Most regulators, GPs, and family members want a clean printed or emailed PDF of an IR. BEHCA generates one on demand.

## Where to export

### On the web

1. Open **Incident Reports** in the top menu for the right profile.
2. Find the IR in the list.
3. Click the **PDF** icon on that row (or open the report and export from there if your role shows that option).
4. The PDF opens in a new tab and downloads to your device.

### On mobile

PDF export is **web-only** for now. If you need a PDF urgently, sign in to the website on your phone's browser.

## What's in the PDF

The PDF includes the report's details, formatted cleanly:

- Profile name and basic details.
- Incident type(s), date, time, location.
- Full narrative description.
- Witnesses.
- Injuries (with body diagram).
- Follow-up actions.
- **Photos** (shown inline). Videos are **not** included — a PDF can't play video, so only photos appear.
- Reviewer signatures and notes.
- A signature audit trail (when it was created, submitted, reviewed, and by whom).

## Common uses

- **Clinician handover** — email to GP, psychiatrist, behavior analyst.
- **Family communication** — share with parents/guardians who don't have BEHCA access.
- **Regulatory reporting** — submit to NDIS, state department, etc.
- **Internal records** — print and file in paper records if your organization requires.
- **Insurance / legal** — keep alongside other care records.

## Sending a PDF securely

PDFs can contain sensitive information (medical, legal, identifying). When you share:

- **Email**: use your organization's normal secure-email policy.
- **Printing**: don't leave printed IRs in shared spaces.
- **Storing**: keep on encrypted devices, under access control.

BEHCA's role ends when the PDF leaves the system — onward handling is your responsibility.

## What if the PDF looks wrong?

- **Photos missing or sideways:** check the photo orientation in the IR. The PDF preserves orientation.
- **Missing fields:** confirm the IR has those fields filled in. Empty fields are skipped.
- **Wrong layout:** PDFs are laid out responsively. If a layout problem persists, contact support.

## Re-exporting after changes

Each export is generated on the fly, so if the report has changed since you last exported it, exporting again gives you the up-to-date version.

## Common questions

- **Can I customize the PDF layout / template?** — Not currently. The layout is standardized.
- **Can I export multiple IRs at once into a single PDF?** — Not currently. Export each IR individually.
- **Will the PDF include sensitive data?** — Yes, by design — that's the point. Treat it as a confidential document.
- **Can a family Guest export the PDF?** — Yes if they have access to view the IR. Permissions follow viewability.
- **Can I export many IRs into a spreadsheet?** — Three different paths, depending on what you need:
  - **Full report (narrative, injuries, reviewers):** use **PDF** from the **Incident Reports** list — one file per report. There is no “export all IRs as PDF” in one click.
  - **Same timeline as the audit log:** open **Analyze → Audit Log**, set filters if you want (leave categories alone to include everything), then **Export XLS** and pick the months. Incident reports are included the same way they appear in the log — one row per report on the **All Data + Comments** sheet, with incident type in **Category** and status lines in **Note**. If you turn off the **Incident Reports** category chip before exporting, those rows are omitted. This is **not** every IR field in its own column; it matches the audit log, not the PDF.
  - **Organization totals:** **Managers** and **Billing** users can use **Admin Reports → IR Summary → Export XLS** for an **Excel** file of **counts** by staff and profile (draft, pending review, completed, restricted).
  - **Compliance Log → Export CSV** lists account events (for example, that a report was submitted), not the report narrative.

## Related articles

- [Submitting and the review workflow](https://support.behca.com/hc/behca-support/articles/submitting-and-the-review-workflow)
- [Exporting PDF reports](https://support.behca.com/hc/behca-support/articles/exporting-pdf-reports)
- [Exports from Admin Reports](https://support.behca.com/hc/behca-support/articles/behca-admin-reports-exports)