**Create IRs** is the permission to file a report. **Managers** and **Billing users** have it automatically. For **Staff** and **Guests**, a Manager turns it on under **Manage Team** → open the person → **Create IRs**.

You also need a plan that includes incident reporting and access to that profile (through a Group or guest share). **Review MAR/IRs** is separate — it does not let you create a report; it is for reviewing others’ IRs.

New reports start in **Draft** — you can save and come back before submitting.

## Where to start

### On the web

1. Sign in at `app.behca.com` (US) or `au.behca.com` (Australia).
2. Pick the right profile in the **profile switcher** (top bar).
3. Click **Incident Reports** in the **top menu** (same area as **Track** and **Analyze**). You'll be on **`/ir/{profile-id}`** — the heading reads **Incident Reporting**.
4. Click **Create New IR** (opens the editor).

### On mobile

1. Open the **IR** tab.
2. Go to the **New Report** subtab to start a new incident report.

## Filling in the report

The web editor uses the same sections on every report. Work through them top to bottom. **Type of Incident** is the only part that varies by profile — those choices come from that profile’s **Types of Incidents** list (see [Configuring incident types](https://support.behca.com/hc/behca-support/articles/configuring-incident-types)).

### Incident details

- **Time** and **Date** — when the incident happened, not when you're writing the report.
- **Duration (min)** — how long it lasted, if relevant.
- **Location Address** — where it occurred.
- **Type of Incident** — open the multiselect (**Select incident types…**) and tick **at least one** label that applies. Selecting **injury** shows a reminder on the Health tracking page afterward.
- **Relationship to individual** — your relationship to the person the report is about.

### People involved

- **Persons involved in incident** — names of people directly involved.
- **Other individuals involved** — anyone else present; note who is staff and who is the client/resident.
- **Was incident witnessed?** — turn this on and enter witness names if someone saw what happened.

### What happened

- **What happened just prior to the incident?** — context leading up to the event.
- **Description of incident** — what happened, in plain factual language.
- **Specific action(s) taken by staff** — what staff did in response.

### Outcome & injuries

- **Outcome for** *(profile name)* — how things ended for the person.
- **Was anyone injured?** — turn this on and name who was hurt.
- **Description of injuries** — type, severity, and treatment in your own words.
- **Mark and describe any areas injured** — draw on the body diagram to show where injuries occurred.

### Follow-up & prevention

- **What could be done differently?** — ideas to improve care or prevent a repeat.

### Attachments

- **Upload documents, photos, or supporting evidence** — add PDFs, images, or videos. See [Adding photos and videos](https://support.behca.com/hc/behca-support/articles/adding-photos-and-videos).

Before you submit, choose **Responsible Parties** (reviewers) on the right and use **Restrict Access** if abuse, neglect, or exploitation is suspected.

## Saving as a draft

You don't have to finish everything in one sitting. On the web, most fields **save automatically as you edit** — keep the tab open while working. Finish critical sections before you submit; after submit, changes go through the review workflow again.

Drafts appear on **Incident Reporting** with a **Draft** status until you submit.

## Submitting

When the IR is complete:

1. Ensure **Type of Incident** has at least one selection (otherwise the web form will stop you when you try to submit).
2. On the web, scroll to **Signature**, type your **name** in the **Sign** field, and tick **I agree to electronically sign this form.** Until both are done, **Submit For Review** stays disabled.
3. Click **Submit For Review**.
4. If you didn’t choose any **Responsible Parties** (reviewers), BEHCA will warn you — you may confirm anyway or go back and add reviewers.
5. A confirmation popup may appear; confirm when you’re sure.

Managers, Billing users, and people with **Review MAR/IRs** receive notice that the IR was filed; **Responsible Parties** are the people who must complete their review on the report. See [Submitting and the review workflow](https://support.behca.com/hc/behca-support/articles/submitting-and-the-review-workflow) for the full lifecycle.

If the button stays gray or submitting fails unexpectedly, see [Incident report won’t submit (Submit For Review)](https://support.behca.com/hc/behca-support/articles/incident-report-submit-issues).

## Tips for good IRs

- **Write quickly while events are fresh.** A draft started during your shift, finished afterwards, is much more accurate than a full report written days later.
- **Stick to facts.** Save interpretations for the **Outcome** or follow-up sections. Most regulators want a clear factual account.
- **Quote, don't paraphrase.** If someone said something significant, put it in quotes.
- **Use the body diagram.** A picture really does say a thousand words for injury location and severity.
- **Don't blame.** Frame staff actions in terms of what was done, not who was at fault. The review workflow is for that.

## Common questions

- **The incident type I need isn't in the list.** — If you have **Create IRs**, add it on the profile’s **Incident Report Templates** tab. Otherwise ask a Manager or teammate who can edit that list. See [Configuring incident types](https://support.behca.com/hc/behca-support/articles/configuring-incident-types).
- **Can I copy details from a previous IR?** — No, each IR is its own record.
- **What if I'm not sure the event warrants an IR?** — File one. If you don't need it, you can **archive** the draft.
- **Can a Guest file an IR?** — Guests are **view-only by default**. They can only file one if your organization turns on **Create IRs** for them.
- **Submit For Review is disabled or submitting says I need an incident type.** — On the web, enable submit with **Sign + I agree**. You must also pick at least one **Type of Incident** before submission succeeds — see [Incident report won’t submit (Submit For Review)](https://support.behca.com/hc/behca-support/articles/incident-report-submit-issues).

## Related articles

- [Adding photos and videos](https://support.behca.com/hc/behca-support/articles/adding-photos-and-videos)
- [Submitting and the review workflow](https://support.behca.com/hc/behca-support/articles/submitting-and-the-review-workflow)
- [What an incident report is](https://support.behca.com/hc/behca-support/articles/what-an-incident-report-is)