Incidents and Emergency Alerts

Bumps, bites, allergic reactions and behavioral concerns need a written record the same day. Lockdowns, evacuations and other emergencies need every family told at once. Both happen on the Incidents page: go to Incidents in the left sidebar, under Classroom. Center admins and managers use this page; teachers log incidents from the teacher app, and those reports land here for review.

What You See on the Incidents Page

• An emergency still in progress shows at the top in a banner, Emergency in progress, with an Open button, until you send the all-clear.
• Below it, Needs review comes first: reports started from the teacher app or by an emergency alert, and any report still missing a severity or a description.
• Then Open incidents, then Closed ones.
• Use the filter to show All, One child or Whole center, and search by name. In the Family column you see Notified or Not notified for a child, and Alerts sent for a whole-center incident.

Reporting an Incident About One Child

1. 1Click Report an incident. Under What does it affect?, choose About one child.
2. 2Choose the Child, the Type (Injury, Illness, Behavior, Medication error, Safety hazard or Other) and the Severity (Minor, Moderate or Serious).
3. 3Write the Description and the Actions taken, and list any Witnesses.
4. 4Turn on Parent notified once you have spoken to the family, then click Save incident. Parent notified needs a Severity and a Description first.

Finishing a Report a Teacher Started

When a teacher logs an incident from Quick Log in the teacher app, it starts a report for you to finish. It appears under Needs review with the Type Other and the Severity Not set. Click Edit, change the Type, choose the Severity, and add the Description, the Actions taken and any Witnesses. Turn on Parent notified once you have told the family, then click Save incident.

Recording an Incident That Affects the Whole Center

Click Report an incident. Under What does it affect?, choose Affects the whole center. Choose the Type (Lockdown, Evacuation, Shelter in place, Fire, Intruder or threat, Utility outage or Other) and the Severity, write the Description and the Actions taken, and click Save incident. This keeps your record for licensing; it does not tell families anything. Families never see a whole-center incident as a report. To tell them, send an emergency alert.

Sending an Emergency Alert

Center admins and managers can send an emergency alert to every family at once. Teachers cannot send emergency alerts.

1. 1On the Incidents page, click Send emergency alert.
2. 2Choose the Type of emergency.
3. 3The Title and Message fill in with a ready-made message for that type, and each family gets it in their own language, English or Spanish. If you change the text, it becomes your own message and families get it exactly as you wrote it. Click Use the ready-made message to go back. For Other, there is no ready-made message, so you write it.
4. 4Click Review and send. You see how many families it will reach. Click Send now.

Families get an urgent notification on their phone from the parent app, and an email, right away. The alert reaches them even if they turned off announcement notifications. Sending the alert also starts a whole-center incident under Needs review, so you can finish the report once everyone is safe.

Updates and the All-Clear

• Open the emergency on the Incidents page and click Send update to tell families what is happening, for example where and when to pick up. You write each update yourself.
• When the emergency is over, click Send all-clear. A ready-made all-clear message is available.
• Every alert, update and all-clear is listed under Alerts sent to families on the incident, with who sent it, when, and how many families it reached by notification and by email.
• Sending the all-clear does not close the incident. Click Edit, add the Severity, the Description and the Actions taken, and set the Status to Closed when the report is complete.

Exporting for Licensing

The Incident Log stays under Reports in the left sidebar; the Incidents page has a Go to Reports link. On the Compliance tab, generate it for the inspection period as PDF or CSV. Incidents from the last 30 days are also included in the Inspection Packet, on the Growth plan and higher. If no severity was chosen, both show it as not set.