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Report an incident
Create an incident and capture every detail the form asks for.
Last updated · 10 November 2026
Record an incident as soon as you can after it happens. The form captures who was involved, what occurred, what you did in response, and any evidence. The same drawer is used to create and to edit, so you can come back and add more later.
Open the form
Go to Participants›Incidents and select Create incident at the top right. The form opens in a side drawer, titled Create incident.
Note
If you do not see Create incident, you do not have the incidents create permission. Ask your workspace administrator to review your role. See Roles and permissions.
Complete the incident details
Every field with a red asterisk is required.
Enlarge screenshot
Swipe across the enlarged image to read each part of the screen.
Saved example of the same incident-detail fields used when creating a report. Mavis and Jordan are linked to the actual shift; occurrence time is separate from the planned shift time.
Incident details
| Field | Required | Notes |
|---|---|---|
| Incident type | Yes | The operational kind of incident: Fall, Medication error, Behaviour of concern, Near miss, Property damage, Absconding / missing or Other. This is separate from the NDIS reportable category below. |
| NDIS reportable category | Yes | Choose the category. If it is reportable, the form shows the deadline to notify the Commission. Choose Not a reportable incident if it is not one. See Reportable incidents. |
| Participants | Yes | The participant or participants involved. |
| Support workers involved | Yes | The worker or workers who were on. |
| Related shift | Yes, when there is one | Locked to Select a participant first until you pick a participant. Once you do, it lists that participant’s shifts by date and time (with a reference if the shift has one). If none exist it shows No shifts for this participant and you can leave it; the form does not block saving in that case. |
| Occurred at | Yes | The date it happened, then the time to the minute with its own AM / PM toggle. Clearable. |
| Is an allegation being made about a person? | Yes | Select Yes or No. |
| Person the allegation is about | When Yes | Name the person or people, or enter Not known. This is not an incident title. |
| Location | Yes | One search box: start typing and choose the match. If the lookup can’t find the place, select Enter address manually underneath and type it in as free text; Search for an address instead takes you back. |
Incident description
| Field | Required | Notes |
|---|---|---|
| Incident description | Yes | A full account of what happened. |
| Immediate actions taken | Yes | What you did in response. |
Note
A 5-business-day follow-up section appears only when you pick a reportable category. See Reportable incidents.
Use Incident description for the observed event, and Immediate actions taken for the response. For example, the saved near-miss example describes Mavis noticing an uneven paving edge before a fall; its actions describe pausing, checking she was comfortable and choosing a level route. Record the facts of the actual event and assess the reportable category separately. Do not use the action field only to repeat the incident description.
Enlarge screenshot
Swipe across the enlarged image to read each part of the screen.
The saved account separates the observed near miss from the response. There was no fall or injury in this fictional example.
Evidence and documentation
Attach up to five files at a time (photos, PDFs, Word or text documents), each up to 50 MB. On a new report the files upload once you save, so you will see the note Save the incident to attach and review documents and photos. After saving you can keep adding documents and photos. See Manage and close incidents.
Save the report
Select Create incident at the bottom of the drawer. If a required field is missing, nothing saves and you see a toast telling you what to fix, for example “Select an incident type before saving.”, “Select an NDIS reportable category before saving.”, “Select at least one participant before saving.” or “Describe the incident before saving.”
Once everything is filled in, the report saves with status Open, you see the toast “Incident report saved.”, the drawer closes, and the incident appears in the register.
Watch out
If your evidence files fail to upload, the incident still saves. You see “Incident saved, but evidence upload failed: …” with the reason. Reopen the incident and try attaching the files again from Manage and close incidents.
Tip
When an incident is reported by a support worker, the office gets an in-app notification so it can be picked up straight away. This notification cannot be turned off. There is no email.
Incidents reported from the mobile app
Workers can report an incident from a shift in the actual worker app. The mobile form records the selected involved participants, occurrence, allegation, location, description, immediate actions and available photos. A group report can link more than one selected participant. Its initial type is Incident and it does not ask the worker to assess the NDIS reportable category. The office must review the saved report, confirm the people and related shift, select the actual incident type and NDIS reportable category, and complete follow-up. See Report an incident (mobile).
Check the report after saving
Have the occurrence time, people, location and immediate response ready before opening the form. For example, after a witnessed fall, describe what was observed and the assistance provided without guessing a diagnosis. Follow your organisation’s immediate safety and escalation process before completing office paperwork.
Reopen the saved row and check the narrative, linked participants, worker, category and evidence. If any detail is wrong, correct the existing report with Update incident. Wait for related shifts to finish loading before choosing one. Changing the selected participants clears the shift choice, so select the correct shift again.
Evidence needs Documents access and the Documents workspace feature. If the report saved but an attachment failed, reopen the existing report to attach the missing file. Do not submit a second incident merely to retry evidence.