Skip to main content

​
Example: Creating an Injury Form

This walkthrough shows how to create a complete injury/accident form that staff can fill in from the register when a child is hurt, and then send to parents for their signature.

​
Step 1: Create the Form

  1. Go to Settings -> Forms
  2. Click “Add Form”
  3. Fill in the form information:

​
Step 2: Build the Sections and Fields

​
Section 1: Incident Details

Set the Section Title to Incident Details. Add the following fields:
All fields in this section have Parent Editable set to Off because these are details only staff should fill in. Parents will see them in read-only mode.

​
Section 2: Injury Details

Click “Add Section” and set the Section Title to Injury Details. Add the following fields: Type of Injury dropdown options:
  • Bump / Bruise
  • Cut / Graze
  • Bite
  • Burn / Scald
  • Sprain / Strain
  • Head Injury
  • Other
The Body Diagram field renders an outline of a child’s body. Staff tap or draw on the diagram to mark where the injury is located. This is required so there is always a visual record of the injury location.

​
Section 3: Parent / Carer Acknowledgement

Click “Add Section” and set the Section Title to Parent / Carer Acknowledgement. Set the Section Description to: I acknowledge that I have been informed of the above incident and the action taken. Add the following field:
This is the only field with Parent Editable set to On. This means the parent can sign the form when they receive it, but all other fields are read-only for them.

​
Step 3: Preview and Save

  1. Click “Preview Form” to check how the form looks
  2. Verify that:
    • All sections display in the correct order
    • Required fields are marked with a red asterisk
    • The body diagram renders correctly
    • Signature fields show both name input and signature pad
  3. Click “Save Form”

​
How Staff Use This Form

  1. An incident occurs — a child falls in the outdoor play area
  2. Staff opens the register and clicks the document icon next to the child’s name
  3. Under Create New Form, they tap “Injury / Accident Report”
  4. Staff fills in the incident details, marks the injury on the body map, and records the action taken
  5. Staff clicks “Save & Send” — this saves the form and emails the parent a link
  6. The parent opens the link, reviews the details, and adds their signature in the Parent Acknowledgement section
  7. The form status changes to Completed and is stored against the child’s record
If the parent doesn’t sign immediately, the form stays in Sent status. Staff can send reminders from the Form Submissions page. If a due date was set, automatic reminders will be sent 2 days before and after the due date.

​
How the “Parent Editable” Setting Works in This Form

The Parent Editable toggle controls which fields parents can edit when they receive the form: This means:
  • When staff clicks Save & Send, the form is sent to the parent with the status Sent
  • The parent sees all staff-entered information but can only add their own signature
  • Once the parent signs and submits, the form status moves to Completed
  • If the parent submits without signing (because the signature is required), they’ll see a validation error
If a form has required fields that are not parent editable and haven’t been filled in by staff, the form will show as Awaiting Signoff after the parent submits. This reminds staff to complete their portion.