> ## Documentation Index
> Fetch the complete documentation index at: https://docs.childcarecompliance.co.nz/llms.txt
> Use this file to discover all available pages before exploring further.

# Recording an Incident

> How to log an incident in CCNZ and move it through the five-stage workflow.

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.

## 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.

## 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:

| Field                      | What to enter                                                                                                      |
| -------------------------- | ------------------------------------------------------------------------------------------------------------------ |
| **Title**                  | A short, clear description — e.g. "Child fall in outdoor area"                                                     |
| **Incident type**          | Select from: Injury, Illness, Behavioural, Environmental, Near Miss, Medication Error, Allergic Reaction, or Other |
| **Occurred at**            | The date and time the incident happened                                                                            |
| **Description**            | A full account of what happened                                                                                    |
| **Immediate action taken** | What was done immediately in response                                                                              |
| **Reported by**            | The staff member reporting the incident                                                                            |

4. Add the **people involved** — you can add affected persons, witnesses, and staff involved
5. Click **Save Incident**

The incident is now logged at **Stage 1 — Log** and will appear in your incident register.

## 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

<Warning>
  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.
</Warning>

If the incident is notifiable, tick the **Notifiable** checkbox. This unlocks the regulatory notifications section.

## 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.

## 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

## 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.

## 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

## 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.

## 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.