Creating an Incident

This guide walks through the complete process of creating a new incident report. You need the incidents:create permission and access to at least one property.

Who Can Create Incidents

The following roles can create incidents:

• Site Staff — Can create incidents at their assigned property.
• Site Manager — Can create incidents at their assigned property.
• Regional Supervisor — Can create incidents at any of their assigned properties.
• Director — Can create incidents at any property.
• CIRT Member — Can create incidents at any property.
• System Administrator — Can create incidents at any property.

External Partners have read-only access and cannot create incidents.

Step-by-Step Guide

1. Navigate to the Incident Form

Navigate to the Incidents section and click the Create Incident button. This opens the incident creation form.

2. Select a Property

Choose the property where the incident occurred. This is a required field and determines which residents and staff are available in later sections. If you only have access to one property, it may be pre-selected.

3. Enter Basic Information

Fill in the required fields:

• Title (required) — A short summary of the incident, e.g., “Slip and fall in lobby.”
• Description (required) — A detailed account of what happened, including relevant context.
• Date of Incident — When the incident occurred. Defaults to the current date and time in the property’s timezone.

4. Add Location Details

Provide information about where the incident took place:

• Location Type — Select from options like room, building, grounds, common area, etc.
• Unit Number — If the incident occurred in or near a specific unit.
• Location Detail — Any additional notes about the location.
• Weather Conditions — Select applicable weather conditions if relevant to the incident.
• Reporting Method — How the incident was reported (in person, phone call, etc.).

5. Classify the Incident

Select one or more incident sub-types to categorize the incident. Types are organized hierarchically — select a main category, then a more specific sub-type. This classification helps with reporting and trend analysis.

6. Add People Involved

Document everyone involved in the incident:

Residents

• Search for and select residents from the property.
• Assign an involvement type (e.g., injured, witness, involved).

Staff / Users

• Search for and select staff members.
• Assign an involvement type.

Guests

• Enter the guest’s name (free text, since guests are not in the system).
• Assign an involvement type.
• Optionally add a description.

7. Record Authority Involvement

If authorities were contacted:

• Toggle Authorities Notified to yes.
• For each authority involved:
  • Select the authority type (police, fire department, health department, etc.).
  • Enter the report number if one was issued.
  • Enter the responder name if known.

8. Document Injuries

If injuries occurred:

• Toggle Injuries Reported to yes.
• For each injury:
  • Describe the injury.
  • Enter the injured party’s name.
  • Enter the medical provider contacted, if any.

9. Document Damages

If property damage occurred:

• Toggle Damages Reported to yes.
• For each item damaged:
  • Describe the damage.
  • Identify the damaged item.
  • Enter the estimated cost of repair or replacement.

10. Attach Supporting Materials

Upload any supporting files:

• Photos of the scene or damage.
• Documents such as police reports or medical records.
• Videos captured at the time.

Each attachment can be assigned a type and description.

11. Describe Actions Taken

Optionally describe what immediate actions were taken in response to the incident.

12. Submit

Click the Save button to create the incident. The system will:

1. Validate all required fields.
2. Create the incident record.
3. Send notifications to relevant users based on notification rules.
4. Redirect you to the incident detail page.

After Creation

Once created, the incident can be:

• Edited — Update details as more information becomes available (requires incidents:update permission).
• Commented on — Add notes and updates to the incident timeline.
• Marked as critical — Escalate for immediate attention (requires incidents:mark_critical permission).
• Resolved — Mark as resolved once addressed.
• Deleted — Soft-delete if created in error (requires incidents:delete permission).