Submitting an Incident Report (IR) sends it for review. The flow is simple: a report goes from draft → waiting for reviews → completed. Your selected reviewers (Responsible Parties) submit their reviews, and once they've all done so, the report is complete.
Before submitting
Make sure you've covered the basics:
- ✅ Date and time of incident is correct (when it actually happened).
- ✅ At least one Type of Incident is selected (web: multiselect under Type of Incident — if empty, submitting will stop with an error telling you to pick one).
- ✅ Description is complete and factual.
- ✅ Witnesses are listed (optional).
- ✅ Injuries (if any) are documented with severity and treatment.
- ✅ Photos / videos are uploaded and processed.
- ✅ Follow-up actions are noted.
- ✅ Responsible Parties (reviewers) are selected — without them, no one can review the report.
If you're unsure whether something belongs, keep editing until you're ready — most fields autosave — and consult your Manager before you Submit For Review.
Submitting on the web
- Open the IR (from Incident Reporting or the link that created it).
- Confirm Type of Incident lists at least one selected category — open Select incident types… if you have not picked any yet.
- Scroll to the bottom signature section: enter your typed Sign name where asked and tick I agree to electronically sign this form. The Submit For Review button remains disabled until both are complete.
- Click Submit For Review.
- If Responsible Parties are missing, BEHCA may warn you — add reviewers from the Responsible Parties checklist, or confirm you still want to submit without them.
If the button stays disabled or submitting fails immediately, see Incident report won’t submit (Submit For Review).
The IR moves from Draft to Waiting for Reviews. Once all your reviewers have submitted their reviews, it becomes Completed (shown with the date and reviewer).
You can't start another incident report for a profile until the current one has been submitted. Finish and submit your draft first.
Submitting on mobile
On mobile, submitting an IR takes you through several screens (the report's steps) before the final submit. Work through them and confirm at the end.
Who gets notified on submission
When you submit, BEHCA notifies:
- Your Managers (and anyone with IR review permission).
- The Responsible Parties you selected.
Routine Staff and Guests aren't emailed for every submission, and BEHCA does not notify external parties (family, GP, regulators) — that's handled outside the app.
Notifications come through email, mobile push (if the app is installed), and the in-app bell on the website.
The review workflow
After Submit For Review:
- Each Responsible Party (reviewer) gets a review task.
- They open the IR and read the narrative, attachments, injury images, etc.
- They either submit their review, or use Return to author to send it back with feedback for the creator to fix.
When every Responsible Party has submitted their review, BEHCA marks the IR Completed. If no reviewers were selected, there's no one to review it, so it stays in Waiting for Reviews.
Remember the creator can also be a reviewer — there's no rule preventing it.
Tracking status on Incident Reporting
On Incident Reporting (/ir/{profile-id}):
- Use the Active vs Archived subtabs — archived IRs move to Archived.
- Narrow the visible cards with the Status filter (Draft, Waiting For Review, Completed, Restricted) or the Author filter.
- Each card footer shows human-readable states like Draft, Waiting for Reviews, Completed, or ribbons for RESTRICTED incidents.
Cards also include quick actions (Edit/View, PDF export once completed where allowed, and Archive/ Unarchive).
Corrections after submission
There's no separate "amendment" mode — an IR can be edited rather than re-versioned. Who can edit depends on the report's state and your role: the creator and reviewers can open it for editing, and a reviewer can use Return to author to send it back with feedback for the creator to correct.
IRs can't be deleted in the app (even drafts). If a report shouldn't be on your active board, archive it instead — the record is kept.
Common questions
- I submitted an IR by mistake. — Ask a reviewer to Return to author so it can be corrected, or archive it. IRs aren't deleted.
- My Manager hasn't reviewed an IR I submitted. — Send them a direct message. The notification isn't a substitute for human follow-up.
- Can I add a comment to a submitted IR? — Yes. Comments are for clarifications and don't change the report's state.
- Will the family see the IR? — Only if they have Guest access to the profile and your organization's settings allow it. Talk to your Manager.