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The Incident & Notification Hub is where your centre records and manages incidents — from a minor bump in the playground to a serious event requiring regulatory notification. Every incident moves through a structured workflow so nothing falls through the cracks, and regulatory notifications are tracked alongside the incident that triggered them.

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What counts as an incident

The module covers incidents involving children, staff, and visitors — injuries, illnesses, behavioural events, near-misses, and environmental hazards. Property or facility issues are better handled in the Hazard & Premises or Maintenance modules.

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The five-stage workflow

Every incident moves through five stages: Log — Record the basic details: what happened, when, who was involved, and any immediate action taken. Any staff member with access to the module can log an incident. Assess — A compliance user reviews the incident, confirms the severity, and decides whether it’s notifiable to a regulatory body. A notifiability guide is available at this stage to help — see Notifiable events below. Assign / Action — Assign the incident to a staff member and record any corrective actions required. Corrective actions are tracked through to completion. Resolve — Mark the incident as resolved once actions are complete and the situation is addressed. Close — Final sign-off. Closed incidents remain in the register for audit purposes.
Only compliance users can move an incident through the workflow, manage notifications, and add corrective actions. Any staff member with module access can log an incident at the first stage.

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Severity levels

Each incident is assigned one of four severity levels at the Assess stage:
  • Minor — low impact, no lasting harm, no regulatory action expected
  • Moderate — some impact; review and follow-up required
  • Serious — significant harm or risk; likely to require regulatory notification
  • Critical — severe harm or immediate risk; regulatory notification almost certainly required
Severity is displayed as a colour-coded badge across the register and dashboard so you can see your risk picture at a glance.

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Notifiable events

At the Assess stage, you’ll decide whether the incident needs to be reported to a regulatory body. The platform includes a built-in guidance list of common notifiable events for NZ early childhood centres — this appears at the Assess stage to help prompt your decision.
The notifiability guide is a prompt only — it is not authoritative legal advice. You are responsible for determining whether your specific incident meets your notification obligations under NZ legislation. If in doubt, seek guidance from your licensor or a legal advisor.
If an incident is marked as notifiable, a Regulatory Notifications section appears on the incident where you can record one or more notifications.

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People involved

The incident record captures everyone connected to the event:
  • Affected person(s) — the child, staff member, or visitor who was harmed or at risk
  • Witnesses
  • Staff involved
  • Reported by
For child incidents, there’s a separate Parent/Guardian Notification section to record when and how the family was informed, by whom, and whether they acknowledged the notification.

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Raising an incident from a hazard

If an incident arises from a known hazard in your Hazard Register, you can raise the incident directly from the hazard record. This pre-fills relevant details and creates a two-way link — the hazard shows the incident it triggered, and the incident references its source hazard.

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The incident register

The register lists all incidents for your centre with filters for severity, type, status, notifiable flag, and date range. Serious and critical incidents that haven’t been closed are highlighted on your dashboard so they stay visible until resolved.

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Dashboard

The dashboard shows a summary card for the Incident & Notification Hub, including:
  • Open incidents broken down by severity
  • Outstanding and overdue regulatory notifications
  • Any unclosed serious or critical incidents
Overdue notifications are flagged in red so they’re never missed.