The Incidents and Accidents module helps the school document any unpleasant event: an argument, inappropriate behavior, a fall in the schoolyard. For each report you record the students involved, the place, the time, any injuries and the first aid given, choose a responsible person and follow the case until it is resolved. Parents can get a notification and see the report in the app.
Reports can be made on the web platform and in the Kinderpedia Teacher app. If you are an administrator, start with enabling the module, the permissions and the tags (sections 1–3).
Contents
1. How do I enable the Incidents and Accidents module?
Center Management › Kinderpedia Modules
Search for Incidents in the module list and check that the module is Active. The module is part of the Professional plan. Once enabled, it appears in the left menu as Incidents and Accidents.
Tip: the Correct with AI, Generate with AI and Summarize with AI buttons in reports come from the AI Assistant module (add-on), which is enabled separately, on the same page.
2. Who has access to the module?
Center Management › User Rights
In the School Staff Roles tab, under Incidents and Accidents, tick what each role can do:
Basic Access - View Module in app: sees the module;
Add/Edit/Delete My Records (Incident/Accident): adds reports and changes only their own;
View All incidents (without being author or responsible): sees all the school's incidents, not only those where they are author or responsible;
Configuration (Create Tags): creates, edits and deletes tags;
View my incidents (where I was marked as witness): sees the incidents where they are a witness and can add comments;
Edit/Delete ANY Record: also changes other colleagues' reports.
Click ? to see what each permission does. The Director has all permissions and they can't be unticked.
Note! If teachers can't see the module, check that the Teacher role has at least Basic Access and Add/Edit/Delete My Records ticked. Without View All incidents, a teacher only sees their own reports and those where they are responsible or a witness.
In the Parent / Student Roles tab there is only one permission, Basic Access - View Module in app. When it's ticked, parents (and students) see the module in the app, but only the reports marked Visible to parents (section 7).
3. How do I set up tags?
Incidents and Accidents › Tag Configuration
Tags describe the nature of the incident (for example inappropriate behavior, bad language, an accident on the sports field). The school starts with a predefined list, which you can extend. Click Tag Configuration at the top right.
For a new tag, click Add new tag.
Fill in the Name, choose the Type (Incident or Accident), a Color and the Priority (1 = weakest, 100 = strongest). Don't forget to click Save.
Tip: the type matters. When you add an Accident report you only see Accident tags, and for an Incident only Incident tags.
To change or delete a tag, click ⋮ next to it and choose Edit or Delete.
4. How do I see the list of incidents?
Incidents and Accidents
The module page has four tabs:
All Incidents: all the reports you are allowed to see;
Assigned to Me: the reports where you are responsible;
Witnessed Incidents: the reports where you are a witness;
Archived Incidents: archived reports (section 9).
The eye icon next to the title shows whether the report is visible to parents (green) or not (crossed out, red). The Status column shows the stage of each case. You can search, filter from each column and choose the columns shown.
Click a report to open it.
5. How do I add an incident or accident report?
Incidents and Accidents › Add report
Click Add report. The report has three steps: Details, Injuries and Follow-Up.
In step 1, Details, fill in:
Name: a short title;
Type: Incident or Accident;
Nature of incident/accident (Tags): one or more tags;
Students Involved, Responsible, Date and time and Location;
Witnesses (optional).
Students Involved opens a window. Choose the class at the top, tick the students and click Select.
Witnesses can be teachers, children or staff members.
When the required fields are filled in, click Next.
Tip: the responsible person and the witnesses see the report in the Assigned to Me and Witnessed Incidents tabs, even if they didn't write it.
6. How do I record injuries and first aid?
Add report › Step 2 Injuries
If anyone was injured, turn on the switch (If anyone was injured, toggle below to select the child and add injury). A panel appears for each student involved, where you choose:
Injury type (for example Fall, Bump, Bruise, Cut, Burn);
Injured body parts;
Injury healing / First aid (for example Ice Pack, Band Aid, Applied Cream, EpiPen Administered).
Under Attachments you can add photos or documents, by drag and drop or with Browse files.
Click Next. If nobody was injured, leave the switch off and continue.
Tip: also check the child's medical record (allergies, treatments) before giving first aid.
7. How do I write the description and choose whether parents see the report?
Add report › Step 3 Follow-Up
In step 3, fill in the Incident Description and Action to be taken / Measures (both optional). If the school has the AI Assistant enabled, the fields are filled in automatically with a suggestion based on steps 1 and 2. You can change the text or use the buttons:
Correct with AI: fixes spelling mistakes;
Generate with AI: rewrites the text;
Summarize with AI: shortens the text.
Finally, choose Visible to parents:
Yes: the parents of the students involved get a push notification and see the report in the app;
No: the report stays internal, for school staff only.
Click Save. The report appears in the list with the status Open.
Note! If the report is visible to parents, they read the description, the measures, the responsible person and the witnesses. Don't write other children's full names or details about them in the description. Use initials (for example “Andrei C.”) or general wording.
8. How do I change the status and add the resolution?
Incidents and Accidents › report › Status
Open the report. On the right you see the status, date, location, tags, author, responsible person, witnesses and whether parents were notified. At the bottom, under Comments, colleagues can leave notes.
Click the status and choose:
Open: the case has been recorded;
In Progress: the case is being handled;
Closed: the case has been resolved.
When you choose Closed, the Resolution window opens. Describe how the case was resolved and click Save. The resolution appears in a separate card on the right; you can change it with the pencil icon.
9. How do I edit, archive or delete a report?
Incidents and Accidents › report › ⋮
Click ⋮ next to the status. The options depend on the status:
for an open report: Edit and Delete;
for a Closed report: Archive and Delete.
Archived reports disappear from the main list and can be found in the Archived Incidents tab.
Note! Deleting can't be undone: you have to confirm it by typing a confirmation word. For finished cases, use Archive: the report is kept and can be checked at any time.
10. How do I export reports?
Incidents and Accidents › Export
Click Export above the list. In the window that opens you can change the title, filter by keyword, choose the sorting and the columns. The preview is on the right. Click Download PDF, Download XLS or Download CSV.
The Export button is also available in the Archived Incidents tab.
11. How do I report an incident in the Kinderpedia Teacher app?
Kinderpedia Teacher app › ☰ › Injuries
Open the ☰ menu and choose Injuries. The list has the tabs All injuries, Assigned to me, Witnesses and Archived, plus Filters and Sort by.
To add a report, tap the green + button. Select the children involved and tap Next. Fill in the Title, Date and time and Location, and choose Incident or Accident. If anyone was injured, turn on Was anyone injured and tap Add injured child.
For the injured child, tap Add details and tick the right icons for the injury type, the body parts and the first aid, then tap Done. Continue with the tags, the responsible person, the witnesses, the parent notification, the attachments and the description, then save the report.
Tap a report to open it. It has the tabs Details, Children involved and Notes. Tap Current Status to change the status. When a case is closed, the Final resolution appears at the top, on a green background.
12. What does the parent see in the app?
Kinderpedia app › ☰ › Injuries
Parents find the module in the ☰ menu, as Injuries. They only see their child's reports that were marked Visible to parents. They can filter and sort, but can't add or change reports.
In the report details, parents see the status, title, measures, date, location, tags, the author, the responsible person and the witnesses. In the Children involved tab they only see their own child and whether they were injured.
More about the parent app in the Guide for parents.
Related articles
Need help? Write to us in the chat and we'll help you.