanctuary”).
   • Description: A concise summary of what happened.
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	Select from predefined list.
Subject	✅ Yes	Short identifier.
Description	✅ Yes	Narrative summary.
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.