As Incident Forms grow, it becomes important to organise information in a way that's easy for educators, managers, and administrators to complete and review.
Groupings help break a form into clear sections, making it easier to navigate and ensuring information is captured in a logical order. Instead of presenting one long form, groupings allow users to focus on one section at a time, improving the overall experience when recording and investigating incidents.
Two Types of Groupings
Every grouping in the Incident Form Builder belongs to one of two categories:
Details Groupings
Investigation Groupings
Each grouping type serves a different purpose and controls who can view and complete the information within it.
DETAILSShared information Details Groupings are used to capture information about the incident itself.
Visible to everyone with access to the incident, including information shared with parents.
Common examples include: • What happened • Who was involved • Where it occurred • Injury Information • Action Taken Button: Add Details Group | INVESTIGATIONInternal use only Investigation Groupings are designed for internal review and follow-up actions.
These sections help managers document investigations, identify contributing factors, and record preventative actions without exposing sensitive information to unintended audiences.
Common examples include: • Manager Review • Root Cause Analysis • Prevention Plan Button: Add Investigation Group |
Creating Groupings
Add a Details Grouping
Click "Add Details Group" to create a new blue section. Give it a name that reflects the information it contains. For example: "Injury Information" or "Action Taken". Educators fill out Details tabs when they first complete the incident.
Add an Investigation grouping
Click "Add Investigation Group" to create a new pink section. These are for internal use. For example: "Manager Review", "Root Cause Analysis", or "Prevention Plan". A centre manager or area manager opens the same incident later to complete these sections.
When are Investigation Groupings completed?
These sections are typically completed after the incident has been submitted, often by Centre Managers, Area Managers, or other authorised users responsible for reviewing incidents.
Who Can See Each Grouping?
The separation between Details and Investigation Groupings helps ensure information is only visible to the appropriate people throughout the incident process.
User | Access |
Educator | Completes the Details tabs (blue sections), then submits the incident. |
Centre Manager / Area Manager | Review submitted incidents and complete Investigation Groupings (pink sections). |
Parents | Can only see Details information in shared reports. Investigation sections are never visible. |
This separation supports privacy requirements while also helping services maintain detailed internal records for quality assurance, compliance, and continuous improvement.
For example, investigation notes, contributing factors, and preventative actions can be documented without being included in reports shared with families. |
Tracking completion on mobile
Pink checkmark on the mobile app When completing an incident in the mobile app, you'll notice a pink checkmark appearing next to a grouping once all tracked questions within that section have been completed.
This provides a quick visual indicator of progress and helps ensure important information isn't missed before submitting the incident. |
Organise Forms Your Way
There is no single correct way to structure an Incident Form.
Some services prefer several smaller groupings to keep information highly organised, while others prefer fewer, broader sections.
Choose a structure that works best for your team's workflow and reporting requirements.
Remember, groupings can be updated at any time. You can:
Add new groupings
Rename existing groupings
Remove groupings that are no longer required
Reorganise sections as your processes evolve
This flexibility allows your Incident Forms to grow and adapt alongside your organisation's needs.
Up next: Adding questions
Now that your groupings are in place, the next step is adding questions to each section. In the next video, we'll explore how to add questions, organise them within your groupings, and use conditional rules to display questions only when they are relevant.
Spotted an issue or have feedback?
Contact our support team at support@1placeonline.com.