> ## Documentation Index
> Fetch the complete documentation index at: https://pigeonholeapp.co.uk/docs/llms.txt
> Use this file to discover all available pages before exploring further.
# Example: Injury Form
> Step-by-step guide to creating an injury/accident form with body map, action taken, and parent signature.
# 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:
| 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..." |
**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:
| 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
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](/managers/custom-forms/managing-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:
| 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 |
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.