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.
- Go to Settings -> Forms
- Click “Add Form”
- Fill in the form information:
| Setting | Value |
|---|
| Form Name | Injury / Accident Report |
| Description | Record details of any injury or accident that occurs while a child is in our care. |
| Type | Child |
| Auto Assign | Off |
| Allow Public Access | Off |
| Staff Can Create | On — this allows staff to create the form from the register |
| Staff Can Read | On — this allows staff to view completed forms |
Step 2: Build the Sections and Fields
Section 1: Incident Details
Set the Section Title to Incident Details.
Add the following fields:
| Field Name | Type | Required | Parent Editable | Notes |
|---|
| Date of Incident | Date | Yes | No | Staff records when the incident occurred |
| Time of Incident | Time | Yes | No | Staff records the time |
| Description of Incident | Text (Multi-line) | Yes | No | Staff describes what happened. Set placeholder text to “Describe how the incident occurred…” |
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:
| Field Name | Type | Required | Parent Editable | Notes |
|---|
| Body Map | Body Diagram | Yes | No | Staff marks the area of injury on the body outline |
| Type of Injury | Dropdown | Yes | No | See options below |
| Action Taken | Text (Multi-line) | Yes | No | Set placeholder text to “Describe any first aid or action taken…” |
- 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:
| Field Name | Type | Required | Parent Editable | Notes |
|---|
| Parent / Carer Signature | Signature | Yes | Yes | Parent signs to acknowledge the report |
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
- Click “Preview Form” to check how the form looks
- 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
- Click “Save Form”
- An incident occurs — a child falls in the outdoor play area
- Staff opens the register and clicks the document icon next to the child’s name
- Under Create New Form, they tap “Injury / Accident Report”
- Staff fills in the incident details, marks the injury on the body map, and records the action taken
- Staff clicks “Save & Send” — this saves the form and emails the parent a link
- The parent opens the link, reviews the details, and adds their signature in the Parent Acknowledgement section
- 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.
The Parent Editable toggle controls which fields parents can edit when they receive the form:
| Section | Parent Editable | Parent’s View |
|---|
| Incident Details | Off | Read-only — parent sees what staff recorded |
| Injury Details (body map, type, action taken) | Off | Read-only — parent sees the marked body diagram and action taken |
| Parent Acknowledgement | On | Editable — parent provides their signature |
- 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.
