Submitting an Incident Report (IR) takes it from draft to "officially on the record". From there, designated reviewers (usually Managers) sign off, possibly notify external parties, and close the loop.
Before submitting
Make sure you've covered the basics:
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✅ Date and time of incident is correct (when it actually happened).
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✅ Description is complete and factual.
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✅ Witnesses are listed.
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✅ Injuries (if any) are documented with severity and treatment.
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✅ Photos / videos are uploaded and processed.
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✅ Notifications to family / clinicians / regulators are recorded.
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✅ Follow-up actions are noted.
A submitted IR is much harder to change than a draft. If you're unsure whether something belongs, save as a draft and consult your Manager.
Submitting on the web
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Open the IR.
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Click Submit at the bottom of the form.
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A confirmation appears. Click Confirm Submit.
The IR's status changes from Draft to Submitted. Notifications go to designated reviewers.
Submitting on mobile
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Open the IR.
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Tap Submit.
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Confirm.
Who gets notified on submission
By default:
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Billing user of the organization.
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Managers of the organization.
By design, regular Staff and Guests are not notified of every IR submission — only managers are. This keeps notification noise down for the broader team.
Notifications come through:
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Email to each recipient.
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Push notification to the mobile app (if installed).
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In-app bell icon on the website.
The review workflow
After submission:
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Each designated reviewer receives a notification.
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They open the IR, read it, check photos and videos.
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They click Review (or Approve / Sign Off).
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They can add review notes — comments to the author, follow-up requests, sign-off context.
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The IR's status changes from Submitted to Reviewed.
Some organizations require multiple reviewers; some require only one. The settings live in the organization's IR configuration.
Tracking review status
In the IR list (Incident Reports tab on the dashboard), each IR shows a status badge:
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Draft — work-in-progress, not submitted.
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Submitted — awaiting review.
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Reviewed — fully approved.
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Amended — was reviewed, then edited (creates a new version).
Filter by status to find reports needing attention.
Amending a submitted IR
If you discover a mistake after submission:
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Open the IR.
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Click Amend.
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Make corrections.
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The IR moves to a new version — old version is preserved in history.
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Reviewers are re-notified to approve the amendment.
You can't outright delete a submitted IR. The audit trail is the point.
What reviewers should look for
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Is the description factual and complete?
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Do the photos/videos support the description?
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Are the right notifications recorded?
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Are follow-up actions adequate to prevent recurrence?
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Is anyone implicated in a way that needs HR or legal review?
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Does the incident type / severity require external reporting (NDIS, state department, etc.)?
If something needs revision, the reviewer can leave notes and contact the author directly.
Common questions
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I submitted an IR by mistake. — Use Amend to add a note explaining; you usually can't outright delete. Contact support for genuine delete-needed cases.
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My Manager hasn't reviewed an IR I submitted. — Send them a direct message. The notification system isn't a substitute for human follow-up.
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Can I add a comment to a submitted IR without amending? — Yes, comments don't create new versions. Use them for clarifications.
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Will the family see the IR? — Only if they have Guest access to the profile and your organization's IR-visibility settings allow it. Talk to your Manager.