Log

The log is one place to record what happened at your venue: an accident or injury, a near miss, something that needs fixing, or feedback passed on at a session. Each entry has a status and a named person working it through, so nothing gets lost in a diary or a group chat.

Log something

Open Log and tap New entry, then pick what you're logging:

• Accident or injury - a faint, a slip, a burn. The form follows a standard incident report: what happened, who was hurt, the injury, what happened in order, first aid and the outcome, and up to two witnesses.
• Near miss - something that nearly went wrong, what stopped it and what should change.
• Maintenance - what's broken and whether it's safe to use.
• Feedback - a suggestion, complaint or kind words, in the person's own words. Formal complaints can stay in email if that's how you handle them.

Only the type, when it happened and a one-line summary are required (and, for an injury, what happened and the outcome), so a form never gets abandoned half way. When defaults to now and is in your venue's time.

On a shared tablet, tap Who's this? and pick your name, or type it if you don't have a login. The tablet remembers you until someone else taps their name. Every entry and change records both the person picked and the account signed in.

Who can read accident and injury entries

Accident and injury entries hold health information, so only Admins can read them. Staff can log one, but once it's saved they see "Saved as Entry 42. An admin will follow it up." and can't open it again. In the log, staff see that an entry exists, with its time, location and status, but not what happened or who was involved. That way the next person at the desk tablet can't read it.

Staff can read and work through near misses, maintenance and feedback.

Work it through

Open an entry to:

• Set its status: Open, Needs follow-up or Resolved. Resolving asks for an optional note.
• Choose Who's dealing with it. For an accident or injury entry this can only be an Admin.
• Add notes as you follow it up, like "Ordered a new bench slat" or "Called her the next day, fine".
• See its History: every change, who made it and when.
• Edit the answers. Every edit is kept in the history.

The log opens on entries that aren't resolved yet. Switch between Not resolved, Resolved and All, or filter by type, location, dates or Assigned to me.

Entries can't be deleted. If one was logged by mistake, an Admin can void it with a reason, from the ... menu on the entry: it leaves the log, and you can still find it from More > Voided entries.

Alerts

Every new entry alerts your team by email, in-app and on push if they've turned it on. Accident and injury alerts go to Admins only and never include health information: just the type, location, time, who logged it and the entry number. Each person can turn log alerts off under My account, in Notification preferences.

Export and print

• Export to a spreadsheet (Admins): from More on the log, pick a type. You get one spreadsheet of that type's entries with your current filters applied, to look for patterns.
• Print an entry: open it and tap Print. The report has every answer, the notes, the history, and signature lines for the person involved and whoever logged it.
• Print a blank form: from More, for venues that keep a paper book. It asks the same questions as the tablet.

Exports and prints of accident and injury entries are recorded in your account's activity history.

How long entries are kept

Entries are kept for as long as you have an account. If someone named in an entry asks for their data to be erased, an accident, injury or near-miss entry is kept, unlinked from their account, until the time for a claim has passed, then deleted automatically. Maintenance and feedback entries naming them are deleted straight away.

Common questions

1. Can staff see accident reports they logged? No. Once it's saved, only Admins can read it. This keeps health information private on a shared tablet.

2. Can I add photos? Not yet. Describe what you see in the entry, and keep photos with your own records.

3. Do I need the customer to sign? Print the entry and sign it on paper. The report has signature lines for the person involved and whoever logged it.