The Incident Form Builder allows you to create forms that are simple for educators to complete while remaining flexible enough to meet your organisation's reporting and compliance requirements.
By combining questions with conditional rules, you can create forms that adapt to different situations, showing only the questions that are relevant based on previous answers.
Adding a question
Click Add Question.
Select the grouping where the question should appear.
Choose the question type.
Enter the question and any answer options required.
Click Save.
Setting up conditional rules
Conditional Rules help keep forms simple by only displaying questions when they are relevant.
Rather than asking every question for every incident, Conditional Rules allow the form to adapt based on the answers provided. This creates a cleaner experience for educators and helps reduce unnecessary data entry.
Example: Request Additional Information You may have a question called: Part of the body injured If a user selects Other, you may want an additional question to appear: Please specify the part of the body injured This is achieved using a Conditional Rule |
Step-by-step Guide: Creating a Conditional Rule
Add your follow-up question
Add a text question titled: "Please specify the part of the body injured." This is the question that will only appear when triggered.
Open Manage Rules
Click the blue "Manage Rules" button.
Set up the rule:
Click this and it will automatically become a text section where you can modify the title of the rule for easy access or consistency. You may also leave it blank and the system will automatically populate the title based on the rule created.
Under "Use rule in group", choose the grouping where this rule applies. In this example: Injury Information.
Logic has two options:
ANY – only one of the conditions needs to be met to show the question
ALL – all conditions must be met to show the question.
This is particularly useful when you need to have two rules for a single conditional question. For single rule, we recommend ANY as the option to choose.
Under "Group", select Injury Information.
In the "Question" dropdown, choose "Part of the body injured" as the trigger question.
Set the condition to "is" then "Other". This means the follow-up question will only appear when a user selects Other.
Save the rule
Click Save. The rule is now created and ready to attach.
Attach the rule to your question
Click Edit beside "Please specify the part of the body injured". On the left-hand side, select "Attach Rule" and choose the rule you just created. Click "Attach Rule to Question". Click Save to finish.
You'll see Trigger and Rule icons beside questions where conditional logic is applied, so you can spot linked questions at a glance.
Creating Multiple Rules
You can create multiple rules for the same question.
For example:
If Part of the body injured equals Head, you might display additional questions relating to:
Loss of consciousness
Concussion symptoms
Medical treatment provided
Conditional Rules can be as simple or as detailed as your organisation requires.
Making Questions Mandatory
Some questions may need to be completed before an incident can be submitted.
To make a question mandatory, you may toggle/on this switch or:
Edit the question.
Enable the Mandatory option.
Save your changes.
Users will then be required to answer that question before continuing.
Use mandatory settings carefully. Do not make fields mandatory if they might not always apply, or if they are completed later by someone else, such as a parent signature. |
Question-level options
Unlike previous versions, many settings are now managed at the individual question level. This provides greater flexibility and allows each question to behave differently depending on its purpose.
To access these settings, click Edit on any question to access the following options.
Tab | Option | What it does |
Ticket Tabs | Ticket pops | Set up tickets that appear when users select specific answers. Users can submit a ticket directly from within the form without leaving the incident. (This only applies for Select/Select Many questions)
 |
Attachments | Comments | Lets educators add notes or context to a specific question. Turn on only where additional explanation adds value.
|
| Photos | Set photos as optional or mandatory for this question. Useful for questions like "Describe the injury" but not needed for "Time of incident". |
| Attachments | Enables file uploads for the question. Ideal for "Attach relevant documentation" or "Upload incident diagram", but not for simple dropdowns. 
|
Help | Help Text | A tooltip that appears when educators click the help icon. Use for clarifying instructions like "Include all visible marks or bruising." |
| Help Link | Links to a policy document or training video. Guidance sits right where educators need it. |
| Help Image | Upload a reference image such as a Risk Assessment Matrix to guide educators in selecting the right answer. |
Applying Attributes to Questions
Attributes allow questions to be displayed only for specific centres, rooms, or groups of users. This is particularly useful for organisations operating across multiple regions with different requirements.
Example: State-specific questions A question such as "Is this aligned with Queensland Policy 162?" is added to the form, then the Queensland centres attribute is applied. Only centres or rooms with that attribute will see the question. Centres in other states will not. |
Moving Questions
Questions can be moved between groupings at any time.
To move a question:
Select the green arrow beside the question.
Choose Move.
Select the destination grouping.
Choose where the question should be positioned.
Save your changes.
This makes it easy to reorganise your Incident Type as your requirements evolve.
Previewing Form
Before making your Incident Type available to staff, use Preview to test the experience.
Previewing allows you to:
Test Conditional Rules
Check question order
Confirm mandatory fields
Review help content
Validate the overall flow
We recommend previewing every form before publishing to ensure it behaves as expected.
Up next: Signature tracking
In the next video, we'll cover signature tracking and how to get parent sign-offs efficiently.
Spotted an issue or have feedback?
Contact our support team at support@1placeonline.com.