This process requires Admin access. If you need to create and customise an Incident Report Template, please contact your Admin. To edit an existing template, go to this article (Editing an Incident Report Template) instead.
Clipboard Incident Report Templates are customisable, allowing you to tailor the information collected to match your existing incident report forms. You can create different templates for various departments or assign the same template to multiple departments. These templates can be used to sync with Complispace or for in-school record-keeping.
To create an Incident Report Template:
Go to Settings
Choose Incidents
Select Templates from the drop down menu
Click Create (top right) to customise an Incident Report Template.
Then follow these steps:
Name your Template (across the top). Example: Sporting Incident
Select which Departments you want this Template to apply to by checking the boxes in the dropdown menu. Example: Sport
Select any additional fields from the left hand column and customise the content to reflect the information you would like to gather. Example: for the Sporting Incident Template, you may want to include a Body Chart or Concussion Check field. You can choose whether these fields should be required or optional and/or conditional to complete the Incident Report. See more on Conditional Fields below.
Drag and drop the fields in the right hand column to modify the order of your form (only available with additional fields)
Save (top right)
Top Tip: You can assign the same incident report template to multiple Departments!
Note: Some fields are compulsory for all Incident Reports (see fields numbered 1-6 in image).
Conditional Fields
Do you only want a staff member to give a concussion status if the field concussion was answered as yes? Or do you need to fill out the incident according to if the “Type of incident” is “Injury” or “Behavioural”? Use conditional fields! These will allow fields only to show up if another field has a certain value or is not blank.
The Clipboard Incident Reports will now match your conditional fields in the Assurance Complispace! In Complispace, they are called dependent fields.
How do the conditional fields work?
Let's say a coach is filling out an incident report, and one of the initial questions is whether there was a concussion involved. If the coach selects 'yes,' a follow-up question specifically related to concussions will automatically appear. However, if the customer selects 'no,' this additional question will not be triggered, keeping the form concise and relevant to the information needed.
This functionality streamlines the data collection process, ensuring that the incident report is comprehensive while minimising unnecessary information for cases where certain details are not applicable.
How to set up Conditional Fields?
Go to Settings > Incidents
Select to edit or create an Incident Report Template
Select to add a new field. Note: The drop-down field is the easiest way to implement Conditional Fields, as the user filling out the report will always get this selection correct!
Add the field label and choices. For example, 'What type of incident was this?' with options: injury or behavioural incident
If your conditional child (for example, Severity) is already created, drag and drop the field to go above the field that will become the dependent child. Otherwise, you will need to make the conditional child.
Select the conditional child, Severity (in this example). Select to 'show when' to 'show conditionally'
Add the conditional statement, for example, if field = 'what type of incident was this', if value = is 'injury'
Add more conditional fields if required! Once complete, select save.
Remember to test your incident report template!
How do I set up a Dropdown field with a Conditional free text field?
Follow these steps to create a dropdown field that triggers a free text field when users select an option requiring further specification:
Navigate to Settings:
Go to Settings > Incidents
Edit or Create a Template:
Choose to edit an existing Incident Report Template or create a new one.
Add a New Dropdown Field:
Select the option to add a new field. Selecting the dropdown field.
Configure the Dropdown Field:
Add a field label and options. For example, label the field ‘Incident Type’ with options such as ‘Injury’, ‘Behavioral Incident’, and ‘Other - Please Specify’.
Enable Conditional Logic:
Toggle the Advanced Options - Enable Additional Field
This will allow you to nominate one or more of your choices.
Following the above example, we will select 'Other - Please Specify'.
Save and Test:
Click ‘Save’ to apply your changes. Test the template to ensure that the sub free text field functions correctly and appears when ‘Other’ is selected.
By following these steps, you will effectively set up a dropdown field with a conditional free text field that allows users to provide more details when they select ‘Other - Please Specify’ in your Incident Report Template.
Please read our article on the Complispace Integration for the next steps.
Watch the recording below for more on conditional fields and setting these up: