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The Incidents module lets you record and manage incidents involving children, staff, and visitors at your centre. Each incident moves through a five-stage workflow — from initial logging through to closure — and the system prompts you at each stage to capture the right information.

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Before you start

Make sure the Incidents module is enabled for your centre. If you can’t see Day to Day → Incidents in the sidebar, contact your administrator.

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Step 1 — Log the incident

  1. Go to Day to Day → Incidents in the sidebar
  2. Click New Incident
  3. Fill in the incident details:
  1. Add the people involved — you can add affected persons, witnesses, and staff involved
  2. Click Save Incident
The incident is now logged at Stage 1 — Log and will appear in your incident register.

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Step 2 — Assess

Once logged, open the incident and move to the Assess stage. At this stage you:
  • Confirm the severity — Minor, Moderate, Serious, or Critical
  • Determine whether the incident is notifiable to a regulatory body
The notifiability guide in CCNZ is provided as a prompt only — it is not authoritative legal advice. You are responsible for determining your actual notification obligations under the Education (Early Childhood Services) Regulations 2008.
If the incident is notifiable, tick the Notifiable checkbox. This unlocks the regulatory notifications section.

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Step 3 — Assign & Action

At this stage you:
  • Assign the incident to a staff member for follow-up
  • Record any corrective actions required
Corrective actions are tracked through to completion and can be linked back to your compliance register.

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Step 4 — Resolve

Once all actions are complete, move the incident to Resolve. Record:
  • What was done to resolve the incident
  • Any follow-up required

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Step 5 — Close

The final stage. Review the full incident record and close it. Closed incidents remain in your register for audit purposes and cannot be edited.

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Parent / guardian notifications

For incidents involving a child, you can record that a parent or guardian was notified. Go to the Parent/Guardian Notification section on the incident and record:
  • Date and time notified
  • Method (phone, in person, email)
  • Who notified them
  • Whether acknowledgement was received

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Regulatory notifications

If the incident is notifiable, go to the Regulatory Notifications section and click Add Notification. For each notification, record:
  • The notifying body (Ministry of Education, WorkSafe, Oranga Tamariki, Public Health, or Other)
  • Due-by date
  • Method of notification
  • Reference number
  • Who notified them
  • Response or outcome
Overdue notifications are flagged in red on your dashboard so nothing slips through.

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Raising an incident from a hazard

If an incident is linked to an existing hazard in your hazard register, you can raise it directly from the hazard record. Go to the hazard, click Raise Incident, and the incident form will pre-fill with the relevant details.