Accident & Incident Logs

Ensuring the safety and well-being of every child is our top priority. The Accident & Incident Logs feature allows staff to document any events accurately and keep parents informed through clear, professional communication.

Role-Based Access

This feature is restricted to Admins and Authorized Staff. Only these roles can create, view, or archive logs to ensure data privacy and security.

How to Create a Log (Step-by-Step)

Recording an incident is a straightforward process designed to be completed quickly during or after a session.

Step 1: Access the Logs

Navigate to Health & Safety > Accident Logs in the Admin Sidebar. Click the "New Accident Log" button in the top right corner.

Step 2: Select the Session and Date

1. Choose a Session: Start by typing the name of the session (e.g., "Forest Explorers").
2. Select the Date: Choose the specific date when the incident occurred.
3. Attendee List: Once the session and date are selected, the system will automatically populate a list of all children who were booked for that specific occurrence.

Step 3: Select Involved Children

Check the box next to the name(s) of the child or children involved in the incident. You can select multiple children if it was a group occurrence.

Step 4: Document the Details

Fill in the following fields:

• Time of Incident: The approximate time it happened.
• Location: Briefly describe where it took place (e.g., "The Mud Kitchen").
• Description: Provide a factual and clear account of what happened.
• Action Taken: Describe the first aid or immediate steps taken by the staff.
• Follow-up Needed: Note if any further observation or medical attention is required.

Step 5: Save the Report

Click "Save Accident Log". The report is now stored securely in the system.

Notifying Parents

After saving a log, you have the option to immediately send an email notification to the parents of the involved children.

1. Email Preview: A modal will appear showing the pre-filled email template.
2. Personalization: You can edit the subject or body of the email to add specific details before sending.
3. Send: Click "Send Email Notification".

[!NOTE] The system keeps an immutable snapshot of every email sent, including the exact content and the timestamp. This provides a clear audit trail and ensures compliance with health and safety standards.

Managing Existing Logs

The main Accident Logs page allows you to:

• Filter: Find logs by date range, session name, or specific child.
• View History: Click on any log to see its full details and see if an email was already sent to the parents.
• Archive: Once a log is no longer active or relevant for immediate tracking, it can be moved to the archive to keep your main list clean.