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Create and manage incidents

File an incident report, track follow-up actions, and close or withdraw the record. Describes the product flow only — not medical or legal advice.

The Incidents page is your gym's register for recording events that occur during training. Filing a report creates an auditable record. The information you enter is stored encrypted and is only accessible to authorised staff at your gym.

This article describes how to use the product. It is not medical or legal advice. Consult qualified professionals for guidance on your obligations under workplace health and safety law.

Open the incident register

Go to Incidents from the main navigation. The register lists all incidents with filters for Type, Severity, Status, and Follow-up state.

Create an incident report

  1. Click New Incident Report.
  2. Complete the required fields:
    • Incident date and Incident time (pre-filled with now; adjust as needed).
    • Location — free-text description of where the event occurred.
    • Type — choose from Injury, Near Miss, Equipment Failure, Altercation, Medical Episode, Property Damage, or Other.
    • Severity — Low, Medium, High, or Critical.
    • Description — a factual account of what occurred.
  3. Complete the optional fields as applicable:
    • Immediate action taken — steps taken at the time.
    • First aid administered — toggle if first aid was given.
    • Emergency services contacted — toggle and add details if applicable.
    • Members involved — search and select the member(s) from the dropdown.
    • Witnesses — add witness names as free text.
    • Follow-up required — toggle on and set a Follow-up due date and any initial Follow-up notes if further action is needed.
  4. Click Submit Report. The report is saved with status Open and the detail panel opens automatically.

Add a follow-up note

  1. Open the incident from the register list.
  2. In the detail panel, click Add Follow-up.
  3. Enter the Follow-up notes describing the action taken.
  4. Click Mark complete. The follow-up status changes to Done and the completion date is recorded.

Close an incident

An incident can be closed once all required follow-up has been completed.

  1. Open the incident.
  2. In the detail panel, click Close (or update the Status field to Closed).
  3. Closed incidents remain in the register but are removed from the Open filter.

Withdraw an incident

Withdrawal is for records that should not have been created (for example, a duplicate entry). It does not delete the record — it marks it as Withdrawn and preserves the audit trail.

  1. Open the incident.
  2. Click Withdraw in the detail panel.
  3. Enter a Reason for the withdrawal.
  4. Click Confirm withdrawal. The status changes to Withdrawn.

Withdrawal requires admin or owner permission. Coaches and reception staff may create reports but cannot withdraw them.

Export the register to CSV

  1. Click Export CSV at the top of the register.
  2. A CSV file downloads with all visible incidents (filtered by the current filter state).

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